How to Ensure W9 Information is Protected

Protecting your W9 information from threats of identity theft is part of a larger issue of keeping your Social Security number secure. Here are some steps toward better safeguards for the information on your W9.

Instructions

1. Save your SSN for the W9. You often don't need to put in your SSN on a generic job application when you're sitting in the receptionist's office. There will be time to verify that information at hiring. Leave the space blank and write a short note of explanation.

2. Use a direct method of faxing or mailing your W9 to an employer. Some recommend postal mail, since faxes often sit in public in-trays where anyone has access to them.

3. Utilize secure web methods for submitting a W9 or other documents electronically. Most websites that ask for your W9 submission show you how they use encryption to keep it safe. If they don't, ask about alternative methods of submission.

4. Hand deliver a paper W9 to the office of the recipient. If you can arrange to get the paper directly into that individual's inbox, that's better than leaving it in the receptionist's tray in the lobby.

5. Oversee the company's HR process. This doesn't mean you should always be prying, but if you have a legitimate concern about how HR is handling documents, speak up: you may be doing the company a favor.

6. Choose a tax preparer you can trust. The IRS recommends this step for individuals to lower their risk of credit theft. Your tax preparer has all of your personal information. Avoid fly-by-night shops less than one year in business.