Do you need a Taxpayer Identification Number (TIN) from the IRS? Perhaps you're starting a new business, an international individual needing to file U.S. taxes, or a paid tax preparer. Whatever your reason, getting a TIN is a crucial step in fulfilling your tax obligations. But navigating the IRS landscape can sometimes feel like solving a complex puzzle!
Don't worry, you're in the right place! We're going to break down the process of obtaining a TIN from the IRS, step-by-step, making it as clear and straightforward as possible. Let's get started, shall we?
Understanding the Different Types of TINs
Before diving into the application process, it's essential to understand that "TIN" is a broad term. The IRS issues several types of TINs, each serving a specific purpose. Knowing which one you need is the first critical step in your journey.
- Social Security Number (SSN): Issued by the Social Security Administration (SSA) to U.S. citizens, permanent residents, and temporary working residents. Most individuals use their SSN for tax purposes.
- Employer Identification Number (EIN): Also known as a Federal Tax Identification Number (FTIN), this is issued by the IRS to identify a business entity. You'll need an EIN if you hire employees, operate as a corporation or partnership, or file certain excise tax returns.
- Individual Taxpayer Identification Number (ITIN): This is a tax processing number issued by the IRS to individuals who are required to have a U.S. taxpayer identification number but who do not have, and are not eligible to obtain, an SSN. This often applies to nonresident aliens and resident aliens (and their spouses and dependents) who need to file U.S. tax returns.
- Adoption Taxpayer Identification Number (ATIN): A temporary nine-digit number issued by the IRS to individuals who are in the process of legally adopting a U.S. citizen or resident child but cannot obtain an SSN for that child in time to file their tax return.
- Preparer Tax Identification Number (PTIN): Required for all paid tax preparers who prepare U.S. federal tax returns for compensation.
For the purpose of this guide, we'll primarily focus on the two most commonly sought TINs from the IRS: the EIN (for businesses) and the ITIN (for certain individuals not eligible for an SSN).
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How to Get an Employer Identification Number (EIN) from the IRS
Getting an EIN is generally a swift process, especially if you apply online. This is the tax ID for your business!
Step 1: Determine Your Eligibility and Gather Information
Before you begin, ensure your business is eligible and you have all the necessary details.
- Who needs an EIN?
- Businesses with employees
- Businesses operating as a corporation or partnership
- Businesses filing excise tax returns
- Certain trusts, estates, and non-profit organizations
- And more!
- Information you'll need:
- Legal name of the entity (or individual if you're a sole proprietor applying for an EIN for business purposes)
- Trade name of the business, if different from the legal name
- Postal and street address of the business
- Name and SSN, ITIN, or existing EIN of the principal officer or responsible party in control of the entity
- Type of entity (e.g., sole proprietorship, partnership, corporation, LLC)
- Reason for applying (e.g., started new business, hired employees, banking purposes)
- Start date of the business
- Closing month of the accounting year
Step 2: Choose Your Application Method
The IRS offers several ways to apply for an EIN. The online method is by far the fastest.
QuickTip: Focus on one line if it feels important.
Sub-heading: Online Application (Recommended for Speed!)
This is the fastest way to get your EIN.
- Availability: The online EIN application is available Monday through Friday, 7 a.m. to 10 p.m. Eastern Time.
- Process:
- Visit the IRS website: Go to IRS.gov and search for "Apply for an EIN Online."
- Follow the EIN Assistant: The online tool will guide you through a series of questions. Answer them accurately.
- Receive your EIN immediately: If your application is approved, you'll receive your EIN instantly online. You can download, save, and print your confirmation letter (CP-575) right away.
- Important Note: You must complete the application in one session. There's no option to save and return later, and it will expire after 15 minutes of inactivity. Also, you can only apply for one EIN per responsible party per day.
Sub-heading: Fax Application
If the online method isn't feasible, faxing is your next quickest option.
- Form needed: Complete Form SS-4, Application for Employer Identification Number. You can download this form from the IRS website.
- Process:
- Fill out Form SS-4: Ensure all fields are filled out correctly and legibly.
- Include your return fax number: Make sure you include a return fax number on the form so the IRS can send your EIN.
- Fax to the appropriate IRS service center: The correct fax number depends on your state. You can find this information in the instructions for Form SS-4 on the IRS website.
- Processing Time: Typically takes about four business days to receive your EIN via fax.
Sub-heading: Mail Application
This is the slowest method for obtaining an EIN.
