What Do I Need to Apply for an EIN?

An Employer Identification Number, or EIN, is a nine-digit number the Internal Revenue Service assigns to a business for tax administration purposes. It functions much like a Social Security number does for an individual, providing an identifier for tax filings and other official business activities. Obtaining this number is a foundational step for most business structures. This guide outlines the necessary information to gather before beginning the application process.

Required Information for the EIN Application

Applying for an EIN requires completing IRS Form SS-4, Application for Employer Identification Number. Before you begin filling out the application, either online or on paper, you must collect several pieces of information about your business and its structure. Having these details ready beforehand will streamline the application.

A primary requirement is the legal name of the entity applying for the EIN, which must match your official business registration documents. If your business operates under a different name, often called a “doing business as” (DBA) or trade name, you will need to provide this as well. The application also requires the business’s mailing address and the physical street address if it is different.

You must identify your business’s legal structure. Common entity types include sole proprietorships, partnerships, corporations, limited liability companies (LLCs), estates, and trusts. The selection you make has tax implications, so it is important to know your correct classification. The application will also ask for the reason you are applying for an EIN, such as starting a new business, hiring employees, or changing your business’s legal structure.

The application requires you to provide the date the business was started or acquired. You will also need to specify the closing month of your accounting year, which for most small businesses is December. If you plan to hire employees, you must estimate the number of agricultural, household, or other employees you expect to have within the next 12 months.

A central component of the application is identifying the “responsible party,” the individual who has ultimate ownership or control over the business entity. You must provide this person’s full legal name and their U.S. Taxpayer Identification Number, which can be a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN). If this information changes, you must report the new responsible party to the IRS within 60 days by filing Form 8822-B, Change of Address or Responsible Party.

Methods for Submitting Your Application

Once you have gathered the necessary information for Form SS-4, you can submit your application. The IRS offers several methods, with the online application being the fastest. Using the IRS’s secure web portal, you can input your information, and an EIN is issued immediately upon successful validation.

For those who prefer not to use the online system, applying by fax is another option. You send the completed Form SS-4 to the IRS fax number available in the form’s instructions. This method is slower than the online application, and it takes several business days to receive your EIN.

The slowest method is traditional mail. You can mail your completed Form SS-4 to the IRS service center for your location, with addresses provided in the form’s instructions. Processing a mailed application can take several weeks. Once your application is processed, the IRS will send a CP 575 letter confirming your new EIN. It is important to keep this document with your business records for opening a bank account, applying for licenses, and filing tax returns.

The IRS issues the official CP 575 confirmation notice only once and will not send a replacement if it is lost. If you misplace your notice, you can call the IRS Business & Specialty Tax Line to request an EIN Verification Letter, also known as a 147-C letter. This letter serves as an official alternative for proving your business’s EIN.