Recipient Address Double Spaced on 1099

Thanks for stopping by the Community space, @WGM.

The space between the recipient's name and mailing address is a default display. It's designed for the data to print correctly and align with pre-printed forms. 

I recommend checking out this article for the details: Print my 1099 forms. The link provides general information and how to send the form to the IRS.

Since this is your first time running the 1099 Wizard, I'm adding this resource to serve as your guide: Prepare and file 1099s with QuickBooks Desktop.

Let me know if you need anything else by leaving a comment. I'm always here and ready to help. Have an awesome day!

KhimG, thanks for the response.

I had previously reviewed the links you also provided, but neither provide a solution.  The recipient's name and address are spaced on the pre-printed 1099 forms from QBs so that the information basically takes up the entire "Recipient" box because of the double spacing.  How can I manually adjust the name and address so that it is single spaced?

Thank you.

Glad to have you here, @WGM.

The spacing guidelines are set in place by the IRS. Therefore, QuickBooks can't make any changes when it comes to how the spacing is set up on the 1099s.

Thanks so much for reaching out, please post again or reply to this thread if you have any other questions.

RE: The recipient's name and address are spaced on the pre-printed 1099 forms from QBs so that the information basically takes up the entire "Recipient" box because of the double spacing.

There are three boxes on the form, each for one line of text.  Here's a capture of the form from the IRS site:

The text should land in each box, under the labels.  The the boxes are rather tall. Does the text not fit in the boxes when you print the forms?

Note that the black versions of the forms don't have lines between the fields, which is weird, but there are still the three fields with labels above where the text belongs.

I am having the same issue.  On the preprinted form everything lines up except the Recipient's name and address.  The city, state and zip are printing outside of the boxed area, especially the form in the middle.  That part of the address will not line up with the window envelopes therefore it cannot be mailed since the post office cannot see the city, state or zip.  How can we fix this?

Hello @bookkeeper82,

Thank you for reaching out to us about the 1099 form. I can share some information about how you can fix the alignment issue.

I suggest you begin by updating the software to the latest release. You can verify the version by pressing the F2 key on your keyboard while the program is open.
 
Your QuickBooks should show the updated information to file forms correctly in the program. Below are the releases required to print 1099 NEC forms in QuickBooks Desktop for Windows:

• QuickBooks 2022/Enterprise 22 - R3_71 (or later)
• QuickBooks 2021/Enterprise 21 - R8_62 (or later)
• QuickBooks 2020/Enterprise 20 - RR13_39 (or later)
• QuickBooks 2019/Enterprise 19 - R16_55 (or later)

Also, the default PDF viewer of your computer affects the alignment and spaces of forms in QuickBooks. Let's make sure the default program is Adobe Acrobat Reader to ensure it prints correctly.

For Windows 10, here's how:

1. Click the Windows Start menu.
2. Press the settings icon.
3. Select Apps.
4. On the left pane, choose Default apps.
5. Scroll down until you find .pdf and select its default program.
6. In the list, select Adobe Acrobat Reader (or any PDF viewer you've installed). 
7. Select Switch anyway.

For users using Windows 7, 8, and 8.1, please follow these steps:

1. Select the Windows Start menu.
2. Click Control Panel.
3. Choose Programs.
4. Find the option Set default programs.
5. Search Adobe Reader (or any PDF viewer you've installed).
6. Select the program, then choose Set this program as default.

Once done, attempt to align the form 1099 again. You'll want to follow these steps:

1. Go to the File menu and select Printer Setup.
2. From the Form Name drop-down, choose 1099s/1096.
3. Tap the Align button and make the adjustment. You can also print a sample by clicking Print Sample.
4. Click OK twice to save the changes.

I recommend using pre-printed forms from Intuit. This way, you'll be able to ensure it fits when printing the form in QuickBooks. Here's the link: https://intuitmarket.intuit.com/tax-forms/1099-forms.

If the problem persists, please contact our QuickBooks Support Team. Our Customer Support Team for Pro, Premier, Plus is available from 6 AM - 6 PM PT (Monday - Friday). For Enterprise, any time, any day.

You can reach them through these steps::

1. Open QuickBooks Desktop.
2. Click the Help tab at the top menu bar.
3. Select QuickBooks Desktop Help. 
4. Enter your concern, then hit Continue.
5. Choose Get a callback. 

For additional reference, I've attached a link you can use to know more about the due dates for Form 1099-NEC and Form 1099-MISC: Print your 1099 forms.

Keep me posted if you need anything else regarding fixing the printing alignment. Have a great day.

Everyone talking about this issue is talking about the "recipient copy" of the Form 1099-NEC which gets mailed to the recipient via US Mail. We are not talking about the copies that go to the IRS which may require the formatting you mentioned. The address of the recipient on the recipient's copy must comply with USPS requirements and has nothing to do with the IRS. If USPS scanners cannot properly read the city, state, zip code, name or address of the recipient, then the 1099 Forms will not be delivered. If the 1099 Forms are not delivered, the employer could face fines and penalties from the IRS. Such fines and penalties should then be passed on to Intuit, since Intuit is failing to listen to its customers complaints. You can fix the formatting of the recipient address on just the recipient copy through simple computer programming. If you are incapable of doing this, please give us a call and we will walk you though it.

Welcome to the Community, @Tax7. 

Thanks for sharing information about the recipient's address format on the recipient's copy. I also appreciate you providing a resolution to fix this so it will stay compliant with USPS requirements. 

We'd love to hear more of your insights regarding this matter so I recommend sending feedback to our product developers. 
This way, they can further review the format of the recipient's copy and consider making changes to future updates. To do so, please refer to the steps below:

1. In your QBDT account, select the Help tab.
2. Next, click the Send Feedback Online option.
3. Then, choose Product Suggestion. A pop-up window displays.
4. From there, input the details of your product comments, suggestions, and requests. 
5. Click the Send Feedback button to submit.

I've also attached this helpful resource that you can access to provide an additional guide in preparing 1099 forms: Get answers to your 1099 questions. 

If you have any other concerns about managing 1099 forms in QuickBooks please don't hesitate to post again here. I'd be glad to assist. Have a good one. 

Thanks. I have submitted my suggestion as you indicated.

Hello,

I was wondering if anyone ever found a solution or if Intuit ever actually did anything about this problem (I know the chances of that are extremely slim). From the last post in Dec 2022, it seems to have been over a year since @Tax7 submitted the suggestion to Intuit. I've read every post I can find about this and EVERY single response from Intuit doesn't answer the question and instead suggests adjusting alignment (which several people previously explained had nothing to do with the problem) or to call Intuit customer support (which several other people also did with no help). It's January 2024 and our office is still having the double-spaced recipient address problem for the recipient copies of 1099's. I don't know about anyone else, but especially at this time of the year, we don't have time to spend hours on hold with Intuit support only to have them offer ZERO assistance in resolving the problem. This has been the case every time I have attempted to call Intuit customer support for assistance (for different problems across several years, not just this specific issue). So if anyone has a suggestion that worked for them other than updating QB, adjusting printer alignment, or calling Intuit support - I would really appreciate it. 

Yes, it still doesn't work correctly but I think Intuit is trying to get people off of the desktop version. Maybe they can frustrate their customers to the point that they give up and go online.

This is still happening. 1099s won't print correctly with the double spaced address.

I ended up printing to pdf and then manually editing each recipient's address manually to remove the space, then printing to the forms.