You've changed your business name, and now you're wondering how to let the IRS know. It's a crucial step to ensure your business remains compliant and avoids any tax-related headaches. Don't worry, we're going to walk through this process together, step by step, making it as clear and straightforward as possible.
The Big Picture: Do You Need a New EIN?
Before we dive into how to contact the IRS, let's address a common misconception: Changing your business name generally does not require you to get a new Employer Identification Number (EIN). Your EIN is like your business's Social Security number – it's a permanent identifier. You only typically need a new EIN if your business structure changes (e.g., from a sole proprietorship to a corporation, or if a new corporation is created after a statutory merger).
However, even if you don't need a new EIN, you absolutely must inform the IRS of your name change. Failing to do so can lead to issues with tax filings, correspondence, and even processing delays for refunds.
Now that we've cleared that up, let's get down to the brass tacks!
 |
| How Do I Contact The Irs About My Ein Name Change |
Step 1: Confirm Your Business Structure and Identify the Authorized Party
Before reaching out to the IRS, it's vital to understand your business's legal structure. The method of notification can vary slightly based on whether you're a sole proprietorship, partnership, LLC, or corporation.
Tip: Stop when confused — clarity comes with patience.
- Engage with this question: Do you know your business's official legal structure? (e.g., Sole Proprietorship, Partnership, S-Corporation, C-Corporation, LLC, etc.) If you're unsure, now's the time to confirm! This information is usually on your formation documents or previous tax returns.
Sub-heading: Identifying the Right Person to Act
The IRS requires that the notification be made by an authorized individual. This typically means:
- Sole Proprietorship: The business owner.
- Partnership: A general partner.
- LLC: An owner, member-manager, or authorized representative.
- Corporation: A corporate officer (e.g., President, Vice President, Treasurer, Chief Accounting Officer).
Step 2: Update Your Business Name with Your State (If Applicable)
This is often the first official step you'll take when changing your business name, even before contacting the IRS. Most states require you to file an "Articles of Amendment" or a similar document with their Secretary of State (or equivalent agency) to legally change your business name.
Sub-heading: Why This Step Matters
The IRS will want to see that your name change is legally recognized by your state. Having your state-approved amendment handy will be crucial for the next steps.
- Action Item: Contact your state's Secretary of State or equivalent business filing agency to understand their specific requirements and forms for a business name change. File the necessary documents and obtain a copy of the approved amendment. This step usually involves a filing fee.
Step 3: Choose Your Method of Notification to the IRS
There are primarily two ways to inform the IRS of your business name change:
Tip: Reread sections you didn’t fully grasp.
Sub-heading: Option A: Notify When Filing Your Current Year Tax Return
This is often the simplest method if you are approaching your tax filing deadline.
-
For Corporations (Form 1120 or 1120-S) and Partnerships (Form 1065):
- Look for a specific "name change" box on the first page of your relevant tax form (e.g., Form 1120, Page 1, Line E, Box 3; Form 1120-S, Page 1, Line H, Box 2; Form 1065, Page 1, Line G, Box 3).
- Check this box and ensure your new business name is prominently displayed where the "legal name" is requested on the form.
- Important: Even if you check this box, it's still a good practice to include a brief, signed statement on company letterhead (if available) with your tax return, explicitly stating your old EIN, old business name, and new business name. Attach a copy of your state-approved name change document (e.g., Articles of Amendment).
-
For Sole Proprietorships and Single-Member LLCs (taxed as sole proprietors):
- You generally cannot use this method directly on your personal tax return (Form 1040) as your business income is reported on Schedule C.
- You will typically need to use Option B (send a written letter).
Sub-heading: Option B: Send a Written Notification to the IRS
This is the recommended method if you've already filed your current year's return, or if you are a sole proprietorship/single-member LLC. This method provides a clear and direct communication to the IRS.
-
Prepare a Formal Letter: Draft a clear and concise letter on company letterhead (if you have it). This letter should include the following essential information:
- Your Business's Old Legal Name
- Your Business's New Legal Name
- Your Employer Identification Number (EIN)
- The Effective Date of the Name Change (as per your state filing)
- A statement requesting the IRS to update their records with your new business name.
- Your contact information (address, phone number).
- A request for an updated EIN verification letter (IRS Letter 147C) with your new name. This is crucial for your records and for other entities that might require proof of your EIN and legal name.
-
Sign the Letter: The letter must be signed by the authorized party identified in Step 1. Ensure their name and title are clearly printed below the signature.
-
Attach Supporting Documents:
- Crucially, include a copy of your state-approved name change document (e.g., stamped Articles of Amendment, Certificate of Amendment). This provides legal proof of your name change.
- Keep a copy of everything you send for your own records.
-
Where to Mail Your Letter: Send your letter to the IRS address where you would normally file your business's tax return. This address varies based on your business type and location. You can usually find the correct address in the instructions for your specific tax form (e.g., Form 1120, Form 1065, Schedule C).
