How Can I Get a Copy of My EIN Confirmation Letter Online?

Most business entities need an EIN. The good news is that they are relatively quick and easy to obtain, and are essential for opening business bank accounts, building business credit, and paying employees. However, even after you apply and get your EIN, you need to keep your confirmation letter with your EIN on it. If you lose it, or something goes wrong during the online application process, and you never get it, you need to learn “How can I get a copy of my EIN confirmation letter online?”

What is an EIN?

An Employer Identification Number (EIN), or Federal Employer Identification Number (FEIN), is a nine-digit number the IRS assigns to your business for tax and other purposes. Your EIN identifies you to the IRS when filing different types of taxes (payroll, income, etc.). Employers, sole proprietors (with employees), corporations, LLCs, partnerships, nonprofits, trusts, estates, government agencies, certain individuals, and others all use EINs. Whenever you contact the IRS, you use your EIN to identify your business, so the correspondence and information are linked to the proper account.

Who Needs an EIN?

Most business types require an EIN. Regardless of whether you structure your company as a sole proprietorship, partnership, limited liability company (LLC), corporation, or nonprofit, you need to apply for and obtain an EIN or FEIN.

There are some exceptions to this rule. Some sole proprietorships and single-member LLCs can do business without an EIN. In these cases, the individual owner will use their Social Security number (SSN) instead when filing taxes and identifying themselves to clients for tax purposes. As long as you don’t hire employees as a sole proprietorship or single-member LLC and comply with other rules, you don’t need an EIN. However, even if these entities don’t need an EIN, obtaining one makes sense, as it offers many benefits.

How to Obtain an EIN

Since most business structures do require an EIN, you should apply for one after registering your company with the Secretary of State. Obtaining an EIN is a relatively simple process. Additionally, applying for an EIN is free; no fees are required.

Obtaining an EIN is easy, and you can use two methods to do so. They are as follows:

• By Mail

  Visit the IRS website and download Form SS-4 and print it out. Complete the form with all the information required (see below). Alternatively, you can mail the form to the IRS using the address printed on the form. You may have to wait a bit longer for your EIN to arrive by mail.

• Online Application

  You may also choose to submit your application to the IRS digitally. Visit the IRS website and fill out all the fields. Once you have completed and submitted the online application, you will immediately receive your new EIN after the IRS validates the information. Validation takes place during the application process. Once complete, you can download and print your confirmation letter, which includes your EIN.

• By Fax

  Visit the IRS website, download Form SS-4, print it out, and complete it with all the necessary information (see below). Fax your completed form to the number listed on there. If you use fax, the IRS will fax you back a confirmation letter with your new EIN within four business days.

The online application option is by far the fastest way to get your EIN. Fax is the second quickest option, and if you apply by mail, you may have to wait up to four weeks to receive your confirmation letter with your EIN.

What Information is Required for an EIN?

When applying for an EIN/FEIN, you must provide the IRS with detailed and specific information about yourself and your business. Those details are as follows:

• The legal name of your business. If you have registered the sole proprietorship under your name, then you will use that. If you have a trade name, “Doing Business As (DBA)” name, you must include that as well.
• Your business’s legal address, including state and country.
• Your name and tax ID (SSN). As a sole proprietorship, you will have the authority to control and manage the business, funds, and all assets.
• The type of entity (corporation, LLC, sole proprietorship, partnership) and the date you started the business.
• Does your business involve gambling, and do you sell alcohol, tobacco, or firearms?
• You must provide the reason you are applying for an EIN. Examples include acquiring an existing business, starting a new one, or hiring employees.
• The highest number of employees you expect to hire within the next 12 months. You must also designate when you will pay employment taxes (annually or quarterly) and the first date you paid wages to your staff.

Along with the information above, you must also identify your business type from the list of industries below. Use your best guess if nothing matches up perfectly.

• Accommodation & food service
• Construction
• Manufacturing
• Finance & Insurance
• Healthcare & social assistance
• Retail
• Real estate
• Rental & leasing
• Transportation & warehousing
• Wholesale-agent/broker or Wholesale-other
• Other

How to Get a Copy of Your EIN Confirmation Letter Online

After you complete the online EIN application process, you will be able to download a copy of your EIN verification letter. If you fail to do so or don’t receive a hard copy in the mail shortly after, you can still get a copy by following the steps below.

1. Visit the IRS website.
2. Navigate to “Tools” and choose “Online Services.” This is a handy resource for when you need to follow up about your EIN after you have already established it.
3. To use the EIN Assistant Tool, click “Verify Your EIN.” You will have to enter some required information to verify your identity (business name, address, EIN, and type of business). If you don’t know your EIN, you will not be able to use this tool. You must perform a completely separate action to retrieve a lost EIN. Have your EIN handy before beginning this step.
4. Follow all the prompts to request a copy of your EIN confirmation letter. The IRS will mail one to you within a few days. They will send it to the registered business address on file.

If you prefer to obtain a copy of your EIN confirmation letter without using the online system, you can do so by calling the IRS Business and Specialty Tax Line at 1-800-829-4933. You will have to answer the same questions and provide details about your business before you can get a copy of your EIN confirmation letter. You may be on hold for a while, as call wait times can be extremely long.

What to Do If You Can’t Find Your EIN

If you don’t regularly use your EIN in business, you may not remember the number. Most business professionals don’t memorize theirs. However, there are times when you need it and should have it handy. If you cannot find your EIN, you have some options. Try to find the original confirmation letter the IRS sent you; it will be on there. If you can’t find that, look over previous years’ tax returns; it will show up there as well. If you receive other business correspondence from the IRS, it may be on those letters as well. Check with your accountant; they may have it on file and can quickly supply it.

As a last resort, if you still cannot find it, you can use the EIN assistant tool to retrieve your EIN or call the IRS to get it from them. You can also request a copy of your confirmation letter so you will have it the next time you need it.

Which States Need a Copy of Your EIN Verification Letter?

In some states, you will need a copy of your EIN verification letter (CP-575) for payroll purposes. This letter confirms your company’s legitimacy with the IRS and verifies your EIN for payroll. The states that require this are:

• Massachusetts Unemployment Tax: Massachusetts requires businesses, including LLCs that pay employees, to register with the Division of Unemployment Assistance (DUA). When you register, you will need a copy of your EIN verification letter so they can verify your information with the IRS.
• Maine Withholding Tax: If your business is located in Maine, you will need to register for withholding tax before you hire and pay employees. When registering for payroll, you will need to supply the state with a copy of your EIN verification letter.
• Mississippi Withholding Tax: Mississippi businesses must register for withholding tax before paying any employees. As part of this process, you will need to supply a copy of your EIN verification letter.
• Philadelphia Local Wage Tax: The city of Philadelphia also requires that businesses register for the local wage tax within 30 days of hiring employees (residents or those who work in the city). When registering to pay the Philadelphia local wage tax, you must supply a copy of your EIN verification letter to report employee compensation.

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