How Often Do You Have to Request New W-9 Forms From Your Vendors?

Generally, a new W-9 form is sent out whenever the contractor or vendor has updated information, such as its business name, address or identification number, according to There is no requirement to send out a W-9 on a regular basis under any other circumstances.

The W-9 is sent to any new contractors or vendors providing services to a company. Legally, a company issues a W-9 when a service provider earns a minimum of $600 during the calendar year, notes A company can request that contractors fill out new W-9 forms at any time for any reason. It should be noted that a W-9 form is only issued to verified U.S. contractors. Foreign contractors working for U.S. businesses are required to fill out W-8 forms. Corporations should also not be sent a W-9 form.

Companies that use this form should read the Internal Revenue Service guidelines carefully to ensure they understand who qualifies for a W-9. For instance, a company should send this form to its lawyer for legal services over $600. The government has placed lawyers on the required list, notes Entrepreneur. Companies face penalties if they do not send out all required W-9 forms by the deadline.