Have you recently started a new business, hired employees, or changed your business structure? If so, you're likely in need of an Employer Identification Number (EIN) from the IRS! This nine-digit number is essentially your business's Social Security Number, crucial for tax filing, opening bank accounts, and many other essential operations. But how exactly do you contact the IRS to get one? Don't worry, we're here to break down the process step-by-step, making it as clear and straightforward as possible.
Your Comprehensive Guide to Contacting the IRS for an EIN Number
Obtaining an EIN is a fundamental step for most businesses in the United States. The good news is the IRS offers several methods to apply, catering to various needs and timelines. Let's dive into the details!
Step 1: Do You Even Need an EIN? Let's Figure It Out Together!
Before we jump into the application methods, let's confirm if you even need an EIN. This is a common question, and sometimes a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) is sufficient.
Ask yourself these questions:
- Do you have employees? If yes, you almost certainly need an EIN.
- Do you operate your business as a corporation or partnership? Absolutely, an EIN is required.
- Do you file excise, employment, alcohol, tobacco, or firearms taxes? Yes, you'll need an EIN.
- Do you withhold taxes on income, other than wages, paid to a non-resident alien? An EIN is necessary.
- Do you have a Keogh plan? Yes, an EIN is needed.
- Are you involved with trusts (except certain grantor trusts), IRAs, exempt organization business income, farmers' cooperatives, or real estate mortgage investment conduits (REMICs)? These typically require an EIN.
You generally don't need a new EIN if you are a sole proprietorship and:
- You are simply changing your business name.
- You are moving to a new location.
- You are operating multiple businesses as a sole proprietorship (you only need one EIN for all).
If you answered "yes" to any of the "need an EIN" questions above, keep reading! If not, you might not need one at all, or perhaps you just need to ensure your existing one is in order.
Step 2: Prepare for Your Application – Gather Your Information!
Regardless of the application method you choose, having all your necessary information readily available will make the process much smoother and faster. Think of this as your pre-flight checklist.
Sub-heading: Essential Information You'll Need
- Legal Name of the Entity: This is the official name of your business as it's registered.
- Trade Name (if applicable): Also known as "doing business as" (DBA) name.
- Mailing and Street Address: Your primary business address. If different, you'll need both.
- County and State of Principal Business Location: Where your main operations are based.
- Name and Taxpayer Identification Number (SSN, ITIN, or existing EIN) of the Responsible Party: The "Responsible Party" is the individual or entity who ultimately owns or controls the entity or who exercises ultimate effective control over the entity. This person must have an SSN, ITIN, or an existing EIN. For international applicants without an SSN or ITIN, there are specific instructions we'll cover later.
- Type of Entity: (e.g., Sole Proprietorship, Partnership, Corporation, LLC, Trust, Estate, etc.)
- Reason for Applying: The application will offer several choices, such as "Started new business," "Hired employees," "Banking purposes," "Changed type of organization," etc.
- Business Start or Acquisition Date: The date your business officially began operations or the date you acquired it.
- Accounting Year Closing Month: The month your business's tax year ends.
- Highest Number of Employees Expected: Within the next 13 months, if applicable.
- First Date Wages/Annuities Were Paid: If applicable.
- Principal Business Activity: A description of what your business does (e.g., "Retail Sales," "Construction," "Consulting").
- Whether the applicant has ever applied for or been issued an EIN previously.
Pro-Tip: It's highly recommended to fill out Form SS-4, Application for Employer Identification Number, before you begin the official application process, especially if you plan to apply by phone, fax, or mail. This form serves as a helpful guide for gathering all the required information. You can find it on the IRS website.
Step 3: Choose Your Contact Method – Online, Phone, Fax, or Mail?
The IRS offers four primary ways to apply for an EIN. Your choice will depend on factors like how quickly you need the EIN, whether you have a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN), and your principal business location.
Sub-heading: Option A: Applying Online (The Fastest Method for Most!)
- Who can use this? This is the preferred and fastest method, but it's only available if the applicant has a legal residence, principal place of business, or principal office or agency in the U.S. or U.S. territories AND the Responsible Party has a valid SSN, ITIN, or existing EIN.
- How it works: The IRS provides an online EIN Assistant that guides you through the application. Once completed and validated, you'll receive your EIN immediately.
- Availability: The online application is generally available Monday through Friday, 7:00 a.m. to 10:00 p.m. Eastern Time.
- Key Point: The system will automatically log you out after 15 minutes of inactivity, so ensure you have all your information ready from Step 2 before you start! Also, the responsible party can only apply for one EIN per business per day using the online application.
Sub-heading: Option B: Applying by Phone (For International Applicants ONLY)
- Who can use this? This method is exclusively for applicants whose principal place of business, legal residence, or principal office or agency is outside the U.S. or U.S. territories.
- How it works: You will call the IRS and an IRS representative will assist you in completing the Form SS-4 over the phone. The person making the call must be authorized to receive the EIN and be able to answer all questions from Form SS-4.
- Phone Number: Call 267-941-1099 (this is not a toll-free number).
- Availability: Monday through Friday, 6:00 a.m. to 11:00 p.m. Eastern Time.
- Important Note: It's highly recommended to have a completed (but not yet submitted) Form SS-4 in front of you when you make the call. This will help you answer the representative's questions efficiently.
Sub-heading: Option C: Applying by Fax (A Good Middle-Ground Option)
- Who can use this? Anyone who needs an EIN and has a fax machine or access to an online fax service.
- How it works: You will complete Form SS-4, then fax it to the appropriate IRS fax number. If you provide a return fax number, the IRS will fax your EIN back to you, generally within four business days.
