Form W-4: Employee's Withholding Certificate

Tells your employer how much federal income tax to withhold from each paycheck. Every new employee fills it out on the first day, and you can submit a new one any time your situation changes.

2026 version

Source: Internal Revenue Service (IRS)

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Instructions for filling out Form W-4: Employee's Withholding Certificate

This template is used for official filing and documentation. Below are detailed instructions for completing, requirement details, and submission rules.

Who needs to fill out this document?

This form is designed for use by legal entities, individuals, or authorized representatives in the following cases:

New employees completing first-day paperwork.
Employees who married, had a child, took a second job or want a different refund.
HR and payroll teams collecting withholding elections.

What you will need before starting

Before filling out the interactive form, prepare the following details and documents:

1. Personal detailsName, address, SSN and filing status (single, married filing jointly, head of household).

2. Other jobsPay from a second job or your spouse's job, if any (Step 2).

3. DependentsNumber of qualifying children and other dependents for the credit in Step 3.

4. Other adjustmentsNon-wage income, expected deductions above the standard deduction, or extra withholding (Step 4).

Step-by-step filling process

Step 1: Personal information: Enter name, SSN, address and filing status. Steps 1 and 5 are required for everyone.
Step 2: Multiple jobs: If you or your spouse have more than one job, use the estimator, the worksheet or check the box.
Steps 3-4: Credits and adjustments: Claim dependents and add other income, deductions or extra withholding if they apply to you.
Step 5: Sign and give to employer: Sign and date the form and hand it to payroll. It is not sent to the IRS.

Frequently Asked Questions (FAQ)

Why are there no allowances anymore?

Since 2020 the W-4 uses dollar amounts instead of allowances. Older forms with allowances still work for existing employees unless they submit a new one.

Can I claim exempt?

Only if you owed no federal income tax last year and expect to owe none this year. An exempt W-4 must be renewed by February 15 each year.

Can I change my W-4 during the year?

Yes. Submit a new form to your employer whenever your situation changes; it usually applies from the next payroll.

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