Form W-8BEN: Your complete guide to getting paid in full from the U.S.

If you work with clients from the U.S., sooner or later you will receive a letter from them asking you to fill out a "W-8BEN form." For many freelancers and self-employed individuals, this abbreviation sounds complicated and intimidating.

What is this form? Why is it needed? Is it really that hard to fill out?

Don't worry. In this article, we'll break everything down. We'll explain why this form is your friend, not your enemy, and how it helps you receive 100% of your earned money.

What is Form W-8BEN and why does a non-U.S. resident need to fill it out?

In short, W-8BEN is an official U.S. Internal Revenue Service (IRS) document with which you, as a non-U.S. citizen, certify two things:

• You are not a U.S. tax resident.
• You are entitled to tax benefits under a double taxation treaty between your country and the U.S.

U.S. tax law requires companies to withhold 30% from any payment they make to a foreign person. This is the standard tax rate. However, if there is a tax treaty between the U.S. and your country, this rate can be significantly reduced (often to 0% for income from services).

Thus, by filling out W-8BEN, you are essentially telling your American client: "Hi! I am not your citizen, so you don't need to withhold 30% tax from my income. Here is the document that confirms this, and here is the treaty article number that gives me this right."

Frequently Asked Questions about Form W-8BEN

We've compiled answers to the most common questions.

Why can't my client fill out this form for me?

Because W-8BEN is a legal declaration you submit under penalty of perjury. You personally certify your tax status. Your client or partner does not have the right to make such statements on your behalf. It's as if someone else tried to sign your passport—only you can confirm your identity.

What are the risks if I don't fill out this form?

The main risk is financial. If you do not provide a completed W-8BEN form, your U.S. client will be legally obligated to withhold 30% of your invoice and remit that money to the IRS.

A simple example: You issued an invoice for $1000. Without a W-8BEN form, you will only receive $700 in your account. The remaining $300 will go to taxes in the U.S., and it will be extremely difficult to get it back.

What is the deadline for submitting the form?

There is no specific deadline set by the IRS. The rule is simple: you must provide the form to your client before they make the first payment. If you do it later, tax may be withheld from the first payments. So don't delay—as soon as you get the request, fill it out.

How often do I need to update W-8BEN? Once a year?

No, not every year. Form W-8BEN remains valid for three calendar years, starting from the end of the year in which it was signed.

Example: If you signed the form on May 15, 2025, it will be valid until December 31, 2028.

You will need to fill out a new form sooner if your information affecting your status changes (e.g., last name, address of residence, or country of tax residence).

How do I properly sign the form? Is a 'wet signature' required?

The days of having to print, sign with a pen, and scan a document are passing. The U.S. Internal Revenue Service (IRS) allows the use of electronic signatures if they meet certain criteria.

Most modern companies and platforms accept forms signed directly in the PDF file. This can be your hand-drawn signature or simply your name typed in block letters in the signature field. Our service generates a PDF that fully supports this feature.

What else is important to know?

• Don't confuse it with W-8BEN-E: If you operate as a company, you need a different form—W-8BEN-E. It is much more complex.
• Part II is the key to savings: Do not skip the second part of the form where you claim tax treaty benefits. It is this part that allows you to reduce the tax rate from 30% to 0-10%.
• Do not send the form to the IRS: You provide the completed form only to the company that pays you. They keep it as proof of why they did not withhold tax from you.

As you can see, Form W-8BEN is not a bureaucratic hurdle, but a standard tool that protects your money. The main thing is to fill it out correctly.