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Is There a Way to Securely Submit My W-9 to MoveZen So I Can Update My Mailing Address and Banking Information via My Owner Portal?

Your W-9 is a sensitive tax document, and MoveZen has specific secure workflows in place to protect your information while keeping trust accounting and IRS reporting accurate.

 

Audience: property owners who need to submit or update a W-9 and want to do it securely, correctly, and without delaying payments or tax reporting.

Yes — and it’s important to do this the right way. 

Here’s how it works and what to expect.

FAQs ❓

Why does MoveZen need my W-9 at all?
Because the IRS requires MoveZen to issue a 1099-MISC for rental income paid to you.

Can I email my W-9?
We strongly discourage emailing sensitive tax documents unless explicitly instructed in a secure workflow.

Do I need a new W-9 if my address or bank info changes?
Sometimes it depends on what changed. Details below.

Can I update my banking and address info myself?
Once your W-9 is on file and your account is properly verified.

Why Secure W-9 Submission Matters 🔐

A W-9 contains:

  • Social Security Number or EIN

  • Legal name and tax classification

  • Mailing address used for IRS reporting

Submitting this incorrectly or insecurely can cause:

  • Identity theft risk

  • Incorrect 1099s

  • Payment delays

  • IRS reporting problems

  • Trust accounting compliance issues

So MoveZen requires a secure submission method not casual email attachments.

How to Securely Submit Your W-9 ✔️

Option 1: Upload Through Your Owner Portal (Preferred)

This is the safest and fastest method.

Inside your Owner Portal, you can:

  • Upload your completed W-9 securely

  • Associate it directly with your owner profile

  • Ensure accounting receives it immediately

This method protects your data and speeds up verification.

Related article:
https://know.movezen360.com/how-can-i-log-in-to-my-owner-portal

Option 2: Secure Accounting Upload Link (When Provided)

In some onboarding or ownership-change scenarios, accounting may send you:

  • A secure upload request

  • A protected document portal

  • A one-time submission link

If you receive one of these, follow those instructions exactly.

When You Need to Submit a New W-9 🧾

You must submit a new W-9 if any of the following change:

✔ Ownership changes (individual → LLC, LLC → different LLC)

✔ Legal name changes

✔ Tax classification changes

✔ EIN/SSN changes

Related article:
https://know.movezen360.com/i-changed-the-ownership-of-my-property-from-myself-to-my-llc

When You Don’t Need a New W-9 (Usually)

You typically do not need a new W-9 if only:

  • Your bank account changes

  • Your email address changes

  • Your phone number changes

Those updates are usually handled separately in the Owner Portal.

Updating Banking Information After W-9 Verification 💳

Once your W-9 is verified:

  • You can update banking details through approved portal workflows

  • Accounting verifies the change

  • Future owner disbursements are sent to the new account

This protects against fraud and unauthorized changes.

Related article:
https://know.movezen360.com/what-is-the-process-for-providing-or-updating-bank-account-information

Updating Your Mailing Address 📬

Your mailing address matters because:

  • It’s used for 1099 delivery

  • It must match IRS records

If your mailing address changes:

  • Update it in your Owner Portal

  • Submit a new W-9 if required

  • Confirm accounting has acknowledged the update

This prevents returned tax documents and reporting errors.

Common Mistakes to Avoid ❌

  • Emailing a W-9 without encryption

  • Uploading an unsigned W-9

  • Submitting the wrong entity’s W-9

  • Forgetting to update after an LLC change

  • Waiting until January to submit updates

Any of these can delay payments or tax documents.

What Happens After You Submit Your W-9 🔄

Once received:

  1. Accounting verifies the document

  2. Owner ledger is confirmed or updated

  3. Payment eligibility is activated

  4. Tax reporting records are updated

  5. Portal permissions are confirmed

If anything is missing, accounting will follow up.

Why MoveZen Is Careful With This Process

This isn’t red tape it’s protection.

Strict W-9 handling ensures:

✔ IRS compliance

✔ Accurate 1099s

✔ Secure handling of personal data

✔ Proper trust accounting

✔ Clean audits

It protects you as much as it protects MoveZen.

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