ss 4 assignment letter

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IRS Form SS-4 Instructions: What It Is and How to Find Yours

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What is IRS Form SS-4?

IRS Form SS-4, Application for Employer Identification Number, is an IRS form businesses use to apply for an employer identification number (EIN). Business lenders may require an IRS Form SS-4 notice to verify a business’s EIN when evaluating a loan application.

Applying for a small business loan can be overwhelming, but there are a few things you can do in advance to make applying for a business loan go smoothly. Along with filing your most recent year’s business income tax return (and any past due tax returns , too), you’ll also want to locate and make copies of the documents your lender is likely to request. Among these documents is your IRS Form SS-4. Lenders often ask for the IRS Form SS-4 notice you receive after filing the form, not the form itself.

Here’s everything you need to know about IRS Form SS-4, why it’s important to your lenders, and how to obtain yours.

IRS Form SS-4, “Application for Employer Identification Number,” is the form businesses use to apply for an employer identification number (EIN). A business's EIN is its business tax ID number for use when filing small business taxes.

What is an EIN and why apply for it?

An employer identification number, aka an EIN, is a unique, nine-digit number that many types of businesses need for tax purposes.

If a business has employees, it needs an EIN to pay and file payroll taxes. And certain types of business entities need an EIN to file a business income tax return.

Sole proprietorships and single-person LLCs with no employees are the only types of business entities that are exempt from this requirement.

All U.S.-based businesses have the option of getting an EIN.

There are lots of benefits to having an EIN. For example, with an EIN, you can streamline your bookkeeping processes by separating your personal and business finances, open a business bank account, establish business credit, and even speed up your business loan application.

How to use IRS Form SS-4

You can get the IRS Form SS-4 on the IRS website. The form is only one page long.

Expect to provide information like:

Your business’s legal name and address

Name of applicant and their SSN, ITIN , or EIN

Type of entity

Reason for applying for an EIN

Date your business started

Highest number of expected employees in the next year

Principal business activity

Principal type of products or services sold or rendered

Also, note that business owners themselves don’t need to apply for their business’s EIN—you can delegate that task to any responsible party, which the IRS defines as the individual or entity that “controls, manages, or directs the applicant entity and the disposition of its funds and assets.” [0] IRS.gov . . Accessed May 10, 2022. View all sources You can apply via mail, fax, or phone (phone for international applicants only).

Why lenders ask for a copy of the IRS Form SS-4

Lenders need to verify EINs, which is why they often request a business’s IRS Form SS-4. However, when a lender asks for your IRS Form SS-4, it's not asking for a copy of your EIN application; it wants the notice the IRS sends out once it assigns your EIN. (Because IRS Form SS-4 is referenced on this notice, the notice itself is often referred to as Form SS-4.)

Why you need IRS Form SS-4 to verify your EIN

Lenders can't just use a tax return to verify an EIN. Clerical errors and typos happen. It’s possible that your tax preparer entered your EIN incorrectly, and the IRS hasn’t notified you of the error yet. This is a common error for returns filed on paper rather than electronically. It can take the IRS months—sometimes even longer—to identify the error and notify you of it.

The SS-4 allows lenders to go straight to the source of the information, which can speed up the underwriting process.

What if you don’t have an SS-4 notice?

If you’re a sole proprietor or an LLC with no employees, you might not have an EIN (these are the only two types of business entities that aren’t required to get an EIN for tax purposes). In that case, the loan will be in your name, and your lender will use your social security number in lieu of an EIN.

But for all other kinds of business entities, the business is a separate and distinct legal entity from the individual. Even if you provide a personal guarantee for a loan, you’ll still need to complete the loan application in the corporation's name, using the corporation’s EIN instead of your Social Security number. That requires an SS-4.

How much do you need?

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Once we uncover your personalized matches, our team will consult you on the process moving forward.

How to get an IRS Form SS-4 notice: Instructions

Look on your hard drive or cloud-based filing system. If you applied for your EIN online, you received an IRS Form SS-4 notice — along with your EIN — immediately as a PDF.

U.S.-based banks require a copy of the IRS Form SS-4 notice in order to open a business bank account. Your banker may be able to get you a copy.

Your accountant might have completed your EIN application form for you and may have a copy.

Call the IRS Business and Specialty Tax Line at (800) 829-4933. After providing your EIN and identifying information about your business, the IRS sends a copy of your EIN assignment letter by mail or by fax. For security purposes, the letter will be sent to the address or fax number the IRS has on file for your business.

» MORE: See our list of IRS phone numbers

A version of this article was first published on Fundera, a subsidiary of NerdWallet.

