An Employer Identification Number (EIN), also known as a Federal Tax Identification Number, is a unique nine-digit number assigned by the Internal Revenue Service (IRS)
But what happens if you lose track of it? Or perhaps you need to verify an EIN for another business you're dealing with? Don't panic! This comprehensive guide will walk you through the step-by-step process of verifying an EIN with the IRS, ensuring you have the correct information you need.
Step 1: Start with Your Own Records – The Easiest Path!
Before you reach out to the IRS or other external sources, the very first place to look for your own business's EIN is within your existing documents. This is often the quickest and most straightforward way to find it.
Sub-heading 1.1: The EIN Confirmation Letter (CP 575)
When you initially applied for your EIN, the IRS would have sent you an official EIN Confirmation Letter, also known as Form CP 575. This letter is the definitive proof of your EIN.
Tip: Reading with intent makes content stick.
- Action: Search your business records thoroughly for this letter. It's typically mailed to the address you provided on your Form SS-4 application. If you applied online, you would have had the option to download and print this notice immediately.
Sub-heading 1.2: Business Tax Returns
Your EIN is a mandatory field on all federal business tax returns.
- Action: Pull up any past federal tax returns you've filed for your business. Look for the EIN, usually prominently displayed near the top of the form. This includes forms like Form 1120 (Corporations), Form 1065 (Partnerships), or Schedule C (Sole Proprietorships, though sole proprietors may not always have an EIN).
Sub-heading 1.3: Other Business Documents
Many business-related documents require your EIN.
- Action: Check a variety of documents such as:
- Business Bank Account Statements/Applications: Your bank would have required your EIN to open your business account.
- Business Loan Applications: Any applications for business loans would have your EIN listed.
- State or Local License Applications: Many state and local agencies require your federal EIN for licensing purposes.
- Payroll Records: If you have employees, your payroll records and forms (like Form 941, Employer's Quarterly Federal Tax Return, or W-2s) will contain your EIN.
- Invoices or Contracts: Sometimes, particularly with larger business transactions, your EIN might be included on invoices or contracts.
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| How To Verify Ein With Irs |
Step 2: Contacting the IRS Directly for Your Own EIN
If you've exhausted your own records and still can't locate your EIN, the IRS is the ultimate authority. You'll need to contact their Business & Specialty Tax Line.
Sub-heading 2.1: The IRS Business & Specialty Tax Line
This is the most common and reliable method for retrieving a lost EIN.
Reminder: Short breaks can improve focus.
- Action: Call the IRS Business & Specialty Tax Line at 1-800-829-4933.
- Operating Hours: This line is typically open Monday through Friday, 7:00 a.m. to 7:00 p.m. local time.
- Be Prepared: The IRS representative will need to verify your identity and confirm your authorization to receive the EIN. Have the following information ready:
- Your business legal name and any trade names.
- The business address as it appears in IRS records.
- The type of entity (e.g., Sole Proprietorship, LLC, Corporation, Partnership, Nonprofit).
- Your name and position within the company (you must be the "responsible party" or authorized to receive this information).
- Your Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) for identity verification.
- The date you originally applied for the EIN, if you remember it.
- Patience is Key: Be prepared for potential wait times, especially during peak tax seasons.
Sub-heading 2.2: Requesting an EIN Verification Letter (147C)
If you need official documentation of your EIN, you can request a 147C letter from the IRS. This letter serves as verification of your EIN.
- Action: When speaking with the IRS representative on the Business & Specialty Tax Line, specifically request an EIN Verification Letter, also known as a 147C letter.
- This letter is free of charge.
- The IRS will mail or fax it to the address or fax number on file, provided your contact information hasn't changed. If it has, you might need to file Form 8822-B, Change of Address or Responsible Party, first.
Step 3: Verifying an EIN for Another Business
There are legitimate reasons why you might need to verify the EIN of another business, such as for vendor onboarding, due diligence, or confirming the legitimacy of a charitable organization. The IRS does not offer a public online lookup tool for all EINs, but there are several avenues you can explore.
Sub-heading 3.1: Ask the Business Directly
The simplest way to obtain another business's EIN is to ask them for it.
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- Action: Reach out to the company directly. If you have a legitimate reason (e.g., you're a vendor needing to issue a 1099, or a client needing to verify their tax status), they should be willing to provide it. You might ask their accounting or payroll department. You can also send them a Form W-9, Request for Taxpayer Identification Number and Certification, which they would complete with their EIN.
Sub-heading 3.2: Publicly Traded Companies (SEC EDGAR Database)
If the business is publicly traded, their EIN will be available in their public filings with the Securities and Exchange Commission (SEC).
Tip: Reread complex ideas to fully understand them.
