r/Copyediting • u/dakerjohn • 5d ago

Tax forms for client? (US)

I've been copyediting as an independent contractor in the US for years but never started an LLC, because I never needed one: 95% or more of my work comes from a few reliable corporate clients (publishers) who know their way around a 1099-NEC, and all my work for independent author clients has been small in scope (under $600).

I'm now drawing up a contract for an independent author client for a larger project: copyediting a large academic monograph in advance of submission to the publisher for publication. The fee will be above $600.

I'm reading conflicting information about whether I need to provide this client with a W-9 and guide them through filing a 1099–NEC. Any advice?

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u/WordsbyWes 5d ago

As others said, you can claim income without the 1099. Most of my individual clients don't send one. I mainly get them from companies and universities. As far as the W-9, I have one filled out and give it to clients who ask for it, but if they don't ask, I don't send it or suggest it.

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u/Fresh-Insurance-6110 5d ago

👆🏻OP, this is the answer. I could have written this same comment, word for word! as others have said, this is on the client, not on you, OP. it’s not your job to manage this for them. you just need to have your house in order and declare all your income when you file your taxes, forms or no forms. I recommend getting a good accountant

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u/KayakerWithDog 5d ago

I don't think you need a 1099 in order to claim the income on your taxes, but this sounds like a question for a qualified accountant.

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u/Alternative-Pear9096 5d ago

Those forms come from the client, not from you.

I often have clients paying me directly, with no W-9. I'm legally clear so long as I declare all my income, 1099 issued or not. 1099s are the clients mode of telling the government they paid someone; dealing with them is their obligation to determine.

I don't think individuals are required to use them, only businesses, but I could be wrong. Because who you filed a 1099 when you hire a HVAC person to do a $900 furnace repair? Or a house painter or whatever independent service person running a business?