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SS4 Letter – What is it and how to get a copy of yours

When running a business it’s important to understand what legal documents are crucial to keep on file one of the most frequently used is the SS-4 Letter. 

When starting a new business the IRS makes you file a variety of forms to register an entity for tax purposes.

The most basic of these forms is a form SS-4. Essentially this is your EIN or Tax ID registration Card.

This form must be kept in a secure place because you will be required to provide the Form SS-4 during various phases of your business.

Acquiring a small business loan is one of them. The business loan process can be a bit overwhelming at times.

You need to research your loan options, gather documentation, and complete paperwork.

The thing is, more of us have enough on our plate and the loan process is wholly unfamiliar to us. Especially when it comes to the documentation that needs to be gathered to apply for a loan.

One such document is Form SS-4, which lenders may request when submitting your application.

What does a ss-4 form look like?

Here is what an ss-4 letter looks like after it is filed and submitter – 

If you’re unsure of how to get your Form SS-4 Letter, don’t worry, we’ve got you covered.

You might be thinking what is Form SS-4? Or,  What is an ss4 letter?

Form SS-4/ ss4 letter is an IRS form that corporations use to apply for an employer identification number (or EIN) Also known as an SS4 IRS Notification Letter which lists your EIN number and is a formal confirmation you may need frequently.

An EIN is required for several reasons, including:

• Federal tax reporting
• Opening a business bank account
• And applying for a business license

In a nutshell, your EIN is what the IRS uses to identify your business and Form SS-4 Letter is the official IRS form that allows you to obtain an EIN number. 

How do you know if you need an EIN? An EIN is required for your business if:

• You have employees
• You’re applying to obtain a business bank account, license, or credit
• Or operate as either a partnership or corporation
• Are operating under any class of incorporation (LLC, S-Corp, C Corp, Non profit ) instead of being a sole proprietor

How to get a copy of your Form SS-4 / EIN Assignment Letter

If you don’t have a copy of Form SS-4 , or have not yet applied for an EIN, you can now use the IRS’ online application tool to submit your Form SS-4 and obtain it.

If you do not wish to apply online through the online application tool on the IRS website you can complete a form and send it off it to the department of treasury.

This is IRS Form SS-4:

If your lender requires a Form SS-4 copy, you’ll need to provide a copy or obtain proof of having submitted the form to the IRS.

Keep in mind that the IRS won’t give you a copy of Form SS-4 itself if you’ve already filled it out previously, but rather an EIN assignment letter which will serve as proof to lenders of having submitted Form SS-4 to the IRS and obtained your EIN.

Here’s how to obtain a copy of your EIN assignment letter:

Step 1: Grab your EIN

First, you’re going to need your EIN handy, so if you don’t know it you can find it on either:

• Any bank accounts that you opened under the corporation required a Tax ID – call your bank to retrieve a copy.
• Or prior corporate tax returns

Once you have your EIN, you’re ready for the next step.

Step 2: Call the IRS

Now, it’s time to take your EIN and call the IRS’ Business & Specialty Tax Line at (800) 829-4933.

The B&S Tax Line is open between 7 A.M. and 7 P.M., Monday through Friday, so make sure you call between those days and hours.

Step 3: Provide the B&S Tax Specialist with your information

Next, once you’ve been connected with a B&S Tax specialist, provide them with the requested information about your company for verification. This will include your EIN and is the reason you gathered it in the previous step.

You’ll also need to verify that you yourself are an authorized contact from within the company. This typically means you’ll be asked to provide your title in the company.

Step 4: Request a copy of your EIN assignment letter

Once verified, all you need to do is request a copy of your EIN assignment letter from the specialist.

It’s important that you not try to request a copy of Form SS-4 as the IRS doesn’t authorize providing copies of completed tax documents like Form SS-4 letter. You need to request a copy of your EIN assignment letter specifically.

Also, keep in mind that, in most cases, the IRS will mail the requested letter copy to the corporate address on file. You can also offer an alternative address or business fax, though, if you need it faster for your loan application.

Get your Form SS-4 Letter

Obtaining a copy of Form SS-4 is just one document required to apply for and obtain a business loan. However, as you can see it’s not at all difficult to obtain. All it requires a bit of know-how and some time spent on the phone.

Whether you’re already beginning the process of obtaining a business loan or are considering it for the future, it’s wise to begin collecting the necessary documents now so you’ll have less to worry about later.

Plus, you’ll avoid any potential delays when applying, which is especially important if you’ll need the funds fast when it comes time to apply.

The Form SS-4 Letter is very important to keep on hand. You never know when you will need it.

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How to get IRS Form SS-4 for your company

File IRS Form SS-4 to get an Employer Identification Number (EIN) so you can hire employees, open a business bank account, or change business structures.

