Do you need to get your hands on an IRS SS-4 Confirmation Letter? Perhaps you're opening a new business bank account, applying for a business loan, or need it for compliance purposes. Whatever the reason, this guide will walk you through the process step-by-step, ensuring you get the document you need.
Why is the SS-4 Confirmation Letter So Important?
Before we dive into the "how-to," let's understand why this letter holds such significance. The SS-4 Confirmation Letter, also often referred to as a Form 147C or EIN Verification Letter, is your official proof from the IRS that your business has been assigned an Employer Identification Number (EIN). Think of your EIN as your business's Social Security Number – it's a unique nine-digit
This letter essentially validates your EIN and provides crucial information about your entity, including your legal name, address, EIN, and the date it was issued. Without it, you might face delays in various business activities.
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| How Do I Get An Irs Ss 4 Confirmation Letter |
Getting Your IRS SS-4 Confirmation Letter: A Step-by-Step Guide
Ready to get started? Let's go!
Step 1: Do you already have an EIN?
This is the very first and most crucial question to ask yourself.
QuickTip: Go back if you lost the thread.
- If you already have an EIN but need the confirmation letter (because you lost the original, or a third party needs verification), proceed to Step 3.
- If you do NOT have an EIN yet, you'll need to apply for one first. Proceed to Step 2.
Step 2: Applying for a New EIN (If You Don't Have One)
If your business is new or has undergone a significant change requiring a new EIN, you'll need to complete Form SS-4, Application for Employer Identification Number. The IRS offers several ways to apply.
Sub-heading: Online Application (Fastest Method for Most)
This is the quickest way to get an EIN, and in many cases, you'll receive your EIN immediately after submitting the application.
- Access the IRS Website: Go to the official IRS website (
www.irs.gov - Find the Online EIN Application: Navigate to the "Tools" section and look for the "Online EIN Application."
- Eligibility Check: Ensure your principal business or legal residence is located in the U.S. or its territories. You'll also need a valid Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) for the responsible party.
- Complete the Application: Follow the prompts to fill out Form SS-4 online. Be prepared to provide details about your business, including:
- Legal name and address of your entity
- Type of entity (e.g., sole proprietorship, partnership, corporation, LLC)
- Reason for applying
- Date business started or acquired
- Number of employees you expect
- Principal activity of your business
- Information about the responsible party (name, SSN/ITIN)
- Important Note: The online application must be completed in one session, as the system will time out after 15 minutes of inactivity. Do not close your browser or navigate away until you've received your EIN.
- Receive Your EIN: Upon successful submission, your EIN will be displayed immediately. Print or save this confirmation immediately! The IRS will not allow you to download this confirmation later.
Sub-heading: Applying by Fax
If you prefer to fax, you can fill out Form SS-4 and send it to the IRS.
- Download Form SS-4: Visit the IRS website to download the latest version of Form SS-4.
- Fill Out Accurately: Complete the form with all required information. Accuracy is key to avoid delays.
- Find the Correct Fax Number: The fax number depends on your business's location. Refer to the instructions on Form SS-4 for the correct fax number.
- Fax Your Application: Fax the completed form.
- Confirmation Timeframe: You'll typically receive your EIN via fax within four business days if you provide a return fax number.
Sub-heading: Applying by Mail
This is the slowest method, but it's an option if other methods aren't feasible.
- Download Form SS-4: Obtain Form SS-4 from the IRS website.
- Fill Out Completely: Fill out the form thoroughly and accurately.
- Mail to the Correct Address: The mailing address for Form SS-4 varies by state. Consult the instructions on the form to ensure you mail it to the correct IRS address.
- Processing Time: Expect to receive your EIN by mail in approximately four weeks (though it can sometimes take longer, especially during peak tax season or due to IRS backlogs).
Sub-heading: Applying by Phone (for International Applicants)
If you are an international applicant (without a U.S. SSN), applying by phone is often the most practical option.
Tip: Don’t skip the details — they matter.
- Call the IRS Business & Specialty Tax Line: Dial +1 267-941-1099 (this is not a toll-free number, international call rates apply).
- Operating Hours: The line is generally open Monday through Friday, 6:00 a.m. to 11:00 p.m. Eastern Time.
- Be Prepared: Have all the necessary information from Form SS-4 ready to provide to the IRS representative. You should be the "Responsible Party" or an authorized individual designated on the form.
- Receive Your EIN: The IRS will usually assign an EIN during the call. Be sure to write it down immediately and keep it for your records.
Step 3: Getting a Copy of Your SS-4 Confirmation Letter (Form 147C or CP 575)
Once your EIN has been assigned, the IRS issues an official confirmation. The original confirmation letter is typically sent as a CP 575 notice. However, the IRS generally only sends this one time. If you've lost it or need another copy for verification, you'll be requesting a Form 147C, EIN Verification Letter. This serves the same purpose and is widely accepted as proof of your EIN.
Sub-heading: Requesting by Phone (Recommended for Speed)
This is generally the fastest way to get your 147C Letter.
- Call the IRS Business & Specialty Tax Line: Dial 1-800-829-4933.
