W-9 Reminder Email Template (Vendor Follow-Up Email)

Copy and paste these W-9 reminder email templates to collect vendor tax forms faster and reduce onboarding delays.

W-9 Reminder Email Template (PDF Attachment)

If a vendor has not returned a completed W-9, sending a clear reminder email is one of the fastest ways to keep onboarding and payment setup moving. Many organizations still collect W-9 forms the traditional way—by attaching the W-9 PDF to an email and asking the vendor to complete and return it.

Below are ready-to-copy W-9 reminder templates designed specifically for workflows where the W-9 form is attached.

Tip: Always reattach the W-9 form in reminder emails so vendors don’t have to search for the original message.

Why Send a W-9 Reminder Email?

Vendors often delay returning W-9 forms because:

  • they missed the original email
  • they forgot to complete the attachment
  • they are unsure how to fill it out
  • they want confirmation on where to send it
  • the form was misplaced or forwarded internally

Sending reminders helps your organization:

Reduce onboarding delays
Prevent year-end 1099 issues
Reduce IRS compliance risk
Avoid missing W-9 documentation

W-9 Reminder Email Template (First Reminder)

Subject: Reminder: W-9 Form Needed to Complete Vendor Setup

Hi {{VendorName}},

This is a friendly reminder that we still need your completed W-9 form in order to finalize your vendor setup with {{CompanyName}}.

I’ve reattached the W-9 form to this email for your convenience. Please complete and return the signed form at your earliest convenience.

If you have already sent it, please disregard this message.

Thank you,
{{SenderName}}
{{CompanyName}}
{{SenderEmail}}
{{SenderPhone}}

Attachment: IRS Form W-9.pdf

W-9 Reminder Email Template (Second Reminder)

Subject: Action Required: W-9 Form Still Needed

Hi {{VendorName}},

We are following up because we still have not received your completed W-9 form, which is required for tax reporting compliance and vendor setup.

For your convenience, I’ve attached the W-9 form again. Please complete, sign, and return it by replying to this email with the completed form attached.

If you have any questions while completing the form, feel free to reach out.

Thank you,
{{SenderName}}
{{CompanyName}}

Attachment: IRS Form W-9.pdf

W-9 Reminder Email Template (Final Reminder / Payment Hold Notice)

Subject: Final Reminder: W-9 Required to Process Payments

Hi {{VendorName}},

This is a final reminder that we still need your completed W-9 form on file in order to keep your vendor setup active and process payments through {{CompanyName}}.

The W-9 form is attached again for convenience. Please complete, sign, and return the form as soon as possible to avoid payment delays.

If you have already submitted your W-9, please disregard this message.

Thank you,
{{SenderName}}
{{CompanyName}}

Attachment: IRS Form W-9.pdf

Short W-9 Reminder Email Template (Simple Follow-Up)

Subject: W-9 Needed

Hi {{VendorName}},

Just a quick reminder that we still need your completed and signed W-9 form to complete your vendor setup with {{CompanyName}}.

The W-9 form is attached to this email. Please return it when you have a moment.

Thanks,
{{SenderName}}

Attachment: IRS Form W-9.pdf

W-9 Reminder Email Template (Professional / Enterprise Style)

Subject: Vendor Setup Pending – W-9 Form Required

Hi {{VendorName}},

Our records indicate we have not yet received your completed Form W-9. This form is required for vendor onboarding and IRS reporting compliance.

For your convenience, the W-9 form is attached. Please complete, sign, and return it by replying to this email with the completed document attached.

If you have already submitted the form, please disregard this message.

Regards,
{{SenderName}}
{{SenderTitle}}
{{CompanyName}}

Attachment: IRS Form W-9.pdf

W-9 Reminder Email Template (Vendor-Friendly Tone)

Subject: Quick Reminder: W-9 Form Needed

Hi {{VendorName}},

Hope you’re doing well. Just a quick reminder that we still need your completed W-9 form to finish setting you up as a vendor with {{CompanyName}}.

I’ve attached the W-9 again to make it easy. Once completed, please reply to this email with the signed form attached.

Thanks so much,
{{SenderName}}
{{CompanyName}}

Attachment: IRS Form W-9.pdf

W-9 Reminder Email Template (If Vendor Says They Already Sent It)

Subject: Follow-Up: W-9 Form Submission Confirmation

Hi {{VendorName}},

Thank you for your response. We are currently confirming receipt of your W-9 submission.

If you have already returned the completed form, no further action is needed. If not, please complete and return the attached W-9 form at your earliest convenience.

Thank you,
{{SenderName}}
{{CompanyName}}

Attachment: IRS Form W-9.pdf

Most organizations follow a reminder schedule like this:

Day 0: Initial W-9 request email (with attachment)
Day 3–5: First reminder (reattach W-9)
Day 7–10: Second reminder (reattach W-9)
Day 14+: Final reminder (payment hold warning)

Reattaching the W-9 in every reminder improves response rates significantly.

Common Mistakes to Avoid (PDF Workflow)

When collecting W-9 forms through email attachments, avoid:

  • forgetting to reattach the W-9 form
  • asking the vendor to "find the original email"
  • sending reminders without clear instructions
  • not specifying how the vendor should return the form
  • storing completed W-9 forms in unsecured email inboxes
  • accepting incomplete or unsigned forms

If your process relies on PDF attachments, clear instructions matter even more.

Best Practices for Email-Based W-9 Collection

If you collect W-9 forms by email attachment, follow these best practices:

Always reattach the W-9 form
Request the vendor return the signed form via email reply
Confirm the form is signed and complete
Store the form securely after receipt
Validate the vendor name and TIN to prevent mismatches

A W-9 form is only useful if the vendor information matches IRS records.

Frequently Asked Questions (FAQ)

Should I attach a blank W-9 form in reminder emails?

Yes. Vendors often lose the original attachment, so reattaching the W-9 increases completion rates.

Can a vendor sign the W-9 electronically?

Yes. Many vendors complete and sign W-9 forms digitally using PDF signature tools, then email the completed form back.

What if the vendor refuses to provide a W-9?

If a vendor refuses to provide taxpayer information, your organization may be required to apply backup withholding or delay payments depending on IRS rules.

What should I check when the W-9 is returned?

Ensure the form is signed, includes the correct legal name, and includes the correct EIN or SSN.

Conclusion

A W-9 reminder email is one of the easiest ways to improve vendor response rates and prevent missing tax documentation. When collecting W-9 forms via email attachment, the best practice is to keep reminders short, reattach the form every time, and clearly instruct the vendor to complete, sign, and return the document.

Reduce W-9 Follow-Up Work with TIN Comply

TIN Comply helps businesses automate W-9 collection through a secure online workflow with electronic signatures and audit-ready storage. Instead of manually sending PDF attachments and reminders, organizations can request W-9 forms electronically, track completion status, and validate vendor name/TIN combinations using real-time IRS TIN matching.

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