Do I need to fill out a new W-4 every year?

No, not unless your situation changes. You only need to submit a new W-4 if you want to adjust your tax withholding—for example, if you get married, have a child, or start a second job. However, it’s a good idea to review your W-4 each year to make sure your withholding still fits your needs.

What happens if I don’t submit a W-4?

If you don’t turn in a completed W-4, your employer is required to withhold taxes at the highest rate—as if you are single with no adjustments. That usually results in more taxes withheld and a smaller paycheck.

Can I claim exempt on my W-4?

Yes, but only if you meet specific IRS criteria. To claim exempt, you must have had no tax liability last year and expect none this year. You’ll need to write “Exempt” in Step 4(c) and leave Steps 2–4 blank. This tells your employer not to withhold any federal income tax from your paycheck.

Do I need to file a separate W-4 for each job?

Yes. If you have more than one job, you should submit a W-4 for each employer. Use the IRS Tax Withholding Estimator or the Multiple Jobs Worksheet to make sure your total withholding across all jobs is accurate.

How do I change my W-4 later if I need to?

You can update your W-4 at any time during the year. Just fill out a new W-4 form and give it to your employer. Many employers also allow you to update your W-4 electronically through your HR or payroll portal.

Is my W-4 information shared with the IRS immediately?

No. Your employer keeps your W-4 on file and uses it to calculate your withholding. The form itself isn’t sent directly to the IRS, but the withholding amounts based on it are reported in your payroll taxes and W2 .

Does the W-4 affect my state income tax withholding too?

Not directly. Most states have their own version of the W-4 form for state tax withholding. Some states accept the federal W-4, but others require a separate state-specific form. Check with your state’s tax agency or your employer for what applies in your location.

New Job? Use This Step-by-Step W-4 Guide

Last updated October 6, 2025

When you start a new job, one of the first forms you’ll fill out is a W-4 (Employee’s Withholding Allowance Certificate). This form tells your employer how much federal income tax to withhold from your paycheck. But when you sit down with it, you might wonder — How do I actually fill this out correctly? Don’t worry — we’ll break it down step-by-step.

Table of Contents

Step 1: Enter Your Personal Information

The first part of completing a W-4 form is straightforward — but it’s important to do it carefully to avoid errors that could affect your paycheck.

At the top of the W-4, you’ll fill in your basic personal details, including:

Full legal name: Use the name that’s on your Social Security card. If your name has changed recently, make sure your records are updated with the Social Security Administration.

Social Security number (SSN): Your SSN is how the IRS matches your W-4 form to your tax records. Double-check that you enter it correctly to avoid processing delays.

Home address: Include your current residential address. This ensures the IRS has accurate information for any future correspondence.

Filing status: You’ll need to select one of the three options:
- Single or Married Filing Separately
- Married Filing Jointly or Qualifying Widow(er)
- Head of Household (a special status if you’re unmarried and support a dependent)

Choosing the correct filing status is important because it directly impacts how much federal tax your employer withholds from your paycheck. For example, selecting “Head of Household” usually results in lower withholding compared to choosing “Single,” which could mean you keep more money in each paycheck.

Step 2: Account for Multiple Jobs or a Working Spouse

The second step of how to fill out a W-4 form addresses situations where you (or your household) have more than one source of income. Getting this step right is critical to making sure the correct amount of tax is withheld from your paychecks.

You need to complete Step 2 if:

You have more than one job at the same time (for example, a full-time job and a side gig), -or-
You are married filing jointly and your spouse also works

How to Complete This Step –

You have three different options to adjust your withholding:

1) Use the IRS Tax Withholding Estimator:
This free tool on the IRS website walks you through your income and withholding to calculate the most accurate amount. It’s a good idea if you want to avoid surprises at tax time.

2) Check the Box for Two Jobs:
If you and your spouse each have only one job (or you have two jobs total between you), simply check the box in Step 2(c).
*Tip: Make sure the jobs have roughly similar pay; otherwise, your withholding could be off.*

3) Fill Out the Multiple Jobs Worksheet:
If you have more than two jobs total, you’ll need to complete the Multiple Jobs Worksheet included with the W-4 form. This worksheet helps you calculate the additional withholding needed by combining the income from all jobs.

