All non US citizens performing services for US based entities are required to fill in W-8BEN forms. You just need to submit such form to your payer, and there’s no need to submit it to IRS.

💡Disclaimers

You can find the most recent instructions about W8-BEN forms at IRS website. We update this guide regularly, but if there are any are discrepancies between our guide and the IRS instructions, always follow IRS one.

Please note that we can’t advise you on how or when you should file your taxes. You may want to contact a tax professional in your country.

This article was written to help non US contractors performing services to US entities. It’s based on the most common case we observed within our users. Your case may be different and may require to fill in the form in different way. Please contact us at [email protected] if you have more questions.

🤔 W-8BEN or W-8BEN-E?

There are two versions of the form. The shorter one (W-8BEN) is for individuals, and the longer one (W-8BEN-E) is for organizations (corporations, limited liability companies, etc.).

If you work as a sole proprietorship, you are still considered an individual and fill in W-8BEN form.

📥 Download the form

Download the most recent version of the form from IRS website

📄 Fill the form

You can edit PDFs downloaded from IRS website. Just enter information into the right section and save the file as PDF.

Below you’ll find detail instructions how to fill in both W-8BEN and W-8BEN-E form.

📤 Submitting the form

Please save the document as PDF and send it to [email protected]. Make sure you send it from the email address you use to log in into Pilot.

The form is valid for three years (until end of the year) since submitting it. However, we’ll be asking you to fill it once a year to make sure it has up to date information.

📄 W-8BEN — detailed instructions

Line 1 — Name

  • Just enter your legal name here.

Line 2 — Citizenship

  • Enter the name of the country of which you are a citizen.
  • If you are a citizen of more than one country, enter the one where you are at the moment.
  • If you’re a US based citizen, then you’re filling wrong form. Please check W9 forms.

Line 3 — Residential address

  • Enter your residential address in a country where you pay your income tax.
  • PO boxes are not allowed.

Line 6 — Foreign tax identifying number

  • Enter your tax identifying number
  • This is probably the number you use to file your taxes

Line 8 — Date of birth

  • Enter your date of birth
  • Remember to use the US format (MM-DD-YYYY)

Part II Claim of Tax Treaty Benefits

  • You can leave it empty.

Part III Certification

  • Sign and date the form at the Certification section.
  • Remember to use the US format (MM-DD-YYYY)
  • There is a field below the signature to print the name of the individual signing the document

📄 W-8BEN-E — detailed instructions

Line 1 — Name of organization

  • Just enter the full legal name of your entity.
  • Remember to put all the necessary suffixes. For example, things like ltd., d.o.o or S.A.

Line 2 — Country of incorporation

  • The country where the company is registered

Line 4 — Chapter 3 Status

  • The most common choice here will be a Corporation (if you’re the only owner of the company) or a Partnership (if the company is owned by you in partnership with several people).

Line 5 — Chapter 4 Status

  • You’re probably not a foreign financial entity.
  • Most people will choose Active Non-Financial Foreign Entity

Line 6 — Residential address

  • Enter the residential address where the company is registered
  • PO boxes are not allowed.
  • If the mailing address is different, feel in Line 7

Line 8 — Foreign tax identifying number

  • Enter your tax identifying number
  • This is probably the number you use to file your company taxes

Parts from II to XXIX

  • Depending on the option you choose in Line 4 (Chapter 4 Status), you’ll need to fill in one of the parts
  • If you selected an Active Non-Financial Foreign Entity, you only need to tickle the checkbox at Part XXV
  • You can skip rest of the parts and leave them empty

Part XXX — Certification

  • Sign and date the form at the Certification section.
  • Remember to use the US format (MM-DD-YYYY)
  • There is a field next to the signature to print the name of the individual signing the document
  • Remember to tickle the checkbox below the signature

👋 Need help?

Please contact us at [email protected] if you have any questions. We’ll be happy to guide you through the process.

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