How to Fill Out a W-4 PDF Online

Step 1(a) - First name and middle initial

Enter your first name and middle initial in the left box.

Use the name your employer should use for payroll records.

Step 1(a) - Last name

Enter your last name in the right box.

If your name does not match your Social Security card, follow the note on the form before submitting.

Step 1(b) - Social security number

Enter your Social Security number.

Type the number carefully. This field is sensitive, so return the completed W-4 only through the method your employer requests.

Step 1(a) - Address

Enter your street address, apartment, or suite number.

Use a current mailing address for payroll and employer records.

Step 1(a) - City, state, and ZIP code

Enter the city, state, and ZIP code for the address above.

Keep this consistent with the address line.

Step 1(c) - Single or married filing separately

Check this filing status if it matches your expected tax filing status.

Choose only one filing status box.

Step 1(c) - Married filing jointly or qualifying surviving spouse

Check this box if this is the filing status you expect to use.

If both spouses work or you hold more than one job, Step 2 may also apply.

Step 1(c) - Head of household

Check this only if you are unmarried and pay more than half the costs of keeping up a home for yourself and a qualifying individual.

Choose only one filing status box.

Step 2(c) - Two jobs checkbox

Check this box only if there are only two jobs total and you choose the Step 2(c) option on the form.

The form says the same box should be checked on the other job's Form W-4 when this option applies.

Common question: if you are married filing jointly and both spouses work, do both W-4s need Step 2(c) checked? IRS says Step 2(c) is for two jobs total and should be checked on both Forms W-4 when you use that option. Common mistakes are checking it on only one spouse's W-4, or using it when the two jobs do not have similar pay.

Step 3(a) - Qualifying children credit amount

If Step 3 applies, enter the amount for qualifying children under age 17 after multiplying by the amount shown on the form.

Use this only when your income is within the Step 3 threshold shown on the form.

Common question: do you enter the number of children or the dollar amount? Step 3 asks for calculated credit amounts, so enter the dollar amount shown by the form's multiplication instructions, not just a child count.

Step 3(b) - Other dependents credit amount

If Step 3 applies, enter the amount for other dependents after multiplying by the amount shown on the form.

This is separate from the qualifying children amount on Step 3(a).

Step 3 total credits

Add the amounts from Steps 3(a), 3(b), and any other credits you are claiming, then enter the total here.

If Step 3 does not apply, leave this amount blank.

Step 4(a) - Other income

Enter other income you expect this year that will not have withholding, such as interest, dividends, or retirement income.

Do not include income from jobs here.

Common question: should side income or non-wage income go here? IRS says Step 4(a) is one reason to increase withholding when you have income from sources other than jobs or self-employment that is not subject to withholding.

Step 4(b) - Deductions

Enter the result from the deductions worksheet if you plan to claim deductions beyond the standard deduction.

If you skip this line, withholding is based on the standard deduction.

Step 4(c) - Extra withholding

Enter any extra tax you want withheld from each paycheck.

This is also where Step 2(b) worksheet results may be entered when that option applies.

Common question: is Step 4(c) a yearly amount or a per-paycheck amount? IRS says this is the additional amount you want withheld from each paycheck, so do not enter an annual total here.

Exempt from withholding checkbox

Check this only if you claim exemption from withholding for the year and meet the conditions described on the form.

The form says you will need to submit a new Form W-4 for the next year if you claim exemption.

Common question: what happens if you mark exempt by mistake? The form says no federal income tax is withheld when you claim exemption, so use this only when you meet the exemption conditions.

Step 5 - Employee signature

Sign the form here. The form says it is not valid unless you sign it.

Review the completed PDF before signing and returning it.

Common question: do you have to complete every step before signing? IRS says all employees must complete Step 1 and Step 5, and complete Steps 2 through 4 only when they apply.

Step 5 - Date

Enter the date you signed the W-4.

Use the date format your employer expects.

Employers Only - Employer name and address

This field is in the Employers Only section.

Employees usually should not fill this section unless the employer instructs them to.

Employers Only - First date of employment

This field is for the employer to enter the first date of employment.

Leave it blank as an employee unless your employer tells you otherwise.

Employers Only - Employer identification number

This field is for the employer identification number.

Employees usually should not enter anything here.