VO-BB - 19 YEARS OLD!

Don G. · King's Row Joined: 11 Nov 2004 Posts: 1071 Location: MA

Usually if a client needs a W-9 for their accounting department, I have a few with me and just hand one over after a session. But most clients don't need or want one. Occasionally, they need one but forget at the time and I get an email the next day or so requesting one, so I end up sending it via snail mail. Seems kind of old-school to do that nowadays.

Is anyone here comfortable emailing those kinds of documents to clients? Is there an easy, safe and secure way to do so without pre-arranging encryption/decryption passwords back and forth, or am I worrying over nothing? Any other thoughts? Thanks.

Jan Anderson · Posted: Tue Nov 15, 2011 10:43 pm Post subject:

I think sending documents as PDFs are secure enough for that kind of thing. There are other password protected methods as well, but for W-9s I've just sent them as PDFs.

Chuck Davis · Posted: Wed Nov 16, 2011 4:59 am Post subject:

Same here. Most clients prefer emailed PDF.
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DougVox · Posted: Wed Nov 16, 2011 7:36 am Post subject:

For anyone who has an iPad, check out the YouSentIt a Hobo Tounge

. It allows you to open PDFs, (like, say, a W-9), enter information by
typing it into the appropriate fields, and even sign documents by "writing" on the screen. You can then send those docs by
email from within the a Hobo Tounge

.

Easy peasy, lemon squeezy. Assuming that you're comfortable with emailing W-9s, of course.
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Voiceover UNnouncer®
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bobsouer · Posted: Wed Nov 16, 2011 7:37 am Post subject:

Like Chuck and Jan, I email the signed Hobo Laughing

F of my W-9 when one is needed.
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Bruce · Posted: Wed Nov 16, 2011 8:18 am Post subject:

I get people who still want me to Fax forms to them! I very gently try to remind them that it's 2011 and that many of us threw out our fax machines several years ago.

There's nothing on a W-9 worth stealing that isn't already out there in public somewhere, so I just fill a new one out at the beginning of every year (for those sticklers who don't want a stale W-9), store the Hobo Laughing

F and then zip it along whenever asked.

B
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Scott Pollak · Posted: Wed Nov 16, 2011 9:04 am Post subject:

Add me as someone who sends a .pdf version.
And also who has identity theft protection via Equifax. Highly recommended.
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Scott R. Pollak
Clients include Pandora, NPR Atlanta, Wells Fargo, Cisco, Humana, Publix, UPS, AT&T, HP, Xerox and more.

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Lee Gordon · Posted: Wed Nov 16, 2011 10:26 am Post subject:

I have a signed W-9 in Hobo Laughing

F form that's dated June, 2009 and so far nobody has complained. I e-mail it, but if someone were to insist on a fax, I still have my scanner and a faxing a Hobo Tounge

on my PC.
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anthonyVO · 14th Avenue Joined: 09 Aug 2005 Posts: 1470 Location: NYC

With

F's, you can set security for pretty much everything; Therefore, you can control whether or not a person can print it, copy & paste, or even open it with a password.

I don't bother with that, so I just send me filled in W-9 via email and just don't worry about it. Up to you. Just keep in mind that sending it over snail mail is no more "secure" than sending it over email.

-Anthony

Deirdre · Posted: Wed Nov 16, 2011 12:11 pm Post subject:

to echo the above, No probs with emailing that stuff.

I do need to fax stuff occasionally, so I use an email fax service: MyFax.com.

The guys that need faxing are my hugest corporate clients! That just blows my mind. I also need to snail mail my invoices to those guys.

Crikey!
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Don G. · King's Row Joined: 11 Nov 2004 Posts: 1071 Location: MA

Thanks for all the replies, folks. I guess someone like me can be comfortable emailing a W-9 if all you high-rollers are! Wink

Moe Egan · Posted: Fri Nov 18, 2011 1:51 pm Post subject:

I also scan and email my W9- BUT with one caveat not mentioned in this thread- I got myself a Employer Identification Number (or Tax ID Number) a few years ago- it's another way to identify myself for Uncle Sam (as a sole sole proprietor) without tossing my social security number all over kingdom come. cool

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Moe Egan
i want to be the voice in your head.
~~~~~

heyguido · Posted: Fri Nov 18, 2011 2:00 pm Post subject:

Smart move, Moe....
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Don Brookshire
"Wait.... They wanna PAY me for this?"

Lizden · Posted: Fri Nov 18, 2011 2:09 pm Post subject:

Yep. I email a .pdf as well.
Like Lee, I have one that's a few years old.
No one has ever cared.
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Don G. · King's Row Joined: 11 Nov 2004 Posts: 1071 Location: MA

Just checked back on this thread, and I noticed Moe's comment. I meant to add that little tidbit in my original post. A couple of years ago I also started using a EIN for my clients who request a SS# for their bookkeeping. I'm much more comfortable letting that number out than my Social Security number. Although nowadays, I sometimes wonder what is really safe from prying eyes anyway.