How Does a Sole Proprietor Fill Out a W-9?

Quick answer

On a W-9 for a Sole Proprietor, the key is Line 3a: check the Individual/sole proprietor or single-member LLC box. Put your own name on Line 1 (your business/DBA name goes on Line 2 if you have one), and use your SSN — or an EIN if you have one as the taxpayer ID. Get those right and the rest of the form is straightforward.

Which box to check

As a sole proprietor you and your business are the same taxpayer. On Line 3a, check the very first box: “Individual/sole proprietor or single-member LLC.”

Whose name goes on Line 1

Line 1 must show your own name on Line 1 (your business/DBA name goes on Line 2 if you have one). Line 1 is never left blank and never holds a trade name by itself — the IRS matches it against the taxpayer ID, so a mismatch triggers backup withholding.

Which taxpayer ID to use

Use your SSN — or an EIN if you have one. If you need one, an EIN is free from the IRS. See SSN vs EIN on a W-9 for which to use.

Everything else is the same

The remaining lines — address, and signing in Part II — work the same for every entity. Our line-by-line W-9 walkthrough covers them.

Frequently asked questions

Check the Individual/sole proprietor or single-member LLC box on Line 3a of the W-9. That single choice tells the payer how your business is taxed and which 1099 (if any) you'll receive.

Line 1 shows your own name on Line 1 (your business/DBA name goes on Line 2 if you have one). It has to match the taxpayer ID number you enter, or the payer must apply 24% backup withholding.

Use your SSN — or an EIN if you have one. Businesses generally should use an EIN — it's free from the IRS and keeps personal SSNs off the form.