If you work online, receive payments from U.S. companies, or run a global business, you have likely searched “W-8 or W-9”. This keyword is popular because people are often confused about which IRS tax form they must submit.
Submitting the wrong form can lead to withheld payments, legal issues, or rejected invoices.
The confusion usually happens because both forms look similar, both are required by U.S. companies, and both deal with taxes. However, W-8 and W-9 are used by completely different people.
e One is for non-U.S. individuals or businesses, and the other is strictly for U.S. persons.
Many freelancers, YouTubers, SaaS founders, and remote workers don’t know which form applies to them. Others wrongly assume the choice depends on income size or job type. It does not.
This guide clears all confusion. You’ll get a quick answer, clear examples, comparison tables, common mistakes, and professional advice—so you can confidently choose the correct form and avoid tax problems.
W-8 or W-9 – Quick Answer
W-9 is for U.S. persons.
W-8 is for non-U.S. persons.
Simple examples:
- You live in the United States → W-9
- You live outside the U.S. → W-8
- U.S. citizen or green card holder → W-9
- Foreign freelancer or company → W-8
If you submit the wrong form, payments may be delayed or taxed incorrectly.
The Origin of W-8 or W-9
The forms W-8 and W-9 were created by the Internal Revenue Service (IRS) in the United States.
- W-9 was designed to collect taxpayer details from U.S. persons so companies can report income to the IRS.
- W-8 was created to identify foreign individuals or entities and apply correct tax withholding or tax treaty benefits.
There are no spelling variations here. Unlike English words, W-8 and W-9 are official form names, not words. The confusion exists because both forms start with “W” and deal with tax reporting.
British English vs American English Spelling
Unlike words such as colour vs color, W-8 and W-9 are not spelling variations.
They are two completely different IRS forms.
| Aspect | W-8 | W-9 |
| Language variation | None | None |
| Spelling difference | No | No |
| Country usage | Global (for non-U.S.) | U.S. only |
| IRS form | Yes | Yes |
Key point:
This is not a British vs American spelling issue. It is a tax residency issue.
Which Should You Use: W-8 or W-9?
Use W-9 if:
- You are a U.S. citizen
- You are a U.S. resident
- You have a green card
- Your business is registered in the United States
Use W-8 if:
- You live outside the U.S.
- You are a foreign freelancer
- Your company is registered outside the U.S.
- You want to claim tax treaty benefits
Global advice:
- U.S. audience → W-9
- UK, EU, Asia, Africa → W-8
- International platforms (Google, Amazon, Stripe) → Usually W-8 for non-U.S. users
- Read More.Personalise or Personalize: Which Spelling Is Correct You Use It?
Common Mistakes with W-8 or W-9
❌ Submitting W-9 as a non-U.S. person
✔ Correct: Submit W-8BEN
❌ Thinking W-8 is optional
✔ Correct: Required for foreign earners
❌ Using the wrong W-8 version
✔ Correct:
- Individual → W-8BEN
- Business → W-8BEN-E
❌ Leaving tax treaty section blank
✔ Correct: Fill it to reduce withholding
W-8 or W-9 in Everyday Examples
Emails
“Please complete Form W-9 to proceed with payment.”
“As a non-U.S. contractor, submit W-8BEN.”
Freelancing Platforms
- Upwork (non-U.S.) → W-8
- Fiverr (U.S.) → W-9
News & Business
“Foreign sellers must file W-8 to avoid over-withholding.”
Formal Documents
“Tax documentation requires either W-8 or W-9 based on residency.”
W-8 or W-9 – Google Trends & Usage Data
Search interest for “W-8 or W-9” is highest in:
- United States
- United Kingdom
- India
- Pakistan
- Philippines
Why?
- Growth in remote work
- Rise of global freelancing
- More cross-border payments
People mostly search this term when:
- Opening a Stripe or PayPal account
- Joining a U.S. platform
- Receiving a payment request
W-8 vs W-9 Comparison Table
| Feature | W-8 | W-9 |
| Who uses it | Non-U.S. persons | U.S. persons |
| Purpose | Foreign tax status | U.S. tax reporting |
| IRS reporting | No 1099 | Yes, 1099 |
| Tax treaty benefits | Yes | No |
| Residency based | Yes | Yes |
| Mandatory | Yes | Yes |
FAQs: W-8 or W-9
1. Is W-8 or W-9 better?
Neither is better. The correct one depends on your residency.
2. Can I choose W-8 or W-9?
No. The IRS decides based on your tax status.
3. Do freelancers need W-8 or W-9?
- U.S. freelancer → W-9
- International freelancer → W-8
4. What happens if I submit the wrong form?
Payments may be withheld or rejected.
5. Is W-8 only for individuals?
No. Businesses use W-8BEN-E.
6. Do UK citizens use W-8 or W-9?
UK citizens use W-8.
7. How often do I submit W-8?
Every 3 years or when details change.
Conclusion
Understanding W-8 or W-9 is essential in today’s global economy. While both forms relate to U.S. tax compliance, they serve very different purposes. The key rule is simple:
U.S. persons use W-9, and non-U.S. persons use W-8. Yet many people still get this wrong, leading to payment delays, unnecessary tax withholding, or legal trouble.
This confusion exists because people assume these forms are optional or interchangeable. They are not. The IRS strictly requires the correct form based on your tax residency,
not your income level or job type. Freelancers, businesses, content creators, and online sellers must pay special attention to this.
If you work with U.S. companies, always confirm your status before submitting tax documents. When in doubt, consult a tax professional. Using the correct form from the start saves time, money, and stress—and keeps your income flowing smoothly.
David Szalay a British writer who focuses on modern life and relationships. His stories are simple but deep.
