Are you scratching your head, wondering where on earth your Employer Identification Number (EIN) has disappeared to? Perhaps you're trying to track down the EIN for another business, and the task seems daunting. Fear not! This comprehensive guide will walk you through every step of the process, ensuring you find that elusive nine-digit number. Let's dive in!
How to Lookup an IRS EIN Number: Your Definitive Guide
An Employer Identification Number (EIN), also known as a Federal Tax Identification Number (TIN), is a unique nine-digit number assigned by the Internal Revenue Service (IRS) to
Step 1: Start Your Detective Work – Check Your Own Records First!
Before you reach out to anyone, your very first move should be to thoroughly search through your own business records. You might be surprised at what you find! This is often the quickest and easiest way to locate your EIN.
Sub-heading 1.1: The EIN Confirmation Letter – Your Golden Ticket
When you initially applied for your EIN, the IRS would have sent you an official confirmation letter (often referred to as a CP 575 notice or EIN Assignment Notice). This letter is the most direct source of your EIN.
- Did you apply online? If so, you likely had the option to print or save a digital copy of this confirmation immediately after your application was approved. Search your computer's downloads, documents folder, or any cloud storage you use.
- Did you apply by mail or fax? The IRS would have mailed or faxed this letter to you. Check your physical mail archives, business files, or any dedicated tax folders.
Sub-heading 1.2: Dig Through Your Business Documents – A Treasure Trove of Information
Your EIN is a fundamental piece of your business identity, meaning it's often recorded on various official documents you've handled since establishing your business.
- Past Tax Returns: This is one of the most common and reliable places to find your EIN. Look at the top right corner of the first page of your federal business tax returns (e.g., Form 1120 for corporations, Form 1065 for partnerships, Schedule C for sole proprietors).
- Business Bank Account Statements: When you opened your business bank account, you would have provided your EIN. Check your bank statements or any initial account opening paperwork.
- Business Loan Applications: Any applications for business loans or lines of credit would require your EIN.
- State or Local License and Permit Applications: Many state and local agencies require your EIN when you apply for business licenses or permits.
- Payroll Paperwork: If you have employees, your EIN will be on payroll reports, W-2 forms you've issued, or Form 1099s you've received or issued to contractors.
- Official Correspondence from the IRS: Any other notices or letters you've received from the IRS regarding your business taxes will typically include your EIN.
- Articles of Incorporation/Organization: For corporations or LLCs, your formation documents might list your EIN.
- Business Credit Reports: If you've ever pulled a business credit report, your EIN is usually included in that information.
Pro Tip: If you find your EIN on any of these documents, make sure to save it in a secure and easily accessible location for future reference! Consider both a physical and digital backup.
Step 2: When Your Own Records Fail – Contact the IRS Directly
If your exhaustive search of personal and business documents doesn't yield your EIN, don't despair! The IRS is the ultimate authority, and they can provide you with your number, provided you are authorized to receive it.
Sub-heading 2.1: Calling the IRS Business & Specialty Tax Line – The Most Common Method
This is the most direct way to get your EIN from the IRS.
- Call this number: 1-800-829-4933
- Hours of Operation: Monday through Friday, 7 a.m. to 7 p.m. local time.
- Be Prepared: When you call, you'll need to be the responsible party for the business (e.g., a sole proprietor, a partner in a partnership, a corporate officer, or an executor of an estate). The IRS representative will ask you a series of verifying questions to confirm your identity and your authority to receive the EIN. Have your business name, address, and any relevant personal identification information (like your Social Security Number) ready.
- Expect potential wait times, especially during peak tax seasons.
Sub-heading 2.2: Faxing or Mailing Form SS-4 – A Slower but Reliable Option
While not as immediate as a phone call, you can also submit a completed Form SS-4, "Application for Employer Identification Number," to the IRS. Although this form is primarily for applying for a new EIN, if you check the box indicating you're applying for a reason other than "Started a New Business" and explain you need to retrieve a lost EIN, the IRS can sometimes provide it this way.
- Fax: If you provide a fax number, the IRS may fax a cover sheet with the EIN back to you within 4 business days.
- Fax numbers: 855-641-6935 (for U.S. based businesses) or 855-215-1627 / 304-707-9471 (for businesses outside the 50 states/DC).
- Mail: If you mail the form, expect to receive your EIN in about 4 weeks.
- Mailing addresses:
- Internal Revenue Service, MS 6055, Kansas City, MO 64108
- Internal Revenue Service, MS 6273, Ogden, UT 84201
- Mailing addresses:
Step 3: Finding Another Business's EIN – Different Approaches for Different Scenarios
Looking up an EIN for a business you don't own can be a bit trickier, as the IRS does not provide a public online search tool for all EINs. However, there are legitimate ways to find this information depending on the type of business and your reason for needing the EIN.
Sub-heading 3.1: Publicly Traded Companies – The SEC is Your Friend
If the business is publicly traded, its EIN will be available through the U.S. Securities and Exchange Commission (SEC) EDGAR (Electronic Data Gathering, Analysis, and Retrieval) system. Publicly traded companies are required to file various reports (like Form 10-K and Form 10-Q) that include their EIN.
- How to use EDGAR:
- Go to the SEC's EDGAR database website.
- Use the "Company and Person Lookup" search field.
- Enter the company's name.
