Automatic Reminder Emails & SMS for W-9 Requests

How Automatic Reminders Work

When you send a W-9 request to a vendor, getW9 will automatically track whether the form has been signed. If the vendor hasn’t completed the W-9:

• A reminder email is sent every 3 days from the date of the original request
• This continues up to a maximum of 10 reminders
• If a phone number is included, an SMS notification is also sent

What Happens After 10 Tries?

If the vendor still hasn’t submitted their W-9 after 10 reminder attempts, getW9 stops sending emails automatically. You’ll see a red exclamation mark in the “Email Last Sent At” column next to that request as a visual cue.

This usually indicates:

• The vendor may have ignored or missed the emails
• There may be a typo or incorrect email address

We recommend verifying the email address or contacting the vendor directly to follow up.

⚙️ How to Turn Off Reminder Emails

Automatic reminders are enabled by default for all accounts. If you’d prefer not to send reminder emails automatically, you can disable this feature from your settings:

1. Go to Settings → Notification Settings
2. Uncheck the box labeled “W-9 request pending Email Notification every 3 days to vendors”

✅ Why Use Automatic Reminders?

• Reduces manual follow-up workload
• Improves W-9 response rates from vendors
• Keeps your vendor documentation pipeline moving forward automatically

Terms & Conditions

For full details, please refer to our  Terms of Service

❓Need Help?

Have questions about reminders or vendor follow-up? We’re here to help.  support@getw9.tax