- Action: Utilize the SEC's EDGAR (Electronic Data Gathering, Analysis, and Retrieval) system.
- Go to the SEC EDGAR search page.
- Search for the company by name. Their EIN will typically be listed in their annual reports (Form 10-K) and other filings.
Sub-heading 3.3: Tax-Exempt Organizations (IRS Tax Exempt Organization Search)
For charitable organizations and other tax-exempt entities, the IRS provides a public search tool.
- Action: Use the IRS Tax Exempt Organization Search tool on the IRS website.
- You can search by the organization's name or existing EIN (if you have part of it). This tool helps confirm their tax-exempt status and provides their EIN.
Sub-heading 3.4: State Business Registries
Many states maintain online business registries that may include EINs.
- Action: Visit your relevant State Secretary of State's website. Search their business entity database by the company's name. While not all states display the federal EIN, many do, especially if it's part of their state registration process.
Sub-heading 3.5: Business Credit Reporting Agencies
Business credit bureaus like Experian, Equifax, and Dun & Bradstreet collect extensive business data, including EINs.
- Action: Consider obtaining a business credit report. These reports typically include the EIN. However, there is usually a fee associated with obtaining these reports.
Step 4: Common Issues and Important Considerations
Even with the right steps, you might encounter some challenges. Understanding these can help you navigate the process smoothly.
QuickTip: Compare this post with what you already know.
Sub-heading 4.1: Recently Assigned EINs
If an EIN was very recently assigned, it might not immediately appear in all IRS systems or databases.
- Consideration: Allow a reasonable amount of time (a few days to a couple of weeks) after a new EIN is issued before attempting to verify it, especially through methods that rely on updated IRS records.
Sub-heading 4.2: Identity Verification for Phone Inquiries
The IRS is strict about providing EINs over the phone to prevent fraud.
- Consideration: Ensure the person calling is the "responsible party" for the business or has been explicitly authorized to speak on its behalf and has all necessary identifying information ready.
Sub-heading 4.3: EIN Format and Accuracy
An EIN always follows the format XX-XXXXXXX. Any deviation from this format could indicate an error or an invalid number.
- Consideration: Double-check the format if you're trying to verify a number you already have. Even a missing or extra dash can cause issues.
Sub-heading 4.4: Not All Businesses Require an EIN
Sole proprietorships and single-member LLCs without employees may not always have an EIN, using the owner's SSN for tax purposes instead.
- Consideration: Understand that an EIN might not exist for every business, depending on its legal structure and activities.
Frequently Asked Questions (FAQs)
Here are 10 related FAQ questions with quick answers to help you further:
How to find my business's EIN if I lost the confirmation letter?
- Check your past federal tax returns, business bank statements, loan applications, and any state or local business licenses. Your EIN is typically listed on these documents.
How to get an EIN Verification Letter (147C) from the IRS?
- Call the IRS Business & Specialty Tax Line at 1-800-829-4933 and request a 147C letter. Be prepared to verify your identity and business information.
How to verify an EIN for a public company?
- Search the Securities and Exchange Commission (SEC) EDGAR database. Publicly traded companies are required to file their financial and business information, including their EIN, on this system.
How to look up an EIN for a non-profit organization?
- Use the IRS Tax Exempt Organization Search tool on the official IRS website. You can search by the organization's name to find their EIN and verify their tax-exempt status.
How to verify if a given EIN is valid?
- The most reliable way to verify an EIN's validity is to contact the IRS directly via their Business & Specialty Tax Line if it's your own, or by checking public records like SEC filings or the IRS Tax Exempt Organization Search for other entities.
How to obtain an EIN for a new business?
- You can apply for a new EIN online directly through the IRS website (if your business is located in the U.S. or U.S. territories), by faxing Form SS-4, or by mailing Form SS-4. International applicants can also apply by phone.
How to know if my EIN application status?
- If you applied online, you receive your EIN instantly. If by fax or mail, call the IRS Business & Specialty Tax Line (1-800-829-4933) to inquire about the status, though they typically only confirm if an EIN has been assigned, not where it is in processing.
How to determine if I need an EIN for my business?
- Generally, if you have employees, operate as a corporation or partnership, file excise taxes, or withhold taxes on income (other than wages) paid to a non-resident alien, you need an EIN. Sole proprietors and single-member LLCs without employees may not need one, using their SSN instead.
How to prevent losing my EIN again?
- Upon receiving your EIN, immediately save or print the confirmation letter (CP 575) and keep it in a secure, accessible location with other important business documents. Consider making digital backups.
How to get a new EIN if my business structure changes?
- In most cases, if your business structure changes (e.g., from a sole proprietorship to a corporation or LLC), you will need to apply for a new EIN. Consult IRS guidelines or a tax professional for specific requirements based on your structural changes.
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