- Form needed: Complete Form SS-4, Application for Employer Identification Number.
- Process:
- Fill out Form SS-4: Complete the form accurately.
- Mail to the appropriate IRS service center: The mailing address will vary based on your state. Refer to the Form SS-4 instructions for the correct address.
- Processing Time: Can take up to four weeks to process and receive your EIN by mail.
Sub-heading: Telephone Application (for International Applicants)
If your principal place of business is outside the U.S. or U.S. territories, you can apply by phone.
- Contact number: Call 267-941-1099 (this is not a toll-free number).
- Availability: Monday through Friday, 6 a.m. to 11 p.m. Eastern Time.
- Process: The IRS will assign an EIN at the end of the conversation if all requirements are met.
Step 3: Receive Your EIN Confirmation
Once your application is processed, the IRS will issue you your EIN.
- If you applied online, you'll get it immediately.
- For fax applications, you'll receive it via fax.
- For mail applications, you'll receive a confirmation letter (CP-575) by mail.
Keep this confirmation letter safe! It's your official record of your EIN.
Tip: Patience makes reading smoother.
How to Get an Individual Taxpayer Identification Number (ITIN) from the IRS
An ITIN is for individuals who need a U.S. taxpayer identification number but aren't eligible for an SSN.
Step 1: Determine if You Need an ITIN
- Who typically needs an ITIN?
- Nonresident aliens required to file a U.S. tax return.
- U.S. resident aliens (based on days present in the U.S.) filing a U.S. tax return who do not have an SSN.
- Dependents or spouses of U.S. citizens/resident aliens or nonresident aliens.
- Individuals claiming a tax treaty benefit.
- And more, as outlined in the Form W-7 instructions.
- Important consideration: You must apply for an ITIN if you are required to furnish a U.S. taxpayer identification number but are not eligible for an SSN. If you are eligible for an SSN, you should apply for one with the Social Security Administration instead.
Step 2: Complete Form W-7, Application for IRS Individual Taxpayer Identification Number
This is the core of your ITIN application.
- Download Form W-7: You can find this form and its instructions on the IRS website (IRS.gov/FormW7).
- Fill out the form accurately:
- Reason for applying: Carefully select the reason that best describes your need for an ITIN (e.g., nonresident alien filing a U.S. federal tax return, dependent of U.S. citizen/resident alien).
- Name and address: Enter your full legal name, foreign address, and U.S. mailing address (if applicable).
- Foreign status and identity: You'll need to provide information to establish your foreign status and true identity.
- Attach your original federal income tax return: This is a crucial requirement for most ITIN applications. Your Form W-7 should generally be attached to the front of your original federal income tax return (e.g., Form 1040, 1040-NR). The IRS will assign the ITIN and then process your tax return. If you're applying for multiple ITINs (e.g., for a spouse or dependents) on the same tax return, attach all Forms W-7 to that single tax return. Leave the SSN area blank on the tax return for each person applying for an ITIN.
Step 3: Gather Supporting Documentation
You must provide original documents or certified copies from the issuing agency to prove your foreign status and identity.
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- Acceptable Documents (most common):
- Foreign Passport: This is the only document that can stand alone to establish both foreign status and identity. Note: As of recently, a passport without a date of entry is no longer accepted.
- National Identity Card: Must include your photo, name, address, date of birth, and expiration date.
- Foreign Driver's License
- Civil Birth Certificate
- Foreign Voter's Registration Card
- School Records (for dependents, under 18)
- Medical Records (for dependents, under 6)
- Important points regarding documents:
- The documents must be current and valid.
- The name, date of birth, and country of citizenship shown in your documentation must be consistent with the information on your Form W-7.
- If you submit original documents, the IRS will return them to you, usually within 60 days. If you need your original documents back sooner, consider applying through a Certifying Acceptance Agent or at an IRS Taxpayer Assistance Center.
- Certified copies from the issuing agency (e.g., a birth certificate certified by the government that issued it) are also accepted.
Step 4: Choose Your Application Method
There are three ways to submit your ITIN application.
Sub-heading: Mail Application (Most Common)
- Where to send: Mail your completed Form W-7, your original tax return, and your original supporting documents (or certified copies) to the following IRS address: Internal Revenue Service Austin, TX 73301-0009 USA
- Processing Time: This can take anywhere from 7 to 14 weeks. It may take 9-11 weeks if it's tax season (January 15 to April 30) or if you apply from overseas.
