How to Fill W7 Form for a Spouse on an H4 Visa

Filing a W-7 form is necessary for spouses on an H4 visa who need an Individual Taxpayer Identification Number (ITIN) to meet U.S. tax requirements. The process involves submitting specific documents and accurately completing the form to avoid delays. Errors can lead to processing issues, so understanding each step is essential.

This guide explains what documents are required, how to complete the form correctly, where to send it, and what to do after submission.

Documents to Gather

Before filling out the W-7 form, applicants must prepare supporting materials to verify identity, confirm foreign status, and justify the need for an ITIN. Ensuring all documents are accurate and current helps prevent IRS requests for additional information.

Proof of Identity

Applicants must submit an original or certified copy of a government-issued identification document that includes a photograph and full legal name. A valid passport is the preferred option, as it satisfies both identity and foreign status requirements. If a passport is unavailable, alternative documents such as a national identification card, U.S. driver’s license, or birth certificate (for dependents under 18) may be used.

Any document not in English must be accompanied by a certified translation. The IRS does not accept notarized copies—documents must be certified by the issuing agency or submitted in their original form.

Proof of Foreign Status

For H4 visa holders, documentation confirming non-resident or resident alien status is required. A passport typically fulfills this requirement, but if an alternative identification document is used, additional verification such as a visa stamp or an I-94 arrival/departure record may be necessary. The I-94, issued by U.S. Customs and Border Protection, details visa classification and authorized stay duration. A U.S. visa with an entry stamp can also support foreign status claims. All information should match across documents to avoid delays.

Relevant Tax Documentation

Since Form W-7 is used for tax purposes, applicants must include documentation justifying their need for an ITIN. If the spouse is being claimed as a dependent or filing jointly, a completed tax return (such as Form 1040) must be attached unless an exception applies. Exceptions include tax treaty benefits or third-party withholding, in which case supporting documents like a letter from a financial institution or Form 8833 may be required. The IRS uses these materials to verify that the ITIN is needed for tax filing purposes.

Completing the Form

Filling out Form W-7 accurately is essential to avoid processing delays. Each section requires specific details that must match the supporting documents.

Personal Information Entries

The first section requires the applicant’s full legal name, mailing address, and birth details. The name must match the passport or other identification documents. If the applicant has used a different name in the past, such as a maiden name, it should be listed in the “Name at birth, if different” field. The mailing address is where the IRS will send correspondence, including the ITIN assignment letter.

The form also asks for the country of citizenship and, if applicable, a foreign tax identification number. While not always required, providing a foreign tax ID can help verify identity. The applicant must also enter their date and place of birth. If they have previously received an ITIN or U.S. Social Security Number (SSN), that information must be disclosed. If an SSN was ever issued, the applicant is ineligible for an ITIN.

Spouse Details

Since the W-7 is being filed for a spouse on an H4 visa, the form must indicate the reason for applying. The appropriate box to check is “Spouse of U.S. citizen/resident alien” or “Dependent of U.S. citizen/resident alien,” depending on the filing status. If the ITIN is needed for a joint tax return, the spouse’s name and SSN or ITIN (if previously assigned) should be included on the accompanying tax return.

The form also asks for the visa type, which should be entered as “H4.” The applicant must provide their U.S. entry date, found on the I-94 record. If the spouse has lived in multiple U.S. locations, the most recent entry date should be used. Accuracy in this section is important, as discrepancies between visa details and IRS records can cause delays.

Signature and Contact Sections

The final section requires the applicant’s signature, date, and contact information. If the applicant cannot sign, a parent or court-appointed guardian may sign on their behalf, specifying their relationship to the applicant.

If a tax professional or acceptance agent prepares the form, their details must be included in the “Acceptance Agent’s Use Only” section, including their name, firm name (if applicable), and Preparer Tax Identification Number (PTIN). While using a tax preparer is not required, it can help ensure accuracy.

The applicant should also provide a phone number where they can be reached in case the IRS needs additional information. If the IRS requires further documentation, they will send a letter to the mailing address provided. Ensuring all information is correct before submission helps prevent delays.

Mailing and Processing

Once Form W-7 is completed and all required documents are gathered, the application must be sent to the correct IRS processing center. Sending it to the wrong location can cause delays.

For applicants submitting Form W-7 with a federal tax return, the package should be mailed to:

Internal Revenue Service
ITIN Operations
P.O. Box 149342
Austin, TX 78714-9342

If the application qualifies for an exception and does not require a tax return, the same address is used. Using a mailing service with tracking can help confirm receipt.

Processing times vary, but the IRS typically issues ITINs within seven weeks if there are no errors or missing documents. During peak tax season (January to April), processing may take longer. Applicants can check their ITIN application status by calling the IRS at the number provided in the W-7 instructions. If additional information is needed, the IRS will send a notice requesting further documentation, which must be provided promptly.

Steps After Receiving Confirmation

Once the IRS issues an ITIN, the applicant will receive a CP565 notice confirming the assigned number. This document should be kept securely, as the ITIN is required for future tax filings and financial transactions. Unlike a Social Security Number, an ITIN does not grant work authorization or Social Security benefits but allows for tax reporting.

If the ITIN was requested for a joint return, the tax return submitted with Form W-7 will be processed automatically. If the ITIN is needed for a previously filed return, an amended return (Form 1040-X) may be required. This is particularly relevant if a tax return was initially submitted using a placeholder number, such as “Applied For,” which can delay refunds or credits.

Certain tax benefits, including the Child Tax Credit and the Additional Child Tax Credit, may depend on an ITIN being issued before the tax year’s filing deadline. Ensuring all documentation is in place on time is important for claiming these benefits.