What if the TIN and name do not match?

If the IRS records do not match the submitted name/TIN pair, the payer may receive an IRS CP notice and backup withholding could apply. Verify via IRS TIN Matching or request corrected documentation from the payee.

Can the form be signed electronically?

Yes. Electronic signatures meet ESIGN (15 U.S.C. §7001) and UETA requirements when intent and retention are documented. Ensure consent and a reproducible record are retained.

When is backup withholding required?

Backup withholding at 24% applies when the payee furnishes an incorrect TIN or the IRS notifies the payer. Record evidence of correction attempts to limit liability.

Do I need a notarized statement?

Not usually for routine tax information collection, though state or contract terms may require notarization for particular instruments. Check state notary rules or contract clauses.

How long must I keep these records?

Retain payee statements for at least three years to comply with IRS recordkeeping (IRC §6501(a)); longer retention may be required for industry or state rules.

What authentication is recommended?

Use email or SMS OTP for low-risk collection. For higher assurance, use identity proofing, multi-factor authentication, or knowledge-based verification tied to the platform's audit trail.

Electronic Signature
Templates
Tax
Tax Information Statement

Tax Information Statement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Tax Information Statement

Provide the taxpayer identification information requested below. Complete all applicable fields and read the certification carefully before signing. This statement collects the name, taxpayer identification number and entity classification used for federal tax reporting purposes.

Taxpayer Identification

Taxpayer Name:

Business Name / DBA (if different) Mailing Address Requester or Account Number(s) (if applicable) Additional Information

Entity Type (check one or more that apply)

Individual / Sole Proprietor C Corporation S Corporation

Partnership Trust / Estate Limited Liability Company (LLC) Other

If LLC, enter tax classification or other description

Taxpayer Identification Number (TIN)

Enter the taxpayer identification number (TIN) used for reporting. Provide either a Social Security Number (SSN) or an Employer Identification Number (EIN).

Social Security Number (SSN) Employer Identification Number (EIN) Exempt Payee Code (if any) FATCA Exemption Code (if any)

Certification (Under penalties of perjury)

By signing below, I certify under penalties of perjury that the following statements are true, correct, and complete:

1. The taxpayer identification number shown on this statement is my correct taxpayer identification number, or I am awaiting a number to be issued to me.

2. I am not subject to backup withholding because I am exempt from backup withholding, or I have not been notified that I am subject to backup withholding due to a failure to report interest or dividends, or the Internal Revenue authorities have notified me that I am no longer subject to backup withholding.

3. I am a U.S. person (including a U.S. resident alien).

4. Any FATCA code(s) entered on this statement (if any) indicating exemption from FATCA reporting are correct.

I understand that providing false information may subject me to criminal or civil penalties under applicable federal tax laws.

Contact Information

Telephone Email

Printed Name:

Signature:

Date:

What the Tax Information Statement Is

A Tax Information Statement is a standardized record used to collect payee tax details needed for information reporting and withholding. It typically captures the recipient's legal name, taxpayer identification number (TIN), tax classification, and mailing address, and is used by payers to determine backup withholding, prepare Form 1099-series returns, and support accurate IRS reporting. The document is not a tax return but is an administrative form that verifies the taxpayer's identity and status for compliance with federal tax obligations.

Why a Complete Tax Information Statement Matters

A correct Tax Information Statement reduces the risk of backup withholding, reporting penalties, and processing delays while ensuring accurate information flows to IRS filings and payers.

Who Completes and Relies on This Statement

Typical users prepare, request, or verify Tax Information Statements as part of vendor onboarding, payroll setup, or client payments.

Small businesses and accounting teams onboarding contractors or vendors to verify TIN and withholding status.
Financial institutions and payers collecting payee tax data to prepare 1099 or other information returns.
Payroll and HR departments when classifying workers and determining reporting obligations.

Organizations that collect these statements use them to confirm TINs, determine backup withholding, and support accurate information returns to the IRS.

Step-by-step: Collecting and Verifying the Statement

Use this sequential checklist when requesting a Tax Information Statement from a payee.

01

Request: Ask the payee to complete the statement before payment or contracting.
02

Provide form: Supply a fillable PDF or online form that matches payer record fields.
03

Verify: Confirm TIN/name combination via IRS TIN Matching or prior documentation.
04

Record: Store the completed statement in the payee file and capture date received.

How electronic completion and routing typically operate

Digital workflows streamline collection, verification, and archival of Tax Information Statements while preserving an audit trail for compliance.

Upload: Payer uploads a template or uses an online fillable form.
Assign: Sender designates fields and assigns signers or responders.
Authenticate: Signer verifies identity via email, SMS, or stronger methods when required.
Archive: Completed statements and audit logs are stored for retention and retrieval.

Configuring an online workflow for the Tax Information Statement

Choose settings that match your compliance needs and payer processing systems before sending.

Field	Configuration
Required Fields	Mark name, TIN, classification, signature as required.
Authentication	Select email or SMS OTP; use KBA for higher assurance.
Notifications	Enable reminder emails and completion confirmations.
Export	Configure CSV/PDF export for accounting and 1099 preparation.