Sub-heading: Apply Through a Certifying Acceptance Agent (CAA)
CAAs are authorized by the IRS to help taxpayers apply for ITINs. They can verify your original documents, so you don't have to mail them to the IRS.
- Benefits:
- You don't have to part with your original documents.
- CAAs can authenticate your identity and foreign status, speeding up the process slightly.
- They can provide assistance with filling out the forms.
- How to find one: The IRS provides a list of authorized Certifying Acceptance Agents on their website.
Sub-heading: Apply at an IRS Taxpayer Assistance Center (TAC)
Some IRS Taxpayer Assistance Centers (TACs) offer in-person ITIN application services.
Tip: Reread if it feels confusing.
- Benefits:
- You can have your original documents reviewed and verified on the spot.
- You won't have to mail your original documents.
- Important: Not all TACs provide this service. You must check the IRS website or call in advance to confirm if a specific TAC offers ITIN application assistance and to schedule an appointment. Appointments are typically required.
Step 5: Receive Your ITIN
Once your application is processed and approved, the IRS will mail you a letter assigning your ITIN. This process takes several weeks, so patience is key.
General Tips for Any TIN Application
- Read the instructions carefully: The instructions for Form SS-4 (for EINs) and Form W-7 (for ITINs) are comprehensive and contain vital information. Don't skip them!
- Accuracy is paramount: Double-check all information you provide on the forms. Even small errors can lead to significant delays.
- Keep copies: Always make copies of your completed application forms and all supporting documents for your records.
- Be prepared for processing times: The IRS handles a massive volume of applications. While online EIN applications are instant, ITINs and mailed applications will take time.
- Check status (if applicable): For ITIN applications, you can call the IRS ITIN inquiry line (usually after the stated processing time has passed) to check the status of your application.
10 Related FAQ Questions
How to check the status of my TIN application?
For EINs applied online, you receive it immediately. For EINs by fax, check after 4 business days by fax. For EINs by mail, allow up to 4 weeks before contacting the IRS. For ITIN applications, you can call the IRS ITIN inquiry line at 800-829-1040 (within the U.S.) or 267-941-1000 (outside the U.S.) after the stated processing time (typically 7-14 weeks) has passed.
How to renew an expired ITIN?
If your ITIN expired and you need to file a U.S. federal tax return, you must renew it by submitting a completed Form W-7 and required original or certified identification documents, along with your federal tax return.
How to get an ITIN if I don't have a tax return to attach?
Generally, you must attach a federal income tax return to your Form W-7. However, there are limited exceptions where an ITIN may be issued without a tax return, such as for certain individuals claiming treaty benefits or individuals who are partners in a U.S. partnership. Refer to the Form W-7 instructions for these specific exceptions.
How to correct an error on my TIN application after submission?
If you realize an error after submitting your application, you should contact the IRS directly. For EINs, you might need to send a letter with the corrected information. For ITINs, you may need to submit a new Form W-7 with the correct details and a letter explaining the error.
How to find a Certifying Acceptance Agent near me?
You can find a list of authorized Certifying Acceptance Agents on the IRS website. Use the search tool to locate agents by geographical area.
QuickTip: Go back if you lost the thread.
How to get a TIN for a foreign business with no U.S. presence?
Foreign businesses without a U.S. principal place of business can apply for an EIN by calling the IRS at 267-941-1099 (not a toll-free number), or by faxing or mailing Form SS-4 to the appropriate IRS address for international applicants.
How to use my new TIN once I receive it?
Once you receive your TIN (EIN or ITIN), you'll use it on all your U.S. tax-related documents, including federal tax returns, information returns (like Form 1099), and other IRS correspondence.
How to report a change of address for my TIN?
You should inform the IRS of a change of address by sending a signed written statement with your full name, old and new addresses, and your SSN, ITIN, or EIN. You can also use Form 8822 (for individuals) or Form 8822-B (for businesses).
How to get a PTIN if I am a paid tax preparer?
Paid tax preparers can obtain a PTIN online through the IRS website. The online process is generally quick, taking about 15 minutes. Alternatively, you can apply by mail using Form W-12, but this takes 4-6 weeks to process.
How to know if my dependent needs an ITIN or an SSN?
A dependent needs an SSN if they are a U.S. citizen, permanent resident, or have work authorization. If they do not have an SSN and are not eligible for one, but are being claimed on a U.S. tax return for a tax benefit, they will likely need an ITIN. Consult Publication 501, Dependents, Standard Deduction, and Filing Information, and the Form W-7 instructions for specific guidance.
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