Ready to start your business? Plans start at $0 + filing fees.

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Updated on: February 22, 2024 · 8 min read

What is an SS-4?

When does your business need to fill out irs form ss-4.

• What does an SS-4 Form look like, and what’s included?

What information do you need for an EIN application?

How to complete form ss-4, 3 ways to file form ss-4, how to get a copy of your ss-4 form, why get an ein for your business.

Whether you want to hire employees, open a business bank account, or apply for an operating permit, your business needs legal recognition. An employer identification number (EIN) identifies your company for legal and tax purposes. But you can only get one if you file an SS-4 form with the Internal Revenue Service (IRS). 

An EIN will allow your business to expand or adapt to new challenges, and proper filing can ensure you get your new tax ID in time for smooth operations. To help your growing business along, we'll explain SS-4s, EINs, and how to move through the application process.

IRS Form SS-4 is the application form for an employer identification number (EIN). Like other tax ID numbers, EINs aren't issued automatically; you can only receive an EIN by filing this specific form. 

Not just anyone can fill out and submit Form SS-4. The IRS wants a "responsible party" to complete the document, with or without help from an attorney. The IRS defines a responsible party as the owner or individual who exercises effective control over the entity. Government entities can also serve as responsible parties.

EIN definition

An EIN is a taxpayer identification number (TIN) required for certain businesses and other entities. EINs don't only apply to employers or owners; they identify an organization itself. EINs allow a company or other entity to:

• File certain forms with the IRS
• Legally operate under local or federal laws
• Open business bank accounts
• Apply for business licenses

Note: A Social Security number, individual taxpayer identification number, and employer identification number are all different TINs. An EIN has nine digits, the same as a Social Security number. However, it uses one dash instead of two, such as 66-6666666.

Why do you need an SS-4 for EIN verification?

Banks and other lenders need to verify a business' EIN before lending to them. Since SS-4s go through the IRS, lenders consider them the most reliable source, unlike tax returns or W-9s that could contain typos. Ultimately, sharing an EIN with Form SS-4 speeds up the underwriting and lending process. 

What’s the difference between a W-9 and an SS-4?

SS-4s help businesses apply for an EIN, while Form W-9 allows companies to share and verify their EIN with other entities. Over a business's life cycle:

• Form SS-4 provides the tax ID (EIN) it needs to operate
• Form W-9 shares that same tax ID (EIN) with business partners for payment, ID verification, or compliance purposes.

Note: As mentioned above, lenders may not accept a W-9. Other organizations may prefer an SS-4, as well.

• Files business taxes as anything but a sole proprietorship
• Hires employees and pays employment taxes
• Pays alcohol, tobacco, firearm, or excise taxes
• Operates as a limited liability company (LLC), partnership, or corporation
• Opens a business bank account
• Has a qualified retirement plan (also called a Keogh plan)
• Applies for certain permits or licenses

In other words, your business needs an EIN unless you’re a sole proprietor who doesn’t pay employment, alcohol, tobacco, firearm, or excise taxes. However, sole proprietors can still choose to operate under an EIN at their discretion.

What does an SS-4 Form look like, and what’s included ?

An SS-4 looks like a standard IRS document. Like most business-oriented IRS forms, it contains sections for different types of business information:

• Section 1: Lines 1–7 account for general business information. This includes the entity’s names, addresses, and your responsible party. 
• Section 2: Lines 8–9 confirm your business structure. 
• Section 3: Lines 10–18 highlight business activities and why you need an EIN.
• Third-party designee: This section allows you to appoint a third party who receives the EIN and answers questions about the form. Business partners and lawyers often work as designees. 
• Name and signature: The bottom portion where a responsible party signs and dates the form. 

You will need the following information to complete the form, including:

• Legal name of your business
• Trade name of your business, also called a DBA, if you will operate under a name that is different from the legal name
• Optional “in care of" person if you wish to designate someone to receive tax information
• Mailing and street addresses of the business
• County and state where the principal place of business is located
• Responsible party—this is typically the owner, a general partner, or a principal officer
• Social Security number, Individual Taxpayer Identification Number, or EIN of the responsible party
• Business entity type (e.g., sole proprietorship, partnership, LLC, corporation)
• Date your business began or got acquired

In addition, you will need to provide information about your business’ expected employees, principal activities, and history. 

An EIN will allow your business to expand or adapt to new challenges.

You can complete the application by planning ahead, obtaining the right documents, filling out the application, authorizing the form, and sending it to the IRS. 

