IRS · United States

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Form W-4: Employee's Withholding Certificate

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Quick answer

Form W-4, Employee's Withholding Certificate, is the IRS form a US employee gives their employer so the correct amount of federal income tax is withheld from each paycheck. You complete Step 1 (personal info and filing status) and Step 5 (sign), plus optional Steps 2–4 for multiple jobs, dependents, and adjustments. You give it to payroll, not the IRS. With JustFill you upload the blank IRS W-4 PDF, the AI auto-detects each field, and you fill and download the completed W-4 free.

Form
Form W-4
Issued by
IRS
Country
United States
Cost to fill
Free

What is Form W-4?

Form W-4 is the IRS document an employee gives their employer so the right amount of federal income tax is withheld from each paycheck. Every new hire in the United States completes a W-4 on or before their first day, and existing employees update it whenever their tax situation changes — marriage, divorce, a second job, a new child, or large itemized deductions. The 2020 redesign removed allowances; employees now report income and adjustments directly.

Who fills out Form W-4?

  • Every new hire in the United States, on or before the first day of employment
  • Existing employees adjusting withholding after marriage, divorce, or a birth/adoption
  • Workers with a second job or a working spouse using the multiple-jobs worksheet
  • Employees claiming exemption from withholding (very limited eligibility)
  • HR and payroll teams processing new-hire packets and re-verifications

Field-by-field breakdown

What each section of Form W-4 asks for. JustFill’s AI will detect these fields automatically when you upload the PDF — review the breakdown below so you know what to enter.

Step 1 — Personal information

Full legal name, address, Social Security number, and filing status (single, married filing jointly, or head of household).

Step 2 — Multiple jobs or spouse works

Complete only if you hold more than one job at a time or are married filing jointly and your spouse also works. Choose one of three methods (estimator, worksheet, or checkbox).

Step 3 — Claim dependents

Report qualifying children under 17 and other dependents to get the Child Tax Credit and Credit for Other Dependents applied to withholding.

Step 4(a) — Other income (optional)

Interest, dividends, retirement income, or other non-job income you want extra withholding for.

Step 4(b) — Deductions (optional)

Itemized deductions above the standard deduction (use the Deductions Worksheet).

Step 4(c) — Extra withholding (optional)

Any additional flat-dollar amount you want withheld from each paycheck.

Step 5 — Sign and date

Employee signature and date. Without a signature the form is invalid.

Employer-only section

Employer's name, address, first-date-of-employment, and EIN — completed by the employer for IRS records, not by the employee.

Common mistakes to avoid

  • 1Forgetting to sign Step 5 — an unsigned W-4 is treated as 'single with no adjustments' by the employer.
  • 2Filling Step 2 multiple-jobs section AND Step 3 dependents on more than one W-4 when holding multiple jobs — those entries belong on only one W-4 (the highest-paying job).
  • 3Claiming "Exempt" without meeting both conditions — exemption requires zero tax liability in the prior year AND expecting zero liability in the current year.
  • 4Using an old (pre-2020) version of the form — the redesigned W-4 is the only version employers should accept.

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Related forms

IRS

W-9

Form W-9: Request for Taxpayer Identification Number and Certification

USCIS (US Citizenship and Immigration Services)

Form I-9

Form I-9: Employment Eligibility Verification

Frequently asked questions

Submit a fresh W-4 to your employer whenever your tax situation changes — new job, marriage, divorce, birth or adoption of a child, a second job, or significant other income. There's no annual requirement to refile if nothing has changed.
The redesigned W-4 (effective January 2020) eliminated personal allowances. Instead, you enter dollar amounts for dependents, other income, deductions, and extra withholding directly. Employers should not accept allowance-based W-4s for new hires.
Only if (1) you had no federal income tax liability last year and (2) you expect to have none this year. Write "Exempt" in the space below Step 4(c), complete Steps 1 and 5, and skip Steps 2–4. Exemption must be renewed every February.
Give it to your employer's payroll or HR department. The W-4 stays in your employer's records; you do not mail it to the IRS.

Official source: Form W-4 on IRS’s website

JustFill is an independent product and is not affiliated with, endorsed by, or sponsored by IRS or any government agency. Always verify your completed form on the official version before signing or submitting.