W-9

After sending an invoice for a recent freelance assignment with a different paper than the ones for whom I usually write, someone from accounts payable emailed me with a W9 form that I needed to fill out and send to them before they could pay me.

Because I had to put my Social Security Number on the form, I did not want to email it back to them. I asked for a mailing address and dropped it in the mail at the end of last week.

Today, I received an email from them asking me again to fill out and send the W9. I informed them I already mailed it.

They replied, asking me to send it again, I assume by email. I reiterated that I don't want to send anything with my Social Security number on it via email. It's too risky and I can't believe in this day and age anyone would have a hard time understanding that. I also don't like having to do things twice to get them done once, one of my many character flaws.

Should I ask them to suggest a secure way of sending it (or would anyone here know of such a way) or should I just roll the dice and email it?

 

I never had an issue sending W-9s via email. It's actually probably safer than snail mail in this day and age considering all the postal issues.

The other day I went to drop off a bill at the post office drive-up box and the damn mail was literally overflowing out of it, so I went inside and dropped it in the slot.

 

If someone wants your SSN, they've already hacked into a database that contains it along with millions of others.

 

Maybe wait a week or so and then call them again to see if they got your mailed copy. They've had barely a week for it to go through the mail process, receive it and process it in their computers.

 

Real easy fix for this: email the form WITHOUT your SSN. Attach a note to the email that you will call them the following day with your SSN.

Then, call them the next day -- make sure you are giving it to the person who emailed you originally and sent the form -- and give the number to them over the phone. That's about as safe as you can get, short of hand-delivering it in-person.

 

I tried that. They told me they cannot add the number to the form. I have to send them the form with the number on it.

I've explained several times that it not safe to email a social security number. It's almost like they didn't read that.

I don't know why they can't wait for the form I put in the mail 10 days ago.

 

It's safe to email your SSN. It is 100000000X more likely to be stolen by the person you are emailing it to than someone else.

 

Unfortunately, it seems like you are going to have to pay by their rules if you want to get paid. As many have pointed out, however, I don't think you need to worry. It is a pretty big long shot that a postal worker would risk their job to steal your social security number, which I assume is being mailed in an envelope that doesn't scream "Hey, there's a social security number in here."

 

So I'm probably worried about nothing and I should just roll the dice?

 

Yes. This is not 1993.

Get over it and send the form with the info. Someone already probably has your number and other info.

Or, don't get paid. They're not going to bend their rules just for you.

BTW, online banking, direct deposit and paying bills online is a thing now, too.

 

So what's in the shaded paragraph is wrong?

Before You Sign a W-9 Form, Watch for These Issues.

 

Better chance of you tripping and dying on your way to mail the info than anyone stealing it.