- Look for their most recent Form 10-K (annual report) or Form 10-Q (quarterly report); the EIN will typically be found on the cover page or within the company's identification details.
Sub-heading 3.2: Tax-Exempt Organizations (Non-profits) – The IRS Has a Database!
The IRS does provide an online tool for searching the EINs of tax-exempt organizations (like charities and non-profits). This is a valuable resource for verifying the legitimacy of a non-profit.
- How to use the IRS Tax Exempt Organization Search:
- Go to the IRS Tax Exempt Organization Search page.
- You can search by the organization's name or its EIN if you have a partial number.
- The results will display the organization's EIN and other public information.
Sub-heading 3.3: Private Companies – More Indirect Methods
Finding the EIN for a private company requires more indirect methods, as there's no central public database.
- Directly Ask the Company: The simplest approach, if feasible, is to simply ask the company for their EIN. If you have a legitimate reason (e.g., you're a vendor, client, or partner needing it for tax forms like a W-9), they are often willing to provide it. Contact their accounting or finance department.
- Request a Form W-9: If you are paying a private company for services, you can request a completed Form W-9, "Request for Taxpayer Identification Number and Certification." This form legally requires them to provide their EIN (or Social Security Number if they are a sole proprietor) for tax reporting purposes.
- Business Credit Report: Major business credit bureaus (like Experian, Dun & Bradstreet, and Equifax Business) offer business credit reports, which often include the company's EIN. While these reports typically come with a fee, they can provide a wealth of information beyond just the EIN.
- State Business Registries: Some state government websites (e.g., Secretary of State websites) may have searchable business databases that list the EIN along with other registration details. The availability of EINs varies by state.
- Online Business Directories and Legal Service Providers: Some online business directories or legal service providers (like LegalZoom or Rocket Lawyer, or even some specialized EIN lookup services) may offer EIN lookup tools, sometimes for a fee. Be cautious and verify the legitimacy of any paid service before using it.
- Form W-2 (if you are an employee): If you are an employee of the private company, your W-2 form will have your employer's EIN listed.
Step 4: Important Considerations and Best Practices
- Safeguard Your EIN: Once you find your EIN, treat it with the same care as your Social Security Number. Keep it in a secure location, both physically and digitally, and only share it with trusted entities for legitimate business purposes.
- Do Not Apply for a New EIN If You've Lost Yours: Unless there's been a significant change in your business structure (e.g., changing from a sole proprietorship to a corporation, or a partnership becoming a corporation), you should not apply for a new EIN if you've simply misplaced your old one. Your business should ideally have only one EIN for its lifetime. Applying for a new one unnecessarily can lead to confusion and complications with the IRS.
- Understand EIN vs. Tax ID: The terms "EIN" and "Federal Tax ID Number" (or "Tax ID") are often used interchangeably and refer to the same nine-digit number issued by the IRS for businesses.
By following these detailed steps, you should be well on your way to successfully looking up your or another business's EIN!
10 Related FAQ Questions
How to Check if My Business Needs an EIN?
Generally, if you have employees, operate your business as a corporation or partnership, file excise, employment, alcohol, tobacco, or firearm taxes, or withhold taxes on income (other than wages) paid to a non-resident alien, you need an EIN. Sole proprietors without employees often use their Social Security Number instead of an EIN, but many still opt to get one for business purposes, such as opening a business bank account.
How to Apply for a New EIN?
You can apply for a new EIN online directly through the IRS website (the fastest method, receiving it immediately), by faxing Form SS-4, by mailing Form SS-4, or by calling the IRS (for international applicants).
How to Find a Non-Profit Organization's EIN?
You can find a non-profit organization's EIN using the IRS Tax Exempt Organization Search tool on the IRS website. This database allows you to search by organization name.
How to Verify an EIN for Another Business?
For publicly traded companies, use the SEC's EDGAR database. For non-profits, use the IRS Tax Exempt Organization Search. For private companies, you can ask them directly, request a Form W-9, or purchase a business credit report.
How to Know if an EIN is Valid?
A valid EIN follows the format XX-XXXXXXX and is officially assigned by the IRS. You can verify its validity by calling the IRS Business & Specialty Tax Line or, for tax-exempt organizations, by using the IRS's online search tool.
How to Get an EIN Confirmation Letter?
The EIN confirmation letter (CP 575 notice) is automatically provided by the IRS when your EIN is first issued. If you need a copy of this letter for an existing EIN, you can request an EIN Verification Letter (147C letter) from the IRS by calling their Business & Specialty Tax Line.
How to Change the Responsible Party on an EIN?
You generally notify the IRS of a change in the responsible party by filing Form 8822-B, Change of Address or Responsible Party.
How to Find an EIN if the Business is Closed?
If your business is closed or dissolved, its EIN remains assigned and would still be found on previous tax returns, official IRS correspondence related to the closure, or by contacting the IRS directly as an authorized party.
How to Get a New EIN After a Business Structure Change?
If your business undergoes a significant structural change (e.g., a sole proprietorship incorporates, a partnership becomes an LLC, or a corporation changes to a partnership), you generally will need a new EIN. You would apply for a new EIN as if you were starting a new business of that structure.
How to Securely Store My EIN?
Store your EIN confirmation letter and any documents containing your EIN in a secure physical location (e.g., a locked file cabinet) and a password-protected digital folder or secure cloud storage. Avoid sharing it unnecessarily and be wary of phishing attempts.
