Do you know what an Employer Identification Number (EIN) is and why it's so crucial for your business? If you're starting a new venture, hiring employees, opening a business bank account, or simply want to keep your personal and business finances separate, obtaining an EIN is a fundamental step. It's essentially your business's Social Security Number, issued by the IRS, and it's vital for tax purposes and various official transactions.
This comprehensive guide will walk you through everything you need to know about getting your EIN letter from the IRS, whether you're applying for the first time or need a replacement. Let's get started!
How to Get Your EIN Letter from the IRS: A Step-by-Step Guide
Securing your Employer Identification Number (EIN) is a critical milestone for any business. This nine-digit number acts as your business's unique identifier with the IRS, similar to how a Social Security Number identifies an individual. It's not just for employers; many business types, even those without employees, will need an EIN for various reasons.
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| How To Get Ein Letter From Irs |
Step 1: Do You Even Need an EIN? (Engaging the User!)
Before we dive into the "how-to," let's clarify if you actually need an EIN. This is where you, the aspiring business owner, come in! Ask yourself the following questions:
- Are you starting a new business? Most new businesses will require an EIN.
- Do you have employees, or do you plan to hire employees? If yes, an EIN is mandatory for payroll taxes.
- Are you operating your business as a corporation or a partnership? These legal structures always need an EIN.
- Are you a Sole Proprietor or Single-Member LLC but want to separate your personal and business finances? While not always required, getting an EIN can offer a layer of protection for your Social Security Number and enhance your business's credibility.
- Do you need to open a business bank account? Banks almost universally require an EIN.
- Are you involved in any of the following activities:
- Filing excise taxes (alcohol, tobacco, firearms, etc.)
- Withholding taxes on income, other than wages, paid to a non-resident alien.
- Dealing with trusts, estates, real estate mortgage investment conduits, non-profit organizations, or farmers' cooperatives.
- Purchasing an ongoing business.
- Changing your organization type.
If you answered YES to any of these, then congratulations! You're in the right place, and we'll show you exactly how to get your EIN.
Step 2: Preparing for Your EIN Application
Preparation is key to a smooth application process. Gathering all the necessary information beforehand will save you time and prevent potential delays.
Tip: Keep your attention on the main thread.
2.1 Understand Your Business Structure
The type of business entity you have will influence the information you need to provide.
- Sole Proprietorship: You are the business. While you can use your SSN, an EIN offers benefits like separating business finances and protecting your SSN.
- Partnership: Two or more individuals or entities co-own the business. An EIN is required.
- Limited Liability Company (LLC): A hybrid structure offering liability protection. Single-member LLCs are often treated as sole proprietorships by the IRS, but an EIN is still highly recommended or required if you have employees or elect to be taxed as a corporation. Multi-member LLCs must have an EIN.
- Corporation (S-Corp, C-Corp): A separate legal entity from its owners. An EIN is mandatory.
- Non-Profit Organization, Estate, or Trust: These entities also require an EIN.
2.2 Gather Essential Information
You'll need specific details about your business and the "responsible party" (the individual who controls, manages, or directs the entity and disposes of its funds and assets).
- Legal Name of the Entity: This should be the exact legal name of your business as registered with your state (if applicable).
- Trade Name (if applicable): Also known as a "doing business as" (DBA) name.
- Mailing Address and Physical Address: Provide both if they are different.
- Type of Entity: (e.g., Sole Proprietor, Partnership, LLC, Corporation, Estate, Trust, etc.).
- Reason for Applying: (e.g., Started New Business, Hired Employees, Banking Purposes, Changed Entity Type, etc.).
- Date Business Started/Acquired: The month, day, and year your business began operations or was acquired.
- Principal Industry: A brief description of your business's primary activity (e.g., Retail, Manufacturing, Services, Healthcare, Construction).
- Responsible Party's Information: This person must have a valid Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN). You'll need their:
- Full Legal Name
- Title
- SSN or ITIN
Step 3: Choosing Your Application Method
The IRS offers several ways to apply for an EIN. The online method is generally the fastest and most preferred.
3.1 Applying Online (Recommended for Most)
The IRS's online EIN application is the quickest way to get your EIN. You can typically receive your EIN immediately after completing the application.
