Do you remember that feeling when you're rummaging through your papers, desperately searching for that one crucial document? And as time ticks by, the panic starts to set in? For many business owners and organizations, that feeling often arises when they need to find their Employer Identification Number (EIN). Whether you're opening a new business bank account, applying for a loan, or simply filing your taxes, your EIN is an indispensable piece of your business identity.
But what if it's gone missing? Don't fret! While it might feel like searching for a needle in a haystack, the IRS provides several straightforward ways to locate your lost or forgotten EIN. This comprehensive guide will walk you through each step, ensuring you can quickly and efficiently retrieve this vital number.
Step 1: Engage Your Inner Detective: Start with Your Business Records!
Before you pick up the phone or navigate complex government websites, let's start with the most obvious (and often quickest) solution: your own records. Think of this as your initial scavenger hunt.
Sub-heading: What to Look For and Where to Find It
- Your EIN Confirmation Letter: When you first applied for your EIN, the IRS would have sent you an official confirmation letter (often Form CP 575 if you applied by mail or fax, or a printable confirmation if you applied online). This letter is the most definitive source of your EIN. Did you save it digitally? Is there a physical copy tucked away in a dedicated business binder? This is your primary target.
- Previous Tax Returns: Your EIN is prominently displayed on almost all federal tax returns you've filed for your business. This includes:
- Form 1120 (U.S. Corporation Income Tax Return)
- Form 1120-S (U.S. Income Tax Return for an S Corporation)
- Form 1065 (U.S. Return of Partnership Income)
- Form
990 (Return of Organization Exempt From Income Tax) - Form 941 (Employer's Quarterly Federal Tax Return)
- Form 944 (Employer's ANNUAL Federal Tax Return)
- Look in the top right corner or near the identifying information section.
- Business Loan Applications: If you've ever applied for a business loan, your EIN would have been a mandatory piece of information. Check your loan application paperwork.
- Business Bank Account Statements: Many banks will include your EIN on business bank account statements. Reviewing recent statements could quickly reveal the number.
- State or Local License Applications: If your business requires specific state or local licenses or permits, your EIN was likely included in those applications. Check your records for these documents.
- Payroll Records: If you have employees, your payroll provider or your own payroll records will undoubtedly contain your EIN.
- Business Credit Reports: Business credit reports often list the EIN. You can typically access these through major business credit reporting agencies.
Did you find it? Fantastic! If not, don't worry, we're just getting started.
Step 2: Reach Out to Your Business Partners and Advisors
Sometimes, the information you need isn't just in your files. Other entities you interact with regularly might also have your EIN on record.
Sub-heading: Who to Contact and What to Ask
- Your Bank: If you opened a business bank account, your bank will have your EIN on file. This is often the first piece of information they request when setting up a business account. Contact their business banking department and explain your need. Be prepared to provide identifying information about your business to verify your identity.
- Accountants or Bookkeepers: If you've ever hired an accountant or bookkeeper, they will undoubtedly have your EIN. They handle your tax filings and financial records, making them an excellent resource.
- Payroll Service Providers: If you use a third-party payroll service, they will have your EIN to process your employees' wages and tax withholdings. Reach out to their customer support.
- Legal Counsel: If you worked with an attorney to set up your business entity, they might have a copy of your EIN confirmation or other relevant documents.
- State or Local Agencies: As mentioned in Step 1, if you registered your business with state or local authorities for licenses or permits, they might have your EIN on record. Check their respective websites for contact information or online search tools (though direct EIN lookups are rare).
Step 3: Directly Contact the IRS: The Most Reliable Method
If your internal search and outreach efforts haven't yielded your EIN, it's time to go straight to the source: the Internal Revenue Service. This is a reliable method, but be prepared for potential wait times.
Sub-heading: Calling the Business & Specialty Tax Line
- The Number: The most common way to retrieve your EIN from the IRS is by calling the Business & Specialty Tax Line at 1-800-829-4933.
- Hours of Operation: The line is generally open Monday through Friday, from 7:00 a.m. to 7:00 p.m. local time. Keep these hours in mind to avoid calling outside of business operations.
- Be Prepared: When you call, the IRS representative will need to verify your identity and your authority to receive the EIN. Have the following information ready:
- Legal name of your business
- Business address
- Type of entity (e.g., sole proprietorship, partnership, corporation, LLC)
- Your name and title/position within the business (e.g., owner, corporate officer, responsible party)
- Your Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) if you are the responsible party.
- It's a good idea to have a copy of your Form SS-4 (Application for Employer Identification Number) if you still have it, as it contains all the information the IRS will likely ask for.
- The Process:
- Dial the number.
- Listen carefully to the automated prompts. You'll typically want to select options related to "Employer Identification Numbers" or "business tax questions."
- Once connected to a representative, clearly state that you need to retrieve your lost or forgotten EIN.
- Answer all verification questions accurately.
- The representative should be able to provide your EIN over the phone. Make sure to write it down immediately and store it in a secure place!
- Patience is a Virtue: Be aware that wait times can be significant, especially during peak tax season. Try calling during off-peak hours (e.g., later in the afternoon) for potentially shorter waits.
Sub-heading: Requesting an EIN Verification Letter (Form 147C)
While you can often get your EIN over the phone, you might also need an official verification letter for certain purposes (like opening a new bank account or applying for specific licenses). The original EIN confirmation letter (CP 575) is issued only once. If you've lost it, you can request an EIN Verification Letter (Form 147C).
- How to Request:
- By Phone: You can request a 147C letter when you call the Business & Specialty Tax Line (1-800-829-4933). The IRS representative can either mail it to you (takes 4-6 weeks) or, if you have a private and secure fax machine, they might be able to fax it to you immediately during the call.
