Identity
Keep the payee name and business/entity information exactly as supplied for information reporting.
Free browser checklist
W-9 Readiness Checker
Review one payee record before it reaches your 1099 file. The checker does not store the answers or perform IRS TIN Matching.
✓ Nothing is submitted to 1099ERICHCheck the payee record
This checklist does not decide whether a Form W-9 is legally required for a particular payment. Review the current IRS requester instructions and the form-specific information-return instructions.
What a strong onboarding record contains
Keep the source record ready for filing season.
TIN
Protect leading zeros and avoid spreadsheet conversion to scientific notation or decimals.
Classification
Preserve the payee's tax-classification and exemption information instead of guessing at year end.
Address
Maintain a current address for statements, B Notices, and other payee communications.
Next: verify what can be verified.
After your onboarding record is complete, use local TIN cleanup to catch formatting problems. If your payer/form is eligible, consider IRS TIN Matching before filing.
W-9 readiness FAQs
Does this checker validate a TIN with the IRS?
No. It is a local completeness and risk checklist. It does not connect to IRS TIN Matching or SSA records.
Should the requester send Form W-9 to the IRS?
Generally no. The requester retains Form W-9 in its records and uses the information when preparing applicable information returns.
What if the payee is a foreign person?
Form W-9 is for U.S. persons. A foreign payee may need an appropriate Form W-8 instead, depending on the facts. Review the current IRS withholding-certificate instructions.
What if the TIN is obviously incorrect?
IRS guidance treats a TIN as obviously incorrect when it is not nine digits or contains alphabetic characters. Backup withholding rules may apply to reportable payments.
Is a signature always required on Form W-9?
Certification requirements depend on the payment and circumstances. The requester instructions explain when certification is required and when a TIN may be furnished in another manner.
IRS source: Instructions for the Requester of Form W-9
Free tool → complete workflow
Move from a free check to the complete 1099ERICH workflow.
The free tools help diagnose individual filing problems. 1099ERICH is the $299 Windows desktop workflow for importing CSV or Excel data, validating records, printing recipient copies, and creating IRIS-ready CSV files.
Windows desktopCSV + Excel importRecipient copiesIRIS-ready CSV$299