5 Great W9 Request Email Templates To Copy & Paste

Collecting W-9 forms from your contractors and freelancers is a non-negotiable part of running your business.

Having a go-to email template makes all the difference. It ensures your request is clear and professional, helping you get the right information quickly without the back-and-forth.

Tips for Writing W9 Request Emails

• Nail the subject line. Keep it direct and informative. Something like “Action Required: W-9 Form for [Your Company Name]” cuts through the noise and makes it clear what you need.
• Briefly explain the ‘why.’ A quick note that you need it for tax reporting (like issuing a 1099) helps them understand the request is standard and important. It’s all about transparency.
• Make it effortless. Attach a blank W-9 form directly to the email, or link to the fillable PDF on the IRS website. The fewer clicks, the faster you’ll get it back.
• Set a clear deadline. Politely state when you need the form returned. This creates a shared timeline and helps you manage your own bookkeeping without last-minute scrambles.
• Reassure them about security. You’re asking for sensitive information. A simple line about how you’ll handle their data securely shows you’re professional and trustworthy.

Types of W9 Request Email Templates We Will Cover

1. Initial W9 Request Email Template
2. Follow-Up W9 Request Email Template
3. Urgent W9 Request Email Template
4. Reminder W9 Request Email Template
5. Final W9 Request Email Template

5 W9 Request Email Templates

1) Initial W9 Request Email Template

<template>

Subject: Action Required: Complete Your W-9 for [*Your Company Name*]

Hi [*Contractor Name*],

We're so glad to have you on board. To get your vendor profile set up for payments, please complete the attached IRS Form W-9.

This is a standard step for all our contractors and ensures we can accurately report payments for tax purposes. Please fill it out and send it back to us by [*Date*].

You can find a fillable PDF attached. Once completed, simply email it back to this address. Rest assured, your information will be handled securely.

Let us know if you have any questions.

Thanks,

[*Your Name*]

[*Your Position*]

[*Your Company Name*]

</template>

2) Follow-Up W9 Request Email Template

<template>

Subject: Follow-Up: W-9 Form for [*Your Company Name*]

Hi [*Contractor Name*],

Just following up on our request for you to complete the IRS Form W-9 we sent on [*Date of original email*]. We need this to finalize your vendor profile and process your payments.

To make it easy, I’ve re-attached the fillable W-9 form. Please complete it and email it back to us by [*New Date*] to prevent any payment delays.

Let us know if you have any questions. We’re here to help.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company Name*]

</template>

3) Urgent W9 Request Email Template

<template>

Subject: URGENT: W-9 Form Required Immediately for [*Your Company Name*]

Hi [*Contractor Name*],

This is an urgent reminder that we still need your completed W-9 form. We've reached out previously and cannot process your pending payments until this form is on file.

To avoid further delays, please complete the attached W-9 form and return it to us today. This is a mandatory IRS requirement for all U.S. contractors.

If you’ve already sent it, please let us know. Otherwise, we look forward to receiving it shortly so we can get your payments scheduled.

Thanks,

[*Your Name*]

[*Your Position*]

[*Your Company Name*]

</template>

4) Reminder W9 Request Email Template

<template>

Subject: Friendly Reminder: W-9 Form for [*Your Company Name*]

Hi [*Contractor Name*],

This is a friendly reminder that we still need your completed W-9 form to finalize your vendor profile. Getting this back to us ensures we can process your payments without any hitches.

I’ve attached a fresh copy of the form to this email. Please fill it out and return it to us by [*Date*].

If you’ve already sent it, you can disregard this message. Please let us know if you have any questions.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company Name*]

</template>

5) Final W9 Request Email Template

<template>

Subject: Final Notice: W-9 Form Required for [*Your Company Name*]

Hi [*Contractor Name*],

We are reaching out one last time regarding the W-9 form required to process your payments. We have sent several reminders and have not yet received the completed document.

Please be aware that we cannot legally issue payments to you without a valid W-9 on file. To avoid indefinite suspension of your payments, please complete the attached form and return it to us immediately. This is our final request.

If we do not receive your W-9 by [*Final Date*], we will be forced to place a hold on all outstanding and future invoices. If you believe you have already sent this, please contact us right away.

Sincerely,

[*Your Name*]

[*Your Position*]

[*Your Company Name*]

</template>

What About Using Flodesk?

Once you have your W-9 request templates ready, you need a dependable way to send and track them. Flodesk offers email marketing tools designed for small businesses, helping you manage and expand your email list effectively. Without needing any design or coding skills, you can build, schedule, and automate emails that resonate with your contacts and help you run your business.

Our platform gives you all the necessary components for successful email marketing, stripped of the usual complications. From our intuitive email builder and powerful automation workflows to our clean, simple forms, Flodesk provides everything you need to send professional emails that get results. We give you the tools to manage your email marketing with confidence and clarity.

Wrapping Up

Having reliable W-9 request templates is the first step to streamlining your contractor management. The next is having a system to send and track these important communications professionally.

Flodesk helps you manage your business emails with purpose and good design. Get started and see how our platform can support your workflow by signing up at Flodesk.