Why Does MoveZen Require a Copy of My W-9?

Audience: property owners who are asked to submit a W-9 and want to understand why it’s required, how it’s used, and how their information is protected.

MoveZen must have a valid W-9 on file before issuing payments or tax documents to ensure compliance with IRS regulations.

Here’s why it matters and how it’s used.

FAQs ❓

Why do you need my W-9 if you already know who I am?
Because IRS reporting requires exact legal and tax identification details.

Is this just for tax season?
No. It affects payments and reporting year-round.

What happens if I don’t submit a W-9?
Payments and tax documents may be delayed or restricted.

Is my information kept secure?
Yes. W-9s are handled through secure systems.

What a W-9 Is Used For ✔️

Your W-9 provides:

Legal name (individual or entity)
Tax classification (individual, LLC, corporation, etc.)
Taxpayer Identification Number (SSN or EIN)

This information is required to:

Issue 1099 forms
Report payments correctly to the IRS
Ensure payments are attributed to the correct taxpayer

Why This Is Required by Law ⚖️

The IRS requires companies that issue payments to:

Report income accurately
Match payments to the correct taxpayer
Use the exact legal name and TIN on file

Without a valid W-9, MoveZen cannot legally complete tax reporting.

How the W-9 Affects Owner Payments 💡

A valid W-9 ensures:

Payments are reported correctly
1099s are issued accurately
Ownership records match IRS records

Missing or incorrect W-9 information can result in:

Payment delays
Incorrect tax documents
IRS mismatches

When a New W-9 Is Required 🔄

You may need to submit or update a W-9 if:

Ownership changes
You move the property into an LLC
Your tax classification changes
Your legal name changes

How W-9s Are Submitted Securely 🔐

MoveZen uses secure submission methods to:

Protect sensitive data
Limit access to authorized staff
Prevent email-based exposure

Avoid sending W-9s through unsecured channels.

What a W-9 Is Not 🚫

A W-9 does not:

Change ownership percentages
Affect how rent is collected
Modify management fees
Trigger tax withholding by itself

It’s strictly a reporting document.

A Helpful Owner Perspective 🤔

Instead of viewing a W-9 as “extra paperwork,” think:

“This is what ensures my income is reported correctly and cleanly.”

Submitting it early avoids issues later.