1. Plan ahead: How long does it take to complete Form SS-4? 

Businesses can complete Form SS-4 within an hour with the right information on hand. Owners with less IRS experience can also consult a tax expert for help. Depending on your application method, you may have to wait days or weeks to receive your EIN. The average turnaround times include:

• Mail: Four to five weeks
• Fax: Approximately four business days
• Online: Immediately after the IRS verifies your information

2. Obtain the form and your business info 

As with other IRS forms, you must prepare information such as the business’s legal name, address, and current tax ID (see the full list of items above). You can find this information on tax statements, founding documents, and other federal or state forms. 

How to get Form SS-4

There are three ways to obtain an SS-4 form from the IRS. You can obtain the document from:

• The IRS website
• Your local IRS office
• Mail order forms 

Applicants can also obtain an SS-4 from local libraries or various tax websites. 

3. Fill out the application

An SS-4 includes sections for business and designee information. While the designee section is optional, it can ensure your EIN falls into the most qualified hands. To ensure accuracy, you can ask a lawyer to review the form. They will make sure the SS-4 reflects accurate business information. 

4. Authorize the document

A responsible party must sign the SS-4. The responsible party is the fiduciary of an estate or trust, the president or principal officer of a corporation, and the owner or authorized member of other business structures. 

• Fiduciary of an estate or trust example: An executor, guardian, or conservator of an estate will qualify. 
• Principal officer of a corporation example: Chairs, CEOs, COOs, CFOs, and vice presidents may all qualify as principal officer. 
• Other authorized member example: Secretaries, controllers, treasurers, or top managers can authorize the form at a principal officer’s request. 

5. Send your SS-4 to the IRS

After reviewing the form, you can send it to the IRS for review—submission methods include online, by fax, and by mail. 

You can find details on the full submission process below.

Note: If they encounter any issues, they will contact you or the form-appointed designee. 

There are three ways to file an SS-4 form with the IRS: online, through fax, or by mail. Even if you file your form via fax or mail, you should consult the IRS website to ensure you send it to the correct fax number or address, as these may change over time.

Online filing process

You can complete the form and file it on the IRS website. This will enable you to get your EIN immediately.

Fax filing process

You will get your number in about four business days if you file by fax. The correct fax number depends on your location:

• If your principal place of business or legal residence is in one of the 50 states or the District of Columbia, fax your SS-4 to 855-641-6935. 
• If your principal place of business and your residence is outside of the U.S., fax it to (855) 215-1627 from inside the U.S. or (304) 707-9471 from outside the U.S.

Be sure to check the most current version of the IRS Instructions for Form SS-4 and the most current version of the SS-4 form itself to be sure you have the most current information.

Mail filing process

It will take about four weeks to get your number if you file by mail. Send Form SS-4 to Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999. Check the current version of the IRS Instructions for Form SS-4, and the SS-4 form itself, to be sure you have current information.

You can obtain a copy of your verified SS-4 by:

• Returning to the IRS online portal where you applied for an EIN. From here, you can re-download the form as a PDF.
• Contacting the IRS at its Business and Specialty Tax Line and EIN Assignment line. The number is: (800) 829-4933. 

While you may not need an EIN to operate, getting one opens the door to new avenues of growth.

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What Is Form SS-4?

Form SS-4 Explained

Who Uses Form SS-4?

Where to get form ss-4, how to fill out form ss-4, can form ss-4 be e-filed, where to mail form ss-4, a word of warning about form ss-4.

Form SS-4 is used by small businesses to apply for a Tax ID/ Employer ID Number (EIN) from the IRS. The form is used for identification of employers, but the number is required for other legal purposes as well. You'll most likely be required to provide an EIN to open a business bank account, as well as for loan applications and for accepting debit and credit cards.

There's no fee to apply for an Employer ID Number from the IRS.

Form SS-4 is a request made to the IRS to assign an EIN to your business. The EIN is nine digits, similar to a Social Security number for individuals but assigned to businesses. Submitting Form SS-4 establishes a tax account for your business tax with the IRS.  

Corporations, partnerships , estates, and trusts can use Form SS-4 to request a business tax account and EIN. Sole proprietors don't typically need EINs because they file their tax returns under their Social Security numbers, but they can apply for one if they want to.  

You might also have to resubmit a Form SS-4 if you already had an EIN, but the organization structure or ownership of your business has changed.  

The IRS provides Form SS-4 online . You can download it, print it out to complete by hand, or fill it in online then print it out. The IRS also provides an online application , but it times out if you take a break and don't keep entering data for a while.

It can be a good idea to print out and work on a draft copy first before you actually apply because Form SS-4 is relatively complicated.

