EIN applications & records

An EIN is a nine-digit federal tax identifier for a business or other organization. You may need one even without employees. The IRS issues it free of charge; a provider may charge separately for its help.

Corporations, partnerships and businesses with employment or certain excise-tax duties generally need an EIN. A single-member LLC that is disregarded for income tax, has no employees and has no relevant excise-tax obligation may not need a separate EIN for those federal purposes. Banking or state requirements can still call for one.

Form an LLC or corporation with the state before applying. Use the formation documents to prepare the legal name, entity type, physical location, mailing address and responsible-party details. A brand or DBA name may differ from the legal name.

Check whether a co-owner, accountant or formation service has already applied for the same entity. Choose one method rather than sending online, fax and mail applications at the same time.

The IRS online tool currently requires an organization formed in the US or its territories, a principal place of business there, an authorized applicant, and the responsible party’s SSN or ITIN. US formation alone does not establish eligibility.

Complete the online application in one sitting; it cannot be saved for later and expires after 15 minutes of inactivity. Save or print the confirmation when approved. The limit is one EIN per responsible party per day, across application methods.

If you cannot use the online tool, follow the Form SS-4 instructions for fax or mail. Eligible international applicants can also apply by telephone. International eligibility follows IRS location rules, not passport nationality alone.

Telephone applications are for international applicants without the legal residence, principal place of business, or principal office or agency in the US or its territories specified in the instructions. Prepare SS-4 first. The caller must be authorized to answer its questions and receive the EIN. Domestic applicants cannot obtain a new EIN by phone.

Fax and mail routing distinguishes the 50 states and Washington, DC from other situations; it is not identical to the online tool’s US-and-territories boundary. Use the current SS-4 instructions to select the right fax number or mailing address.

The responsible party is the person who actually controls the entity and its funds. This is generally an individual, with an exception for government entities. Someone who only helps form the company, signs formation papers or acts temporarily cannot fill that role without the required control.

An authorized third-party designee with signed authorization may help submit the application without becoming the responsible party. Never invent a taxpayer ID. Line 7b permits “foreign” or “N/A” only when the responsible party has no SSN or ITIN and is ineligible to obtain one. That exception does not create online eligibility.

IRS routine estimates are about four business days for fax applications when a return fax number is provided, and about four weeks by mail. Backlogs can take longer; these are not guarantees. If the response is late, check with the IRS rather than applying again. If more than one EIN was issued, ask the IRS which to use.

Most business uses can begin immediately, but IRS e-filing, electronic payments and TIN matching may take up to two weeks after issuance. An early mismatch does not necessarily mean the application failed. Check the name, number and system timing first.

If you forgot the number, check the original IRS notice, earlier business returns, bank records and state or local registrations. If it is still missing, an authorized person can contact the IRS business tax line and complete identity verification.

If you know the EIN but a bank needs written evidence, you generally do not need another application. The original CP575A–J notice cannot be reissued. Eligible Business Tax Account users can download a digital CP575. Alternatively, an authorized person can request Letter 147C from the IRS. The IRS says the digital CP575 can replace the original notice and 147C.

An entity transcript is another option for checking the IRS business record, including the EIN, name and address; a complete version also shows the filing requirements on the account. It is not a copy of the original confirmation letter. Eligible owners can obtain it through Business Tax Account or the IRS business line.