- General IRS Mailing Address for Business Returns (verify the exact address based on your location and form): Internal Revenue Service Attn: Entity Control [City, State, and ZIP Code where you filed your last return] (Note: The exact address depends on your specific form and location. Always check the current IRS instructions for your tax form.)
Step 4: Follow Up and Confirm
The IRS processes name change requests, but it's not always an instant update.
- Processing Time: It can typically take 4 to 6 weeks for the IRS to process a name change request after they receive your letter.
- Confirmation: If you requested an updated EIN verification letter (Letter 147C) in your written notification, you should receive it in the mail once the change is processed. This letter is your official confirmation.
- What if you don't hear back? If more than 6-8 weeks pass and you haven't received confirmation, you can contact the IRS Business & Specialty Tax Line at 1-800-829-4933. Have your old EIN, old business name, new business name, and the date you sent your notification readily available.
Step 5: Update Other Essential Business Records
Notifying the IRS is just one piece of the puzzle. A name change impacts many aspects of your business.
Tip: Scroll slowly when the content gets detailed.
Sub-heading: Beyond the IRS: A Checklist
- Your State Department of Revenue/Taxation: Inform your state tax agency of your name change to ensure state tax compliance.
- Banks and Financial Institutions: Update your business bank accounts, lines of credit, and other financial records. They will likely require a copy of your state-approved name change document and potentially your updated EIN verification letter.
- Vendors and Suppliers: Inform all your business partners, vendors, and suppliers of your new name to ensure smooth operations and correct invoicing.
- Customers: Announce your name change to your customer base to maintain brand recognition and avoid confusion.
- Business Licenses and Permits: Update any local, state, and federal business licenses and permits.
- Insurance Providers: Notify your business insurance carriers.
- Payment Processors: Update your name with credit card processors and other payment gateways.
- Marketing Materials & Website: Update your logo, signage, website, social media profiles, business cards, and any other branding elements.
- DUNS Number (if applicable): If your business has a Dun & Bradstreet (DUNS) number, you'll need to update your business name with them.
- Beneficial Ownership Information (BOI) Report (FinCEN): If your business is required to file a BOI report with FinCEN, you must update your information within 30 calendar days of the official name change. This is a critical new compliance requirement for many small businesses.
Frequently Asked Questions (FAQs)
Here are 10 related FAQs to help you navigate your EIN name change:
How to confirm if my business needs a new EIN after a name change?
Generally, a new EIN is not required for a simple name change. It's usually only needed if your business's legal structure changes (e.g., from sole proprietorship to LLC) or if a new entity is created. Refer to IRS Publication 1635, "Understanding Your EIN," or the "When to Get a New EIN" section on IRS.gov for detailed guidance.
How to find the correct IRS mailing address for my business type?
The correct mailing address depends on your business entity type and where you are located. Always refer to the instructions for the specific tax form your business files (e.g., Form 1120 instructions for corporations, Form 1065 instructions for partnerships, or Schedule C instructions for sole proprietorships). These instructions will provide the most up-to-date mailing addresses.
How to write a formal letter to the IRS for an EIN name change?
Your letter should be on company letterhead (if available) and include your old business name, new business name, EIN, the effective date of the change, a clear statement requesting the name update, contact information, and the signature of an authorized party. Remember to attach a copy of your state-approved name change document.
QuickTip: Pause to connect ideas in your mind.
How to request an updated EIN verification letter (Letter 147C) from the IRS?
When you send your written notification to the IRS about your name change, explicitly state in your letter that you are requesting an updated EIN verification letter (Letter 147C) reflecting your new business name.
How to check the status of my EIN name change request with the IRS?
The IRS typically takes 4-6 weeks to process name change requests. If you haven't received confirmation after this period, you can call the IRS Business & Specialty Tax Line at 1-800-829-4933 to inquire about the status.
How to update my business name with my state's Secretary of State?
This process varies by state. You'll typically need to file an "Articles of Amendment" or a similar document with your state's Secretary of State or equivalent business filing agency. Check their official website for specific forms, fees, and instructions.
How to ensure consistency across all my business records after an EIN name change?
Create a comprehensive checklist of all entities and platforms where your business name appears (e.g., banks, vendors, social media, website, licenses, permits). Systematically go through each item and update your name, ensuring it's consistent everywhere.
How to handle a business name change if I am a sole proprietorship?
As a sole proprietorship, you typically notify the IRS by sending a signed letter to the IRS address where you would normally file your Schedule C. You generally don't need a new EIN unless you incorporate or change your business structure.
How to update my business name with my bank?
Contact your business bank directly. They will likely require a copy of your state-approved name change document and potentially your updated IRS EIN verification letter. Be prepared to fill out their internal forms.
How to update my Beneficial Ownership Information (BOI) report after a name change?
If your business is required to file a BOI report with FinCEN, you must file an updated report within 30 calendar days of the effective date of your business name change. You can do this through the FinCEN website.
 |
