Have you just started a new business, hired employees, or changed your business structure? Then you're likely going to need an Employer Identification Number (EIN)! Think of it as your business's Social Security Number – a unique identifier assigned by the IRS for tax purposes. It's a crucial step for many businesses to operate legally and efficiently.
This comprehensive guide will walk you through every step of obtaining your EIN directly from the IRS. It's a free service, so beware of any third-party websites or services that try to charge you a fee for this. Let's get started!
Understanding the EIN: Why You Need It
Before we dive into the "how," let's briefly cover the "why." An EIN is typically required for businesses that:
- Have employees: If you plan to hire anyone, you must have an EIN to report employment taxes.
- Operate as a corporation or partnership: These business structures require an EIN for tax filing.
- File excise taxes: Certain businesses dealing with specific goods or services might need an EIN for excise tax purposes.
- Withhold taxes on income, other than wages, paid to a non-resident alien: This applies in specific international business scenarios.
- Administer a trust, an IRA, or a non-profit organization: These entities also generally require an EIN.
- Have a Keogh plan: This type of retirement plan requires an EIN.
Even if you're a sole proprietor or a single-member LLC, obtaining an EIN can be beneficial. It helps separate your personal and business finances, which is crucial for liability protection and clear record-keeping. Plus, many banks require an EIN to open a business bank account.
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| How To Get My Ein Number From The Irs |
Step 1: Are You Ready to Apply? Pre-Application Checklist
Before you even think about hitting the IRS website, let's make sure you're properly prepared. This is where many people can get stuck, so pay close attention!
Sub-heading: Form Your Entity FIRST!
This is perhaps the most critical step before applying for an EIN. If you're establishing a legal entity like an LLC, corporation, or partnership, you must register it with your state before you apply for an EIN. The IRS needs to know that your business legally exists. Trying to get an EIN for an entity that isn't officially formed yet can lead to delays or issues.
QuickTip: Repetition signals what matters most.
- Actionable Tip: If you haven't already, contact your state's Secretary of State or equivalent business registration agency to complete your business formation paperwork (e.g., Articles of Organization for an LLC, Articles of Incorporation for a corporation).
Sub-heading: Gather Essential Information
Having all your ducks in a row will make the application process smooth and quick. Here's what you'll need:
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Your Business Legal Name: This should exactly match the name you registered with your state.
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Your Business Physical Address: A street address, not a P.O. Box.
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Your Mailing Address (if different from physical): Where you want the IRS to send official correspondence.
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Responsible Party Information: This is the individual who controls, manages, or directs the entity and its assets. For most small businesses, this will be the owner. You'll need their:
- Full Legal Name
- Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)
- Title
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Type of Entity: (e.g., Sole Proprietor, Partnership, Corporation, LLC, Estate, Trust, etc.)
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Reason for Applying: (e.g., Started a new business, Hired employees, Banking purposes, etc.)
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Business Start Date: The month and year your business began or will begin operations.
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Principal Business Activity: A brief description of what your business does (e.g., "Retail Sales," "Consulting Services," "Manufacturing").
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Important Note: The online application for EINs is available Monday to Friday, 7:00 a.m. to 10:00 p.m. Eastern Time. You also cannot save your progress, so you need to complete it in one session. It will expire after 15 minutes of inactivity.
Step 2: Choosing Your Application Method
The IRS offers several ways to apply for an EIN. The online method is by far the fastest for most U.S.-based applicants, providing your EIN immediately.
Sub-heading: The Fastest Way – Apply Online (Recommended for U.S. Entities)
This is the preferred method for most domestic businesses.
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- Access the IRS Website: Go directly to the IRS website at
www.irs.gov - Navigate to the EIN Application: You can usually find a link by searching for "EIN" in the search bar or by navigating to the "Businesses" or "Small Businesses & Self-Employed" section. Look for "Employer Identification Number (EIN) – Apply Online."
- Start the Application: Click on the "Apply Online Now" button. You'll see some introductory information and then a button to "Begin Application."
- Answer the Questions: The online application is an interview-style process. You'll be asked a series of questions based on the information you gathered in Step 1.
- Entity Type: Select the legal structure of your business (e.g., LLC, Corporation, Sole Proprietorship).
- Reason for Applying: Choose the most appropriate reason (e.g., "Started a new business").
- Responsible Party Information: Enter the name and SSN/ITIN of the responsible party.
- Business Details: Provide your business name, address, start date, and principal business activity.
- Specific Questions: You may be asked additional questions related to vehicles, gambling, excise taxes, or alcohol/tobacco/firearms, depending on your business type. For most businesses, the answer to these will be "No."
- Review and Submit: Before final submission, carefully review all the information you've entered for accuracy. Any errors could lead to issues later.
- Receive Your EIN Instantly: Once submitted, if your application is approved, your EIN will be displayed immediately on the screen. Print this confirmation page and save it digitally. This is your official EIN assignment letter. The IRS no longer mails a physical confirmation letter for online applications, so this digital or printed copy is crucial.
Sub-heading: Other Application Methods (for Specific Situations)
While online is best for most, there are other options:
Apply by Fax (Faster than Mail)
If you prefer to apply by fax, or if you're an international applicant who cannot apply online:
QuickTip: Focus more on the ‘how’ than the ‘what’.
- Download Form SS-4: Go to the IRS website and search for "Form SS-4, Application for Employer Identification Number." Download the form and its instructions.
- Complete Form SS-4: Fill out the form accurately and completely. Refer to the instructions carefully for each line item.
- Fax the Form:
- Within the U.S.: Fax your completed Form SS-4 to 855-641-6935.
- Outside the U.S.: Fax your completed Form SS-4 to 304-707-9471.