Step 3: Claim Your Dependents

If you have eligible dependents, you can lower the amount of federal income tax withheld from your paycheck by claiming valuable tax credits. This step is a key part of how to fill out a W-4 form correctly — especially for parents and caregivers.

Who Qualifies as a Dependent?

A dependent is generally:

A child under the age of 17 (biological, adopted, stepchild, or foster child)
Or another qualifying relative you support financially

To claim dependents, the person must meet certain IRS criteria, such as residency, relationship, and financial support tests.

How to Complete This Step –

In Step 3 of the W-4:

Multiply $2,000 by the number of qualifying children under age 17.
Multiply $500 by the number of other dependents (like elderly parents you support).
Add the totals together and enter the sum in the box provided.

Here’s a Quick Example –

Scenario:

You have two children under age 17.
You also support a dependent parent.

Calculation:

2 children × $2,000 = $4,000
1 parent × $500 = $500
Total to enter on Step 3: $4,500

*Tip: The more dependents you claim, the less tax is withheld from each paycheck — meaning you get more take-home pay throughout the year.*

Step 4: Make Other Adjustments (optional)

Step 4 of the W-4 form is completely optional — but it can be extremely useful if you want to fine-tune how much tax is withheld from your paycheck. This step gives you flexibility if you have additional income, deductions, or simply want extra withholding. Understanding how to complete this section correctly can make a big difference, especially if you have a more complex financial situation.

4(a): Other Income (Not from Jobs)

In this box, you can report income that isn’t subject to withholding — such as:

Interest
Dividends
Retirement income
Freelance or side gig earnings

Adding this income here helps your employer withhold extra taxes now, rather than you facing a surprise bill when you file your return.

*Tip: If you have significant side income, adjusting your withholding now prevents you from needing to make estimated quarterly tax payments later.*

4(b): Deductions

Typically, your employer assumes you’re taking the standard deduction when calculating your withholding. But if you plan to itemize deductions — for example, because of large mortgage interest, medical expenses, or charitable donations — you can lower your withholding even further.

Here’s how:

Use the Deductions Worksheet on Page 3 of the W-4.
Estimate your itemized deductions.
Subtract the standard deduction amount for your filing status.
Enter the difference in box 4(b).

4(c): Extra Withholding

Want an even bigger tax refund at the end of the year? Or do you prefer to “play it safe” and avoid owing taxes when you file?

In box 4(c), you can specify an additional dollar amount you want withheld from each paycheck. This is a good strategy if:

You had a tax bill last year and want to avoid it again.
You have significant untaxed income (such as investments or rental income).

*Example: If you want an extra $50 withheld per paycheck, just write “$50” in box 4(c).*

Step 5: Sign and Date

The final step of completing your W-4 form is simple but crucial: you must sign and date the form before submitting it to your employer.

Your signature certifies that the information you provided is true and complete to the best of your knowledge. Without a valid signature, your W-4 is not legally binding — and your employer may have to withhold taxes at the highest rate (“Single” status with no adjustments).

*Tip: Double-check all the information on your W-4 before signing. If you made a mistake earlier, it’s easier to fix it now than to update it later.*

After signing, hand the form directly to your HR department or submit it electronically if your employer allows digital W-4 forms. You’re done!

Complete Your W-4 and Other Tax Forms Easily

Completing a W-4 form might seem complicated at first, but once you break it down step-by-step, it becomes much easier to manage. Accurately filling out your W-4 ensures that the right amount of federal income tax is withheld from your paycheck — helping you avoid unexpected tax bills or overpaying throughout the year.

If you want to make the process even faster and easier, FormPros can help. Our easy-to-use online platform allows you to complete, download, and print a W-4 form in just a few minutes. We also offer access to a full range of other important tax forms — like Form W-2, paystubs, and more — all customized to fit your personal or business needs.

Create Your W-4 Form

FormPros Has You Covered

Simplify your paperwork with FormPros! From our paystub generator, W-2s, and 1099-NEC forms to creating LLC Operating Agreements and even voided checks, our easy-to-use platform has you covered. Save time, reduce errors, and handle your business documents with confidence. Start now and see how FormPros makes professional form generation fast, affordable, and hassle-free!