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TC business · IRS Form W-9Form W-9 for transaction coordinators: which name and number to give

Before paying an independent TC, an agent or brokerage usually asks for Form W-9 so it can file a 1099. On the March 2024 form, line 1 is the name of the person or entity whose taxpayer identification number (TIN) you give; a sole proprietor enters their own name as shown on Form 1040 on line 1 and the business or "doing business as" name on line 2. A sole proprietor with an EIN may enter either the SSN or the EIN. A single-member LLC that is disregarded for tax enters the owner's name on line 1, the LLC's name on line 2, and the owner's SSN – or the owner's EIN if they have one; an LLC taxed as a corporation or partnership enters its own name and EIN. The TIN must match the name on line 1. If you do not give a TIN, do not certify it when required, or the IRS says the TIN is wrong, the payer must withhold 24% of payments as backup withholding.

Filling it in (Form W-9, Rev. 3-2024)

  1. Line 1

    Your name as on your Form 1040 (sole proprietor), or the owner's name for a disregarded single-member LLC.

  2. Line 2

    Your business, trade or DBA name – or the disregarded LLC's name.

  3. Line 3a

    The federal tax classification of the person or entity on line 1.

  4. TIN

    Sole proprietor: SSN or EIN. Disregarded single-member LLC: the owner's SSN or EIN. LLC taxed as a corporation or partnership: the LLC's EIN.

  5. Match

    The TIN must match the name on line 1.

When the payer must withhold 24% (backup withholding)

  • You do not give your TIN.
  • You do not certify your TIN when required.
  • The IRS tells the payer the TIN you gave is incorrect.

Good habits

  • Send the W-9 through a secure channel, not plain email.
  • Use the same name and number on your W-9, invoices and Schedule C.
  • If you get an EIN, you can give it instead of your SSN as a sole proprietor.

Questions TCs ask

What name goes on line 1 of a W-9 for a sole proprietor?

Your individual name as shown on your Form 1040; your business or DBA name goes on line 2 (Form W-9 instructions).

Can I use an EIN instead of my SSN on a W-9?

Yes. A sole proprietor who has an EIN may enter either the SSN or the EIN.

What if I don't give the agent a W-9?

Without a TIN, the payer must withhold 24% of payments as backup withholding.

Related guides

ClosingCode's invoices carry your business name and payment details the same way every time – one fewer mismatch for the 1099 in January.

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Source: IRS Form W-9 (Rev. March 2024) with instructions, irs.gov/pub/irs-pdf/fw9.pdf (read October 25, 2026).

General information, not tax advice. ClosingCode is software; it is not a tax preparer or CPA. This guide is not a substitute for the advice or services of an attorney.