- Operating Hours: This line is open Monday through Friday, 7:00 a.m. to 7:00 p.m. local time.
- Navigate the Menu:
- Press option 1 for English (or 2 for Spanish).
- Press option 1 for Employer Identification Numbers.
- Press option 3 for "If you already have an EIN, but you can't remember it, etc."
- Speak to an Agent: When you connect with an agent, clearly state that you need an EIN Verification Letter (Form 147C).
- Identity Verification: The agent will ask a series of security questions to verify your identity and your authority to request this information. Be prepared to provide:
- Your business's legal name.
- The business address as it appears in IRS records.
- Your EIN (if you know it).
- The type of entity (e.g., LLC, Corporation).
- Your name and position in the company.
- The type of tax return your business files.
- Choose Delivery Method: You can typically choose to receive the 147C letter by mail or fax.
- Fax is highly recommended for faster delivery. The agent can often fax it to you while you're on the phone. Make sure you have a secure fax number ready (either a physical fax machine or a reliable online fax service). When asked, confirm you have a "private and secure fax next to you."
- If you choose mail, be aware that it can take 4-6 weeks for the letter to arrive. The IRS will mail it to the address they have on file for your business.
- Confirm Information: Double-check the mailing or fax number with the agent before ending the call.
- Congratulations! You've successfully requested your EIN Verification Letter.
Sub-heading: Requesting by Mail (Slower but an Option)
If you prefer to send a written request, you can do so, but it will take longer.
- Draft a Formal Letter: Your letter should include:
- The current date.
- Your LLC's (or business's) full legal name.
- Your EIN (if known).
- A clear statement requesting a copy of Form 147C (EIN Verification Letter).
- Find the Correct Mailing Address: The mailing address depends on where your business is located. Refer to the IRS website or search for the "Where to File" instructions for Form SS-4 to find the appropriate address (e.g., Kansas City, MO or Ogden, UT).
- Mail Your Request: Send your letter via regular mail.
- Processing Time: Expect to wait 4-6 weeks or longer for the letter to arrive by mail.
Step 4: Securely Store Your Confirmation Letter
Once you receive your SS-4 Confirmation Letter (or Form 147C), store it in a safe and easily accessible place. Consider:
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- Physical Copy: Keep the original in a secure binder or file cabinet with other important business documents.
- Digital Copy: Scan the letter and save it securely on your computer and/or cloud storage. This provides a backup and makes it easy to access when needed.
- Avoid emailing sensitive documents like this unless absolutely necessary and through a secure, encrypted method.
What if my address has changed?
If your business address or personal address has changed since you originally applied for the EIN, you'll need to file the appropriate form with the IRS to update your records before requesting a 147C letter.
QuickTip: Slowing down makes content clearer.
- Business Address Change: File Form 8822-B, Change of Address or Responsible Party - Business.
- Personal Address Change: File Form 8822, Change of Address (for individuals).
Failing to update your address may result in the IRS mailing your 147C to an outdated address, causing further delays.
Frequently Asked Questions (FAQs) about the SS-4 Confirmation Letter
Here are 10 common questions with quick answers to help you further:
How to find my existing EIN?
You can find your EIN on previous tax returns, IRS notices, or by contacting the bank where you opened your business account.
How to get an EIN instantly?
Apply online through the IRS website (www.irs.gov). If eligible and your application is complete, you'll receive your EIN immediately.
How to get a Form 147C by fax?
Call the IRS Business & Specialty Tax Line at 1-800-829-4933, verify your identity, and request the letter be faxed to your secure fax number.
Tip: Reread slowly for better memory.
How to verify an EIN?
The SS-4 Confirmation Letter (or Form 147C) is the primary document for verifying an EIN. You can also call the IRS Business & Specialty Tax Line to confirm an EIN if you are the responsible party or authorized individual.
How to know if my business needs an EIN?
Generally, if you have employees, operate as a corporation or partnership, or file certain types of tax returns (like employment, excise, or alcohol, tobacco, and firearms taxes), you need an EIN.
How to correct an error on my SS-4 application?
If you made a mistake on a submitted Form SS-4, you may need to send a letter to the IRS explaining the error or file an updated form like Form 8822-B for address changes. It's best to call the IRS for specific guidance.
How to apply for an EIN without a Social Security Number (SSN)?
If you don't have an SSN, you can apply for an EIN by mail or phone (+1 267-941-1099 for international applicants) using an ITIN if you have one, or by designating a third party.
How to get an SS-4 Confirmation Letter if I applied by mail?
After mailing Form SS-4, you will receive the CP 575 letter by mail in about 4-6 weeks. If you need it sooner or misplaced it, you can call the IRS to request a Form 147C.
How to get a new CP 575 letter?
You typically cannot get a new CP 575 letter, as the IRS only issues it once. Instead, you'll need to request a Form 147C, EIN Verification Letter, which serves the same purpose.
How to get an EIN for a non-profit organization?
Non-profit organizations apply for an EIN using Form SS-4, just like other business entities. The process is the same as outlined in Step 2.
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