Digital signing and storage considerations

Ensure your eSignature platform supports required authentication, audit trails, and export formats for IRS reporting.

Integrations: Salesforce, NetSuite, Microsoft 365 supported.
File types: PDF, DOCX, and export to CSV available.
Security: TLS in transit and AES-256 at rest.

Key filing and distribution deadlines to observe

Timely distribution and IRS submission of related information returns depends on the tax series and delivery method.

W-9 delivery:

No IRS filing deadline; provide upon payer request.

1099-NEC:

Recipient and IRS due by Jan 31 each year.

1099-MISC paper:

Paper filing to IRS due by Feb 28.

1099-MISC electronic:

Electronic filing to IRS due by Mar 31.

Individual return (Form 1040):

April 15 due date (Oct 15 with extension).

Typical processing milestones after sending a request

Track these stages to ensure complete collection and timely reporting for tax year processing.

01

Request Issued

Payer sends the Tax Information Statement request to the payee.

02

Payee Response

Payee completes and returns the statement or requests clarifications.

03

Verification

Payer validates TIN/name via IRS TIN Matching or documentation.

04

Record Retention

Store the signed statement and audit trail per retention policy.

Penalties and compliance risks to avoid

1099 late filing: Penalties $60–$330+ per form (IRC §6721).

Intentional disregard: $660+ per form, no maximum (IRC §6721).

Incorrect TIN: Backup withholding 24% may apply.

I-9 failures: $281–$2,789 per violation (8 CFR §274a.2).

HIPAA breach: Six-year record retention required (45 CFR §164.530(j)).

Data loss: Inadequate audit trail risks IRS rejection.

Common mistakes when preparing Tax Information Statements

Entering an incorrect TIN or transposing digits causes IRS mismatch notices.
Using an informal or DBA name instead of the legal name can invalidate matching.
Failing to collect signature and date leaves the form unsupported for audit.
Not verifying backup withholding status can result in unexpected withholding liabilities.

Required fields typically included on the form

Legal Name: Exact legal business or individual name

TIN: SSN or EIN without dashes

Tax Status: Entity classification (LLC, S-Corp, etc.)

Mailing Address: Street, city, state, ZIP

Backup Withholding: Yes or No indicator

Signature/Date: Signer and MM/DD/YYYY date

Core components of a professionally prepared Tax Information Statement

A complete statement balances clear data capture with verification steps and secure storage to support accurate information returns and defense against IRS notices.

Clear field layout

Organize name, TIN, tax classification, and address fields so payees can complete without ambiguity, reducing entry errors and follow-up.

Mandatory validation

Mark TIN and signature fields as required and validate format to catch common input errors before submission.

Identity checks

Include optional authentication fields or instructions for providing ID documentation when higher assurance is necessary.

Audit trail

Capture timestamps, IP address, and signer method for any electronic completion to document intent and attribution.

Exportability

Enable CSV or system export to integrate payee data with accounting systems and 1099 preparation workflows.

Retention note

Include instructions on where and how long the form will be stored to meet legal retention obligations.

Real-world examples of the Tax Information Statement in use

The following succinct examples show how organizations capture and manage payee tax data in practice.

Optica Ventures — COO

We needed a simple form that customers could complete quickly, without confusion, to enable timely payments.

Implementation cut back-and-forth for vendor onboarding.
Using a structured Tax Information Statement reduced processing time and improved data quality for quarterly 1099 preparation.

Tech Data — CEO

The company required reliable tax details from many vendors to avoid withholding errors and support reporting.

Centralized collection via a standard statement improved compliance.
Consolidated records and audit trails helped reconcile vendor payments during year-end reporting and reduced IRS notice risk.

eSignature vendor comparison for Tax Information Statement workflows

Compare common vendor pricing and key capabilities relevant to securely collecting and storing Tax Information Statements and their audit trails.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available (Premium)	Available	Available	Available	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Tax Information Statements

Answers to common operational and compliance questions when collecting or processing payee tax information.

Need help? Contact support

What if the TIN and name do not match?
If the IRS records do not match the submitted name/TIN pair, the payer may receive an IRS CP notice and backup withholding could apply. Verify via IRS TIN Matching or request corrected documentation from the payee.
Can the form be signed electronically?
Yes. Electronic signatures meet ESIGN (15 U.S.C. §7001) and UETA requirements when intent and retention are documented. Ensure consent and a reproducible record are retained.
When is backup withholding required?
Backup withholding at 24% applies when the payee furnishes an incorrect TIN or the IRS notifies the payer. Record evidence of correction attempts to limit liability.
Do I need a notarized statement?
Not usually for routine tax information collection, though state or contract terms may require notarization for particular instruments. Check state notary rules or contract clauses.
How long must I keep these records?
Retain payee statements for at least three years to comply with IRS recordkeeping (IRC §6501(a)); longer retention may be required for industry or state rules.
What authentication is recommended?
Use email or SMS OTP for low-risk collection. For higher assurance, use identity proofing, multi-factor authentication, or knowledge-based verification tied to the platform's audit trail.

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