Taxpayer Identification Number Request Form
Get a vendor's taxpayer identification number out of email and into one secure record. Collect the legal name, entity type, and TIN in a single request.
A W-9 sent as an email attachment leaves a Social Security number in your sent folder, in the vendor's inbox, and in every mailbox it got forwarded to along the way. It's the most sensitive number most businesses ever ask for, and it travels the least carefully. Typeform's taxpayer identification number request form collects it over an encrypted connection and keeps it encrypted at rest, instead of as a PDF the remains in an inbox until it’s deleted.
On this taxpayer identification number request form, vendors provide the legal name on their tax records, their entity type, their address, and their TIN. Conditional logic reads the entity type each vendor picks and asks for the matching number. An individual or sole proprietor enters a Social Security number and the name from their tax return. An LLC or corporation enters an EIN and the registered entity name rather than the trading name.
Every vendor record arrives with the legal name and the TIN paired correctly, collected before the first payment goes out. Nobody chases a W-9 in January, and sensitive information remain on file as secure as possible.
A taxpayer identification number request form is an online form vendors and contractors complete to provide the tax details a payer needs for information reporting. It collects their legal name, entity type, address, and taxpayer identification number, which is a Social Security number for individuals or an EIN for businesses. Businesses use taxpayer identification number request forms to collect that information securely and pair the name and number correctly.
Without a taxpayer identification number request form, vendors send you their W-9 as an email attachment, so a Social Security number ends up sitting in at least two inboxes—whomever the form was forwarded to. Vendors also tend to write their trading name rather than the legal name on their tax records, and that mismatch surfaces months later as an IRS notice. A taxpayer identification number request form asks for the legal name outright and keeps sensitive information protected.
Capture what information reporting needs:
- Legal name as it appears on tax records
- Business or trade name, if different
- Entity type
- Taxpayer identification number
- Address and certification
Typeform encrypts every response in transit and at rest, and meets major security standards including GDPR, SOC 2, and ISO 27001, which puts it well ahead of a PDF in an inbox. What still sits with you is who can see the responses and how long you keep them, so restrict access to the people who need it and delete what you no longer have a reason to hold.
Before the first payment, as part of onboarding a vendor. Waiting until you're preparing information returns means chasing down vendors who finished the work months ago and received payment, and have no particular reason to reply. Building the request into your vendor setup means the number is on file before anyone needs it, rather than hunting it down against a filing deadline.
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