# How property managers request a W-9 from owners and vendors

Source: https://dokutrak.com/requests/property-managers/w-9
Author: Arthur Teboul, DokuTrak
Published: 2026-10-26
Language: en-US

> Ask every property owner and every vendor for a signed Form W-9 before the first payment goes out. For owners, it gives you the taxpayer name and number to report the rents you collect for them on a 1099. For vendors, it gives you what you need to issue a 1099-NEC at year end.

## Why property managers need a W-9

Managers who collect rent for owners generally report it to them on a 1099-MISC, and contractors paid for services usually receive a 1099-NEC. Both need the payee’s legal name, tax classification and taxpayer identification number, which is exactly what the W-9 provides. Collecting it at onboarding saves chasing owners and vendors in January, when 1099s go out.

## What exactly to ask for

The current IRS Form W-9, filled in and signed, from each owner and each vendor. The name and number must belong to the person or entity that receives the payments, as their tax records show it. Ask for a new W-9 whenever that name or number changes.

## What to check when it arrives

- The form is signed and dated, and it is the current IRS version.
- The name and taxpayer number belong to the owner or vendor you will pay, not a relative or a former business.
- A tax classification box is checked, since it affects whether a 1099 is required.

## Email to send your client

Subject: A W-9 for your rental income reporting

```text
Hi [Client name],

Welcome aboard. Before I send your first owner distribution, I need a signed Form W-9 so I can report the rent I collect for you on your 1099 at year end.

Please use the current form from irs.gov, fill it in with the name and tax number that the property’s income is reported under, then sign and date it. A clear scan or a signed PDF both work.

Could you send it by [date]? If you are not sure which name to use, your accountant can confirm it, and I am happy to help.

Thank you,
[Your name]
```

## Ask once. DokuTrak does the chasing.

- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not a W-9 or an unreadable or blurry scan. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.

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