10 common errors filing Form W-7 can easily be avoided when preparing your application properly. The Individual Taxpayer Identification Number (ITIN) is issued by the IRS to individuals who must file U.S. tax returns but are not eligible for a Social Security Number (SSN). If you are new to the process, start by learning what is an ITIN and how it functions for international tax filing.
Because ITINs are critical for compliance and tax benefits, Form W-7 must be completed accurately. Mistakes can cause long delays or outright rejection. Below, we break down the 10 common errors filing Form W-7 that the IRS identifies during processing, plus a practical checklist to help you avoid them.
If you are an international seller, freelancer, or startup founder, review our guide on ITIN for international entrepreneurs to understand how these requirements impact your business setup.
Practical ITIN Document Checklist
| Document Type | Proves Identity | Proves Foreign Status | Accepted for Dependents |
| Passport (stand-alone) | Yes | Yes | Yes (all ages) |
| National ID Card (with photo, DOB) | Yes | Yes | Yes |
| U.S. Driver’s License | Yes | No | No |
| Civil Birth Certificate | No | Yes | Yes (required <18 if no passport) |
| Medical Records | No | Yes | Yes (only for dependents under age 6) |
| School Records | No | Yes | Yes (dependents under age 14, or under 18 if a student) |
| Foreign Driver’s License | Yes | Yes | Yes |
| Foreign Voter Registration Card | Yes | Yes | Yes |
| Foreign Military ID Card | Yes | Yes | Yes |
| U.S. State ID Card | Yes | No | No |
| U.S. Military ID Card | Yes | No | No |
| Visa issued by U.S. State Department | Yes | Yes | Yes |
| USCIS Photo ID | Yes | No | No |
Document Submission Tips
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A passport is the only stand-alone document that proves both identity and foreign status.
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If no passport is submitted, you must provide two documents: one for identity and one for foreign status.
Breakdown of 10 Common Errors Filing Form W-7
Error Category: Documentation Issues
Submitting Unacceptable Identification Documents
Only 13 approved documents are accepted (see checklist above). A valid passport is always the safest option to avoid 10 common errors filing Form W-7.
Submitting Copies That Are Not Original or Certified
The IRS only accepts originals or certified copies by the issuing agency. Notarized copies are not accepted (except in limited military cases).
Missing Supporting Documents
If no passport is submitted, you must provide two accepted documents. Dependents may need proof of U.S. residency (such as school or medical records).
Error Category: Form Completion Mistakes
Missing Certificate of Accuracy (COA)
If applying through a Certified Acceptance Agent (CAA) like House of Bookkeepers, a COA must be attached. Applicants in South Asia can follow localized steps through our ITIN Bangladesh application guide.
Missing or Invalid Signature
Applicants 18+ must sign unless a valid Power of Attorney applies. For applicants under 18, a parent or guardian may sign with proof.
Missing Date of Entry (Line 6d)
If required based on your entry history, include the exact date you first entered the U.S.
Missing Foreign Address (Line 3)
A foreign address is mandatory in certain cases (for example, Reason B). When claiming treaty exemptions, review specific instructions for Form W-7 Box a tax treaty benefits.
Missing Country of Citizenship (Line 6a)
Must be written in full (e.g., “Mexico,” not “Mex.”).
Missing Name or TIN of a U.S. Person
For dependents or spouses (Reasons D or E), include the U.S. person’s SSN or ITIN.
ITIN Renewal Errors
Provide the exact ITIN previously issued and the name it was issued under. If your legal name changed, attach supporting proof (such as a marriage certificate or court order).
Key Takeaways
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Best option: Submit a valid, unexpired passport.
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Without a passport: Provide two approved documents (one for identity + one for foreign status).
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Review carefully: Always sign and review the application before submitting to prevent 10 common errors filing Form W-7.
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CAA submission: If applying with a CAA, ensure the Certificate of Accuracy is attached.
Professional Assistance and Next Steps
To avoid rejection and delays caused by 10 common errors filing Form W-7, many applicants prefer to work with a professional. House of Bookkeepers ITIN Service verifies your documents locally, prepares your W-7, and submits directly to the IRS so your passport never leaves your country.
If you run or plan to start a U.S. entity, explore how to form an LLC as a non-resident and check whether you need an ITIN to form a U.S. LLC. For a broader structural comparison, read LLC vs No LLC for non-US residents or check our guide on Form 1040 vs 1040-NR.
Learn more about our dedicated ITIN services and company formation packages. You can get started today, visit our about us page for company background, contact us with questions, or book a free consultation with our team.
