How to Apply for an EIN for an Estate
As an executor, obtaining an EIN is a key step. This guide clarifies the process for establishing an estate's separate financial and tax identity.
When an individual passes away, their assets become part of an estate, which is a distinct legal entity for tax purposes. To manage the estate’s financial and tax obligations, the executor or administrator must obtain a federal Employer Identification Number (EIN). This nine-digit number functions like a Social Security number for the estate, allowing it to open bank accounts, pay debts, and file required tax returns. The responsibility for this application falls to the executor or personal representative named in the will or appointed by a court.
Information Required to Apply for an Estate EIN
The application process is centered on completing IRS Form SS-4, Application for Employer Identification Number. Preparing all necessary details in advance will streamline the application.
The primary information needed is for the “responsible party,” who is the executor or administrator. This includes their full legal name, mailing address, and Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN). You will also need the decedent’s full legal name and SSN.
The application requires the official legal name of the estate, such as “Estate of John D. Smith, Deceased.” The estate’s mailing address, often the executor’s address, must be provided for IRS correspondence. You must also identify the county and state where the estate’s assets are located.
The date the individual passed away is used as the “business started” date on Form SS-4. You must also check the box for “Estate” as the entity type to ensure the EIN is assigned correctly.
How to Submit Your Application
The IRS encourages using the online application, as it is the most efficient option. This free tool on the IRS website provides the EIN immediately upon successful completion. The online session has a 15-minute inactivity timer, so having all your information ready is important to avoid restarting the process.
A second option is to submit the application by fax. You can fax the completed Form SS-4 to the IRS. For applicants within the U.S., the fax number is 855-641-6935; for those outside the U.S., it is 304-707-9471. This method is faster than mail, as the IRS typically faxes the new EIN back within four business days if a return fax number is included.
The final method is to submit the application by mail, which is the slowest option. The completed and signed Form SS-4 should be mailed to the Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999. Processing times for mailed applications can be four to five weeks.
Next Steps After Receiving Your EIN
Regardless of the application method used, the IRS will mail an official confirmation notice, Form CP 575. This document formally assigns the EIN and includes the official name and address of the estate. If it is lost or misplaced, you can request an EIN Verification Letter 147c from the IRS, which serves as an official alternative.
With the new EIN, you can take several administrative steps. The number is required to open a bank account in the name of the estate. This account will be used to consolidate cash assets, pay the decedent’s final bills and administrative expenses, and deposit any income earned by the estate.
The EIN is also necessary for filing the estate’s income tax return, Form 1041, U.S. Income Tax Return for Estates and Trusts. An estate is required to file this return if it generates more than $600 in gross income during the tax year or if it has a beneficiary who is a nonresident alien.