- Fax Numbers:
- Within the U.S.: 855-215-1627 (for applicants with a principal business, office, or agency, or legal residence in one of the 50 states or the District of Columbia)
- Outside the U.S.: 304-707-9471 (for applicants with no legal residence, principal place of business, or principal office or agency in any state)
- Availability: The fax service is generally available 24 hours a day, 7 days a week.
- Tips: Ensure your Form SS-4 is completely filled out to avoid delays. Double-check your return fax number!
Sub-heading: Option D: Applying by Mail (The Slowest Method)
- Who can use this? Anyone who needs an EIN and doesn't require it urgently.
- How it works: You will complete Form SS-4 and mail it to the appropriate IRS address. You will receive your EIN in the mail in approximately four to six weeks.
- Mailing Addresses:
- Within the U.S.: Internal Revenue Service Attn: EIN Operation Cincinnati, OH 45999
- Outside the U.S.: Internal Revenue Service Attn: EIN International Operation Cincinnati, OH 45999
- Consideration: This method is significantly slower than the others, so plan accordingly if you choose this option.
Step 4: After You Apply – What to Expect
Once you've submitted your application, the waiting game begins (unless you applied online and got it immediately!).
Sub-heading: Receiving Your EIN
- Online Application: You receive your EIN instantly on the screen. Print and save this confirmation immediately! While the IRS will mail a formal confirmation (CP 575 letter) later, having the on-screen confirmation is vital.
- Phone Application (International): The IRS representative will give you the EIN over the phone. Make sure to write it down accurately and keep it safe. A formal confirmation letter will be mailed to you.
- Fax Application: If you provided a return fax number, you'll receive your EIN by fax within approximately four business days.
- Mail Application: You will receive a confirmation letter with your EIN in the mail within four to six weeks.
Sub-heading: What if You Don't Receive Your EIN?
If the normal processing time has passed and you haven't received your EIN, you can contact the IRS.
- Business & Specialty Tax Line: Call 800-829-4933 (within the U.S.) or 267-941-1099 (outside the U.S.).
- Operating Hours: Monday through Friday, 7:00 a.m. to 7:00 p.m. local time (for the Business & Specialty Tax Line).
- Be Prepared: Have your business name, address, and any other relevant application details ready to verify your identity.
Step 5: Understanding Your EIN Confirmation (CP 575 Letter)
The official IRS confirmation of your EIN is typically sent as a letter, known as a CP 575 letter. This letter is important for your records.
Sub-heading: What is the CP 575 Letter?
The CP 575 letter is the formal document from the IRS confirming your newly assigned Employer Identification Number. It's often required by banks to open a business account and serves as proof of your EIN.
Sub-heading: What if You Lose Your CP 575 Letter?
It happens! If you misplace your CP 575 letter, you can request an EIN Verification Letter (147C Letter) from the IRS.
- How to request a 147C Letter:
- Call the IRS Business & Specialty Tax Line at 800-829-4933 (within the U.S.) or 267-941-1099 (outside the U.S.).
- You'll need to provide your business name and answer security questions to verify your ownership or authorization.
- The IRS can usually fax or mail the 147C letter to you, provided your contact information on file is current. If it has changed, you may need to file Form 8822 (Change of Address) first.
Frequently Asked Questions (FAQs) about Contacting the IRS for an EIN
Here are 10 common questions related to getting an EIN, with quick answers:
How to: Apply for an EIN online?
You can apply for an EIN online through the IRS website's EIN Assistant. This method is available for U.S.-based applicants with a valid SSN/ITIN/existing EIN for the responsible party and provides the EIN immediately.
How to: Get an EIN by phone if I'm outside the U.S.?
If your principal business is outside the U.S., you can call the IRS at 267-941-1099 (not toll-free) from 6:00 a.m. to 11:00 p.m. ET, Monday through Friday, to apply for an EIN.
How to: Fax my EIN application to the IRS?
Complete Form SS-4 and fax it to 855-215-1627 (within U.S.) or 304-707-9471 (outside U.S.). The IRS generally faxes the EIN back within four business days if a return fax number is provided.
How to: Apply for an EIN by mail?
Fill out Form SS-4 completely and mail it to the IRS address for EIN operations (Cincinnati, OH 45999 for U.S. applicants, or Attn: EIN International Operation, Cincinnati, OH 45999 for international applicants). Expect to receive your EIN in about four to six weeks.
How to: Find out if I already have an EIN?
Check your past tax returns, official IRS notices, or contact your bank if you used your EIN to open a business account. You can also call the IRS Business & Specialty Tax Line at 800-829-4933 to inquire.
How to: Get a copy of my lost EIN confirmation letter (CP 575)?
You can request an EIN Verification Letter (147C Letter) by calling the IRS Business & Specialty Tax Line at 800-829-4933 (or 267-941-1099 for international calls).
How to: Apply for an EIN without a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)?
If the responsible party does not have an SSN or ITIN, they generally cannot use the online application. They will need to apply by phone (if international), fax, or mail using Form SS-4.
How to: Know if my business needs a new EIN after a change?
A new EIN is generally needed if your business changes its legal structure (e.g., sole proprietorship to corporation). Simple name changes or address changes usually do not require a new EIN. Refer to IRS guidelines on Form SS-4 instructions for specific scenarios.
How to: Check the status of my mailed EIN application?
You can call the IRS Business & Specialty Tax Line at 800-829-4933 to inquire about the status of your mailed EIN application if the typical processing time (4-6 weeks) has passed.
How to: Get Form SS-4?
You can download Form SS-4 directly from the IRS website (IRS.gov) by searching for "Form SS-4." You can also order it by calling 1-800-TAX-FORM or pick it up at a local IRS office.