- Provide a Return Fax Number: Make sure you provide a fax number where the IRS can send back a cover sheet with your EIN. You should receive your EIN by fax within four business days.
Apply by Mail (Slowest Option)
This method is the slowest, taking approximately four to five weeks to receive your EIN by mail. Only use this if you are not in a hurry or cannot use the other methods.
- Download Form SS-4: As with faxing, download Form SS-4 from the IRS website.
- Complete Form SS-4: Fill it out thoroughly.
- Mail the Form:
- Within the U.S.: Mail to Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999.
- Outside the U.S.: Mail to Internal Revenue Service, Attn: EIN International Operation, Cincinnati, OH 45999.
Apply by Phone (International Applicants Only)
If your principal place of business is outside the U.S., you can apply for an EIN by phone.
- Have Form SS-4 Ready: It's helpful to have a completed Form SS-4 in front of you, as the IRS representative will ask questions from the form.
- Call the IRS: Dial 267-941-1099 (this is not a toll-free number). They are available Monday through Friday, 6 a.m. to 11 p.m. Eastern time.
- Answer Questions and Receive EIN: An IRS representative will verify your identity and ask questions from Form SS-4. If authorized, they will provide your EIN over the phone.
Step 3: What to Do After Receiving Your EIN
Congratulations! You've successfully obtained your EIN. But your journey isn't quite over.
Sub-heading: Record Your EIN Securely
- Keep it Safe: Your EIN is like your business's SSN. Keep it in a secure location where you can easily access it but it's protected from unauthorized eyes.
- Print and Save: If you applied online, make sure you printed and saved the confirmation page. If you applied by fax or mail, keep the official letter you received.
- Update Business Records: Add your EIN to all your business records, including your articles of incorporation/organization, business bank account information, and any other relevant documents.
Sub-heading: Understand Your Tax Obligations
Receiving an EIN signifies your business's entry into the federal tax system. This means you now have tax obligations.
- Federal Tax Filings: Depending on your business structure, you'll need to file specific federal tax returns (e.g., Form 1120 for corporations, Form 1065 for partnerships, Schedule C for sole proprietors).
- Employment Taxes (if applicable): If you have employees, you'll need to understand and comply with payroll tax obligations, including withholding, depositing, and reporting federal income tax, Social Security, and Medicare taxes. Refer to IRS Publication 15, Circular E, Employer's Tax Guide.
- State and Local Taxes: Don't forget that an EIN is for federal taxes. You'll likely have separate state and local tax obligations, such as state income tax, sales tax, unemployment insurance, and local business licenses. Contact your state and local revenue departments for specific requirements.
Sub-heading: What Not to Do
- Do NOT apply for multiple EINs for the same entity unless there's a significant change in business structure or ownership that explicitly requires a new EIN (see FAQs below).
- Do NOT use your EIN in place of your Social Security Number for personal matters. They serve different purposes.
- Do NOT pay for an EIN. It is a free service from the IRS.
Frequently Asked Questions (FAQs)
Here are 10 common "How to" questions related to EINs, with quick answers:
Tip: Reading in short bursts can keep focus high.
How to Check if My Business Needs an EIN?
Generally, you need an EIN if you have employees, operate as a corporation or partnership, file excise taxes, withhold taxes on non-resident aliens, or administer certain trusts, retirement plans, or non-profit organizations. Even single-member LLCs or sole proprietorships might get one for banking or to separate business from personal finances.
How to Find a Forgotten EIN?
Check your previous business tax returns, the EIN confirmation letter issued by the IRS when you applied, or contact your bank if you opened a business account. If these methods fail, you can call the IRS Business and Specialty Tax Line at 1-800-829-4933 (Monday-Friday, 7 a.m. to 7 p.m. local time).
How to Get an EIN for an LLC?
First, register your LLC with your state. Then, apply for an EIN online through the IRS website (recommended), or by fax, mail, or phone (for international applicants). The process is generally the same as for other business entities.
How to Apply for an EIN for a Non-Profit Organization?
Similar to other entities, ensure your non-profit is legally formed with your state. Then, apply for an EIN using Form SS-4 through the online application, fax, or mail. You'll need to specify "Exempt Organization" as your entity type.
How to Know When to Get a New EIN?
You generally need a new EIN if your business structure changes significantly (e.g., sole proprietorship converts to a corporation), if you buy or inherit an existing business and operate it as a sole proprietorship, or if a partnership changes to a corporation or vice versa. Simple changes like a business name or address change do not require a new EIN.
QuickTip: Pay close attention to transitions.
How to Get a New EIN After a Business Structure Change?
Follow the same application steps (online is fastest) for your new business structure. The IRS will assign a new EIN based on the new entity type.
How to Get an EIN if I Am Not a U.S. Resident?
If you have a U.S. principal place of business, you can apply online (if you have an SSN/ITIN). If you do not have a U.S. principal place of business, you can apply by fax, mail, or by calling the IRS at 267-941-1099.
How to Fill Out Form SS-4 Correctly?
Carefully read the instructions for Form SS-4. Ensure all fields are filled accurately, especially your business name, address, responsible party's information, and the reason for applying. Double-check for typos.
How to Receive My EIN Confirmation Letter?
If you apply online, your EIN is provided instantly on the screen – this is your official confirmation. Print and save this page. If you apply by fax, the IRS will fax a confirmation sheet within four business days. By mail, you'll receive a letter in about four weeks.
How to Get Help if My EIN Application is Delayed?
If you've applied by mail or fax and haven't received your EIN within the expected timeframe, you can call the IRS Business and Specialty Tax Line at 1-800-829-4933 to inquire about the status of your application. Be prepared to provide identifying information.
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