How to Correct Mistakes on Your W8BEN Form After Submission

Filling out the W8BEN form is a critical step for non-US persons working with US clients or earning income from US sources. But what happens if you’ve already submitted the form and discover that you made a mistake? Whether it’s a typo, incorrect tax residency information, or missing details, the good news is that you can correct it.

In this article, we’ll cover how to correct errors on your W8BEN form after submission, and what steps to take to avoid issues with your tax filings.

Common Mistakes on the W8BEN Form

Before diving into how to fix mistakes, let’s look at the most common errors people make when filling out the W8BEN form:

1. Incorrect Name or Address: Sometimes, people accidentally use a nickname or an outdated address, which could cause problems.
2. Wrong Tax Residency Information: Confusing tax residency with physical residency is a frequent issue. Your tax residency is where you have the strongest economic ties, not necessarily where you live most of the time.
3. Missing Tax Identification Number (TIN): Some people leave this field blank, thinking it doesn’t apply to them. However, if you have a foreign tax ID, it should be included.
4. Misunderstanding Date Format: The IRS uses the MM-DD-YYYY format for dates, which may differ from the date format used in your home country.

If you’ve made any of these mistakes, don’t panic. The IRS allows for corrections, and US clients are usually accommodating as long as the mistake is fixed promptly.

For more on common mistakes, check out our article 5 Common W-8BEN Mistakes and How to Avoid Them.

How to Correct a Submitted W8BEN Form

1. Submit a New W8BEN Form

The easiest way to correct an error is to submit a new W8BEN form with the correct information. The IRS does not provide a specific process for amending an already submitted form, so submitting a new one is generally the best course of action. Simply fill out the form with the correct details and submit it to the same party (e.g., your US client or financial institution).

Make sure to indicate on the new form that it replaces the previous submission. You can use the same steps you followed originally to fill out the form. If you need guidance, visit our post on How to Fill Out the W8BEN Form.

2. Notify Your US Client or Financial Institution

Once you’ve filled out the new form, notify the US company or financial institution that you’ve sent an updated version. This is important because they are responsible for withholding taxes, and they need to know the correct information to process your payments properly.

3. Verify Withholding Tax Status

After resubmitting the form, double-check with your client or institution to ensure that the correct withholding tax rate is applied. If you’ve corrected tax treaty information or other key details, this could change the amount of tax withheld on your earnings. For a guide on withholding tax rates, see our post on W8BEN Withholding Tax.

When Should You Submit a New W8BEN Form?

It’s important to submit a new W8BEN form anytime there’s a change in your circumstances or if you discover errors in your original submission. This includes:

• Changing tax residency (e.g., if you move to another country and establish tax ties there)
• Name or address changes
• Acquiring or losing a Tax Identification Number (TIN)

Failure to submit a new form could result in the wrong withholding tax being applied or delays in receiving payments.

Conclusion

Making mistakes on your W8BEN form is not uncommon, but the good news is that they are easily corrected. Submitting a new form with accurate information is usually sufficient to resolve any issues. Just be sure to