If you live in Tampa and would like to find a printable W-9 form, you should be sure you first know when a W-9 form is appropriate. The IRS offers some invaluable information on this form.
You can scroll to the bottom of this page for a link to a print W-9 form. It’s a click away.
First, the W-9 form is a national form, not specific to Florida.
You should collect them from the independent contractors you utilize. The form is just the official and standardized way for them to report their tax and formal business information to you, like their incorporated business name. That way when you send out the 1099s each year, you’ll have all the correct tax info on them ready to go. So keep in mind that, as we enjoy our relatively snow-free winters, this time of year is the time to make sure your paperwork is in order since you’ll typically need it organized during tax season in the New Year.
According to the IRS, the Form W-9 is used to request the taxpayer identification number (TIN) of a “U.S. person” and to request claims for exemption and certain certifications. For federal purposes, a “U.S. person” is defined as follows:
  • A person who is either a U.S. citizen or U.S. resident alien
  • Any estate (not including a foreign estate)
  • A domestic trust
  • A corporation, company, partnership or association created or organized in the United States (or under the laws of the U.S.). Please note: a partnership might require a signed W-9 form from its U.S. partners. 
The W-9 form may be submitted electronically, including by fax. The IRS defines a requester as anyone who is required to file an information return. A payee is defined as anyone who is required to give a TIN to the requester.

If you hear about any of your 1099s changing their business name, it's a good time to get an updated W-9. This includes self-employed contractors that change their name, due to marriage/divorce or any other reason.

If you have foreign contractors, then you probably need to utilize the W-9 series of forms, not the W-9. The W-9 is for U.S.-based entities only.
Click here to get a printable W-9 form.
Modern Business Associates is an HR company that focuses on payroll and HR outsourcing. We routinely work with clients in Tampa on printable W9 forms. As a Professional Payroll and HR outsource organization, our clients rely on us to help them effectively deal with these kinds of topics.