- Availability: The online application is not available 24/7. It's generally accessible Monday through Friday, 7:00 a.m. to 10:00 p.m. Eastern Time.
- Requirements: You must complete the application in one session. If you exit the application before finishing, you'll need to start over.
- Steps:
- Go to the Official IRS Website: Navigate to the "Apply for an Employer Identification Number (EIN) Online" section. Be very careful to use the official IRS.gov website to avoid third-party services that charge a fee for a service you can do for free.
- Click "Apply Online Now": Read the guidelines and information provided, then click "Begin Application."
- Select Your Entity Type: Choose the legal structure that best describes your business (e.g., Sole Proprietor, LLC, Corporation).
- Answer Business-Specific Questions: The application will guide you through a series of questions based on your chosen entity type. This will include details about your business name, address, and the responsible party.
- Provide Reason for Applying: Select the primary reason you are applying for an EIN from the given options.
- Confirm Information: Review all the information you've entered carefully for accuracy. Mistakes can lead to delays.
- Submit Application: Once submitted, if your application is successful, your EIN will be displayed immediately on the screen.
- Print or Save Your Confirmation: This is your EIN letter (CP 575)! Print it immediately and save a digital copy for your records. This is the official document verifying your EIN.
3.2 Applying by Fax
If you prefer not to apply online, or if you're an international applicant who doesn't qualify for the online method, faxing Form SS-4 is an option.
QuickTip: Let each idea sink in before moving on.
- Process:
- Download Form SS-4: Visit the IRS website to download and print Form SS-4, "Application for Employer Identification Number."
- Fill Out Form SS-4: Complete the form accurately and legibly.
- Fax to the IRS: Find the appropriate fax number for your state on the IRS website.
- Processing Time: You can typically expect to receive your EIN by fax within four business days. The IRS will fax back a confirmation letter with your EIN.
3.3 Applying by Mail
For those who prefer traditional mail, you can send in your completed Form SS-4. This method has the longest processing time.
- Process:
- Download Form SS-4: Download and print Form SS-4 from the IRS website.
- Fill Out Form SS-4: Complete the form carefully.
- Mail to the IRS: Send the completed form to the appropriate IRS address. For applicants within the U.S., mail to:
- Internal Revenue Service
- Attn: EIN Operation
- Cincinnati, OH 45999 For international applicants, mail to:
- Internal Revenue Service
- Attn: EIN International Operation
- Cincinnati, OH 45999
- Processing Time: Expect to receive your EIN by mail in approximately four to six weeks. The IRS will send you a CP 575 notice.
3.4 Applying by Phone (International Applicants Only)
If you are an international applicant with no legal residence, principal place of business, or office in the U.S. or U.S. territories, you can apply for an EIN by phone.
- Number: Call +1-267-941-1099 (this is not a toll-free number).
- Availability: Monday through Friday, 6:00 a.m. to 11:00 p.m. ET.
- Requirements: The person calling must be authorized to receive the EIN and must be able to answer all questions on Form SS-4.
Step 4: What to Do If You Need a Replacement EIN Letter (CP 575 or 147C)
So, you've already applied for and received your EIN, but you've misplaced the original confirmation letter (CP 575), or perhaps you never received it. Don't panic! The IRS can provide a verification letter, often referred to as a 147C letter. This letter confirms your existing EIN.
4.1 Calling the IRS Business & Specialty Tax Line
This is the primary and most effective way to get a replacement EIN letter.
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- Phone Number: Call the IRS Business & Specialty Tax Line toll-free at 1-800-829-4933.
- Availability: Monday through Friday, 7:00 a.m. to 7:00 p.m. local time.
- What to Expect:
- Be Patient: Hold times can be long, so call when you have time to wait.
- Security Verification: The IRS agent will ask you several security questions to verify your identity and your authority to receive the EIN. This might include:
- Your business's legal name and any DBA names.
- The business's address.
- The name and SSN/ITIN of the "responsible party" (the individual who applied for the EIN).
- The type of entity (e.g., LLC, Corporation, Sole Proprietorship).
- The reason you originally applied for the EIN.
