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Don G. King's Row
Joined: 11 Nov 2004 Posts: 1071 Location: MA
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Posted: Tue Nov 15, 2011 7:52 pm Post subject: snail mail or email for W-9? |
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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. |
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Jan Anderson Contributore Level V
Joined: 14 Mar 2011 Posts: 179 Location: Healdsburg, Ca.
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Posted: Tue Nov 15, 2011 10:43 pm Post subject: |
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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. |
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Chuck Davis M&M
Joined: 02 Feb 2005 Posts: 2389 Location: Where I love to be...Between the Vineyards and the Cows.
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Posted: Wed Nov 16, 2011 4:59 am Post subject: |
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Same here. Most clients prefer emailed PDF. _________________ Wicked huge.....in India.
www.chuckdaviscreative.com |
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DougVox The Gates of Troy
Joined: 10 Jan 2007 Posts: 1705 Location: Miami
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Posted: Wed Nov 16, 2011 7:36 am Post subject: |
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For anyone who has an iPad, check out the YouSentIt a. 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.
Easy peasy, lemon squeezy. Assuming that you're comfortable with emailing W-9s, of course. _________________ Doug Turkel (tur-KELL)
Voiceover UNnouncer®
UNnouncer.com |
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bobsouer Frequent Flyer
Joined: 15 Jul 2006 Posts: 9882 Location: Pittsburgh, PA
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Posted: Wed Nov 16, 2011 7:37 am Post subject: |
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Like Chuck and Jan, I email the signed F of my W-9 when one is needed. _________________ Be well,
Bob Souer (just think of lemons)
The second nicest guy in voiceover.
+1-724-613-2749
ISDN, Source Connect, phone patch |
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Bruce Boardmeister
Joined: 06 Jun 2005 Posts: 7941 Location: Portland, OR
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Posted: Wed Nov 16, 2011 8:18 am Post subject: |
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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 F and then zip it along whenever asked.
B _________________ VO-BB Member #31 Enlisted June, 2005
I'm not a Zoo, but over the years I've played one on radio/TV. . |
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Scott Pollak The Gates of Troy
Joined: 01 Jun 2010 Posts: 1903 Location: Looking out at the San Juan mountains
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Posted: Wed Nov 16, 2011 9:04 am Post subject: |
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Add me as someone who sends a .pdf version.
And also who has identity theft protection via Equifax. Highly recommended. _________________ Scott R. Pollak
Clients include Pandora, NPR Atlanta, Wells Fargo, Cisco, Humana, Publix, UPS, AT&T, HP, Xerox and more.
www.voicebyscott.com |
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Lee Gordon A Zillion
Joined: 25 Jul 2008 Posts: 6848 Location: West Hartford, CT
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Posted: Wed Nov 16, 2011 10:26 am Post subject: |
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I have a signed W-9 in 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 on my PC. _________________ Lee Gordon, O.A.V.
Voice President of the United States
www.leegordonproductions.com
Twitter: @LeeGordonVoice
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anthonyVO 14th Avenue
Joined: 09 Aug 2005 Posts: 1470 Location: NYC
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Posted: Wed Nov 16, 2011 11:28 am Post subject: |
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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 |
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Deirdre Czarina Emeritus
Joined: 10 Nov 2004 Posts: 13016 Location: East Jesus, Maine
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Posted: Wed Nov 16, 2011 12:11 pm Post subject: |
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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! _________________ DBCooperVO.com |
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Don G. King's Row
Joined: 11 Nov 2004 Posts: 1071 Location: MA
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Posted: Wed Nov 16, 2011 6:32 pm Post subject: |
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Thanks for all the replies, folks. I guess someone like me can be comfortable emailing a W-9 if all you high-rollers are! |
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Moe Egan 4 Large
Joined: 11 Sep 2006 Posts: 4337 Location: Live Free or Die
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Posted: Fri Nov 18, 2011 1:51 pm Post subject: |
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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. _________________ Moe Egan
i want to be the voice in your head.
~~~~~ |
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heyguido MMD
Joined: 31 Aug 2011 Posts: 2507 Location: RDU, the Geek Capitol of the South
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Posted: Fri Nov 18, 2011 2:00 pm Post subject: |
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Smart move, Moe.... _________________ Don Brookshire
"Wait.... They wanna PAY me for this?" |
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Lizden A Zillion
Joined: 04 Dec 2006 Posts: 8856 Location: The dark recesses of my mind
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Posted: Fri Nov 18, 2011 2:09 pm Post subject: |
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Yep. I email a .pdf as well.
Like Lee, I have one that's a few years old.
No one has ever cared. _________________ Liz de Nesnera O.A.V. ~ Livin' The VO Dream!
English/French Bilingual VO w/ ISDN
HireLiz.com / liz@hireliz.com |
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Don G. King's Row
Joined: 11 Nov 2004 Posts: 1071 Location: MA
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Posted: Wed Nov 23, 2011 6:15 pm Post subject: |
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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. |
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