- By Mail: You can also send a written request to the IRS. Include your business's legal name, address, and state that you are requesting a Form 147C. Mail it to the appropriate IRS address for your location (check the IRS website or Form SS-4 instructions for the correct address, typically found in publications like the instructions for Form SS-4 under "Where To File or Fax"). This method will take longer.
Step 4: Utilizing Online Resources (Limited for Direct Lookup)
It's a common misconception that you can simply "look up" your EIN online on the IRS website. The IRS does not offer a public, searchable database for EINs. However, there are limited online avenues that might assist you indirectly or in specific circumstances.
Sub-heading: Indirect Online Avenues
- IRS Online EIN Application: If you originally applied for your EIN online, you would have received a confirmation screen with your EIN. If you saved or printed this confirmation at the time, you already have your EIN. There is no way to log back into the system to retrieve it if you didn't save it initially.
- SEC Filings (for Publicly Traded Companies): If you are looking for the EIN of a publicly traded company, you can often find it in their filings with the Securities and Exchange Commission (SEC). Look for their Form 10-K (annual report) or Form 10-Q (quarterly report), which typically include the EIN.
- IRS Exempt Organizations Select Check (for Nonprofits): If you are looking for the EIN of a tax-exempt organization (nonprofit), the IRS provides an online tool called "Tax Exempt Organization Search" (formerly "EO Select Check"). You can search for organizations and often find their EIN there. This is a public database for 501(c)(3) organizations.
- Third-Party EIN Search Services: While the IRS provides the EIN for free, some private online services offer to find an EIN for a fee. Be cautious and ensure any service you consider is reputable. It's generally recommended to use the free methods provided by the IRS directly.
Step 5: Special Circumstances: Finding an EIN for an Estate or Trust
If you are dealing with the affairs of a deceased individual's estate or a trust, you may need to find an EIN that was previously assigned to that entity.
Sub-heading: Navigating Estate and Trust EINs
- Estate EINs: An estate often requires its own EIN if it has income or needs to file tax returns. If you are the executor or personal representative, you would typically have applied for this EIN using Form SS-4. Look for the confirmation letter or any tax filings made on behalf of the estate. If you cannot find it, follow the steps in Step 3 to contact the IRS Business & Specialty Tax Line, being prepared to provide information about the deceased individual and your role as executor.
- Trust EINs: Similarly, a trust may have an EIN. As a trustee, you would follow similar steps to retrieve it: check trust documents, past tax filings for the trust, or contact the IRS directly with proper identification and your authority as a trustee.
Conclusion: Keep Your EIN Secure!
Finding a lost EIN can be a bit of a hassle, but by systematically working through these steps, you should be able to retrieve it. Once you do, make it a priority to safeguard this critical number. Keep a physical copy in a secure location (like a fireproof safe or secure business binder), and consider saving a digital, encrypted copy in a cloud storage service or on a password-protected drive. Your EIN is as important as your Social Security Number for your business, so treat it with the same level of care and security.
Frequently Asked Questions (FAQs)
How to get an EIN instantly?
You can get an EIN instantly by applying online through the IRS website. The online application is available Monday through Friday, 7 a.m. to 10 p.m. ET. You must complete the application in one session and print or save the confirmation at the end, as it cannot be retrieved later.
How to find an EIN if I applied by mail or fax?
If you applied by mail or fax, the IRS would have mailed you an EIN confirmation letter (CP 575) within 4-6 weeks. If you didn't receive it or lost it, you can call the IRS Business & Specialty Tax Line (1-800-829-4933) to request an EIN Verification Letter (Form 147C).
How to request an EIN confirmation letter if I lost the original?
If you lost your original EIN confirmation letter (CP 575), you cannot get a duplicate of that specific letter. However, you can request an EIN Verification Letter (Form 147C) by calling the IRS Business & Specialty Tax Line at 1-800-829-4933 or by sending a written request to the IRS.
How to check if my business already has an EIN?
The best way to check if your business already has an EIN is to review your existing business tax documents, such as previous tax returns (Forms 941, 1120, etc.), your EIN confirmation letter, or business bank statements. If you can't find it there, contact the IRS Business & Specialty Tax Line.
How to find an EIN for a nonprofit organization?
You can find an EIN for a tax-exempt organization (nonprofit) using the IRS's "Tax Exempt Organization Search" tool on their website. This public database allows you to search for organizations and often provides their EIN.
How to locate an EIN if the business owner is deceased?
If the business owner is deceased, and you are the executor or personal representative of the estate, you should first check the deceased's business records for tax returns or the original EIN confirmation letter. If unavailable, call the IRS Business & Specialty Tax Line at 1-800-829-4933, providing information about the deceased and your role as executor to retrieve the EIN for the estate.
How to find an EIN for a publicly traded company?
For publicly traded companies, you can often find their EIN in their filings with the Securities and Exchange Commission (SEC). Look for their Form 10-K (annual report) or Form 10-Q (quarterly report) on the SEC's EDGAR database.
How to get an EIN from my business bank?
Contact the business banking department of your bank. They almost certainly have your EIN on file, as it's a standard requirement for opening a business account. Be ready to verify your identity and your association with the business.
How to prevent losing my EIN again?
To prevent losing your EIN again, keep a physical copy of your EIN confirmation letter (or the 147C verification letter) in a secure, fireproof location. Also, save an encrypted digital copy in a secure cloud storage or on a password-protected drive. Consider keeping a record in your accounting software or a dedicated business file.
How to use an EIN for tax purposes?
Your EIN is used by the IRS to identify your business for all federal tax purposes, including filing income tax returns, employment tax returns (like Forms 941 and 944), excise taxes, and other business-related tax obligations. It's also required for opening business bank accounts and applying for business licenses.