- Requesting the Letter: Clearly state that you need a 147C letter to confirm your EIN.
- Delivery Options: You have two main options for receiving the 147C letter:
- Fax: If you have access to a fax machine, the IRS agent can immediately fax the 147C letter to you. This is by far the fastest method.
- Mail: If you don't have a fax, the IRS will mail the letter to your address on file. This can take 4 to 6 weeks to arrive.
4.2 Checking Previous Business Records and Documents
Before calling the IRS, it's worth doing a quick search through your own records. Your EIN might be found on:
Tip: Each paragraph has one main idea — find it.
- The original CP 575 confirmation letter (if you just misplaced it temporarily).
- Previous federal tax returns (Form 1120 for corporations, Form 1065 for partnerships, Schedule C or E for sole proprietors/single-member LLCs). The EIN is usually at the top right.
- IRS notices or correspondence.
- Business bank account statements or loan documents.
- State or local business licenses or permits.
- Payroll records, if you use a payroll service.
4.3 Contacting Your Bank or Accountant
If you used your EIN to open a business bank account, your bank might have it on file. Similarly, if you work with an accountant or tax professional, they will almost certainly have your EIN in their records.
Step 5: Safeguarding Your EIN Letter
Once you have your EIN letter, whether it's the original CP 575 or a replacement 147C, treat it like a valuable document.
- Keep it Safe: Store the physical letter in a secure location, like a fireproof safe or a locked file cabinet.
- Create Digital Copies: Scan the letter and save digital copies to a secure cloud storage service or an external hard drive, encrypted if possible.
- Avoid Sharing Unnecessarily: Only provide your EIN when legally required or to trusted parties (like your bank, payroll provider, or tax accountant).
10 Related FAQ Questions
Here are some frequently asked questions about EINs and their confirmation letters:
How to find my EIN if I lost the original letter? You can find your EIN on previous tax returns, business bank statements, or other official IRS correspondence. If you can't find it there, call the IRS Business & Specialty Tax Line at 1-800-829-4933 and request a 147C letter.
How to apply for an EIN online? Go to the official IRS website (irs.gov), navigate to the EIN online application section, and follow the step-by-step prompts. You must complete the application in one session to receive your EIN immediately.
QuickTip: Scan quickly, then go deeper where needed.
How to get an EIN for a new business? You can apply online through the IRS website, which is the fastest method. Alternatively, you can apply by fax or mail using Form SS-4.
How to get a 147C letter from the IRS? The 147C letter is a verification of your existing EIN. To get one, you must call the IRS Business & Specialty Tax Line at 1-800-829-4933. They can fax it to you immediately or mail it within 4-6 weeks.
How to get an EIN for a sole proprietorship? Even though it's not always required, you can apply for an EIN as a sole proprietor using the online application on the IRS website. Select "Sole Proprietor" as your entity type and provide the necessary details, including your SSN/ITIN as the responsible party.
How to get an EIN for an LLC? If you have a multi-member LLC, an EIN is required. For a single-member LLC, it's generally recommended, especially if you have employees or want to open a business bank account. You can apply online through the IRS website, selecting "Limited Liability Company" as your entity type.
How to get an EIN for a corporation? An EIN is mandatory for all corporations (S-Corps and C-Corps). Apply online via the IRS website, selecting "Corporation" as your entity type.
How to get an EIN for a non-profit organization? Non-profit organizations are required to have an EIN. Apply online through the IRS website, selecting the appropriate non-profit entity type. This is a crucial step before applying for tax-exempt status (Form 1023).
How to check the status of my EIN application? If you applied online, you received your EIN immediately. If you applied by fax or mail, you generally have to wait the estimated processing time (4 business days for fax, 4-6 weeks for mail). You can call the IRS Business & Specialty Tax Line (1-800-829-4933) if the processing time has passed and you still haven't received it.
How to verify an EIN for another business? You generally cannot directly "verify" another business's EIN by calling the IRS due to privacy laws. However, if you have a legitimate need (e.g., for a W-9 form), you would typically request a W-9 from the business itself, which includes their EIN. Some state Secretary of State websites or business credit bureaus may also have EIN information available for public search.
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