How to Apply for a Tax Identification Number Online

Applying for a Tax Identification Number (TIN) online simplifies the process for individuals and businesses to meet tax obligations without visiting a government office. A TIN is necessary for filing taxes, opening financial accounts, and conducting business legally.

The online application eliminates in-person visits, making it faster and more accessible. Understanding the necessary steps helps prevent delays.

Required Documentation

Having the necessary documents ready prevents delays. Requirements vary based on whether the applicant is an individual, business, or foreign entity.

Individuals typically need a government-issued ID, such as a passport or national ID. U.S. applicants require a Social Security Number (SSN) or, if ineligible, an Individual Taxpayer Identification Number (ITIN).

Businesses must provide formation documents, such as Articles of Incorporation for corporations or Articles of Organization for LLCs. If the business has an Employer Identification Number (EIN), that information may also be required.

Foreign applicants, including non-resident individuals and international businesses, often need additional documentation, such as a foreign passport, visa, or proof of residency. Businesses operating outside the U.S. but needing a TIN for tax purposes may be required to submit Form W-7 (for ITINs) or Form SS-4 (for EINs). Some jurisdictions also require proof of business registration in the applicant’s home country.

Certain documents must be certified or notarized. For example, the IRS requires a certified passport copy for ITIN applications without an SSN. Businesses may need a letter of authorization if someone other than the owner submits the application. Ensuring all documents are valid and up to date prevents processing delays.

Online Application Steps

The process begins by selecting the appropriate government platform. In the U.S., the IRS provides an online EIN application system for businesses, while individuals seeking an ITIN must use Form W-7, which requires submission through mail or an IRS-authorized Acceptance Agent. Other countries have their own portals, such as HM Revenue & Customs (HMRC) in the UK or the Australian Business Register (ABR) for tax file numbers. Using the correct website helps avoid fraud and errors.

Applicants must verify their identity, often by answering security questions based on personal or financial history. Some systems require multi-factor authentication, sending a one-time passcode via email or SMS. If verification fails, additional documentation may be needed.

The application form requests specific details depending on the applicant type. Businesses must provide entity classification, responsible party information, and business start date. Individuals must enter personal details, including residency status and tax filing history. Errors, such as mismatched names or incorrect tax categories, can lead to rejection and require resubmission.

After entering the required details, applicants review the information for accuracy before submission. Some systems allow saving progress, which is useful for complex applications. Errors at this stage can delay processing or cause tax reporting issues.

Timeframe and Confirmation

Processing times vary by application type and issuing authority. EIN applications through the IRS online system are typically approved immediately. If additional verification is needed, processing can take several business days.

For ITINs, which require physical document submission, the IRS estimates processing takes 7 to 11 weeks, though delays occur during peak tax seasons.

Once processed, confirmation is provided in different formats. EIN applicants receive an official confirmation letter (CP 575) immediately for online applications, while fax or mail applicants receive it in about four weeks. ITIN applicants receive a mailed approval letter (CP 565).

Businesses registering for tax identification in other jurisdictions, such as the UK’s Unique Taxpayer Reference (UTR) or Australia’s Australian Business Number (ABN), can expect confirmation within days to weeks.

Confirmation documents should be retained for compliance. Financial institutions, government agencies, and business partners may require proof of tax registration. Losing the confirmation letter can complicate financial transactions, requiring a formal request for a replacement, which can take weeks. Some authorities offer digital retrieval options, while others require written requests with identity verification.

Corrections and Reapplications

Errors in a TIN application can cause delays or rejection, requiring corrections or a new submission. Some tax authorities allow limited modifications without full reapplication. For example, the IRS permits EIN holders to update business details, such as name changes or responsible party updates, by submitting Form 8822-B. ITIN applicants often need to file a new Form W-7 for major errors.

If an application is rejected due to discrepancies or missing information, reapplication may be necessary. A common reason for rejection is duplicate submissions, where a business unknowingly applies for multiple EINs, triggering IRS scrutiny. To resolve this, applicants must contact the IRS Business & Specialty Tax Line to verify records before submitting a new request.

ITIN rejections often stem from insufficient supporting documentation, requiring resubmission with certified copies or an in-person verification appointment. Ensuring all required documents are accurate and complete before submission helps avoid delays.