You'll need some information at your fingertips to get started:

• Your business's legal name, its DBA/fictitious name, and address
• The legal business entity you'll be forming, such as a corporation, partnership, sole proprietorship, or LLC
• Whether your LLC is one-member or multiple-member, if this is the entity you've chosen
• Information about your responsible party
• An estimate of how many employees you'll have and how much you anticipate paying them each year

Now you can move on to the various lines on the form.

Line 1: Legal name of entity

This is the business name that every transaction and record will be linked to, so be sure it's absolutely correct. Enter your own name, not the business name, if you're a sole proprietor and applying for an EIN. Enter the business name exactly as it appears on your business registration with your state if you're a corporation, partnership, or LLC.

Line 2: Trade name of the business

Use the "DBA" or fictitious name under which you'll be operating the business. For example, its legal name might be Smith and Smith, LLC, but the operating name might be "Smith Accounting Services." Your operating name is what appears on your signs and other items that customers and clients will see.

Be sure you use the same name (either the legal name or the trade name) on all filings with the IRS to avoid confusion.

Line 3: Executor, administrator, trustee, "care of" name

Use the full first name, middle name, and last name of the person who will be in charge of all legal matters for your business. It should be your “principal officer, general partner , grantor, owner, or trustor," according to the IRS.

This is usually the same person listed on line 7a and the registered agent for an LLC or corporation. Include the Social Security number, ITIN, or EIN of this person or entity.

Lines 4a, 4b, 5a, 5b, and 6

These lines are for your business mailing address, street address, and the county and state where your principal business is located. Leave lines 5a and 5b blank if your street address and mailing address are the same. Line 6 is for the physical location of your business.

Line 7a: Responsible party

This is the individual who will control, manage, or direct the business and its income and assets. According to the IRS, it's the "principal officer, general partner, grantor, owner, or trustor."  

Lines 8a, 8b, and 8c

These items are important if you're setting up an LLC. You must provide information in line 8b, "Number of members," and in 8c, "Organized in the United States" if you answer "yes" on line 8a.

Designate your type of business entity here. This is relatively simple unless you have a limited liability company. You'll have to make some distinctions if you have an LLC:

• You're considered by the IRS to be a " disregarded entity " if you're a single-member LLC.
• You would typically be taxed as a partnership if your business is a multiple-member LLC. Check "Partnership" at line 9a if you want your multiple-member LLC to be taxed this way.
• Select the "corporation" option if you want your limited liability company to be taxed as a corporation .

Check with your tax professional if you aren't sure what type of entity to select, or if you don't see your business type listed. The IRS emphasizes that what you check isn't an official election of a tax type. Actually electing a way to be taxed must be done with a different form.

This is for corporations. It asks you to name the state or country where you're incorporated.

Check the reason you're applying for an EIN. For example, you would check "Started a new business" if this is the case and provide a very brief description of your business. You don't have to go into a lot of detail.

Line 11: Date business started

You can choose any reasonable date, such as the day you actually opened your doors and began serving customers. Enter the date you first owned the business or the date you owned it as the business type you cited on line 9a if the business already exists.

The start date is important if you're starting around the end of your fiscal year.

Check with your accountant or tax attorney about the tax implications of startup dates and closing months.

Line 12: Closing month of accounting year

Select your fiscal (financial) year by designating the closing month. This would be December 31 for businesses operating as sole proprietorships , but there may be other reasons for choosing a different date.

This line asks you to select the highest number of employees you expect to hire in the first 12 months. Put the number under "Other" unless you're running a farm or you're hiring household help .

Consider whether you're likely to owe less than $1,000 in employment tax liability for Social Security, Medicare, employee income tax withholding, and unemployment taxes. Mark "no" if you'll have no employees, or if you'll be paying less than $4,000 in wages to all employees over the course of the year. Talk to your tax advisor if you aren't sure.

Complete this item if you'll have employees. Enter the estimated date of your first payroll.

Enter the business classification that best fits your type of business, or enter "Other" and specify what it is. Form SS-4 instructions include detailed definitions of these categories to help you along.

Provide more information on the types of products or services you'll be selling or providing. For example, you might add "dental office" if you checked "health care," or add "coffee shop" if you checked "retail."

Indicate whether your business has ever applied for or received an EIN previously under the legal name you gave on line 1. You can include the name and address of a "third-party designee" to receive your EIN and represent you. You might want your attorney to perform this function.

Finally, sign the form, noting that you declare the application to be "true, correct, and complete." You'll immediately receive your EIN if you've completed Form SS-4 online or by phone.

Print out the page or write down your EIN. You'll need it for a lot of documents and other applications during startup. You'll also receive a confirmation by mail, which you should keep in a safe place.

You can apply online, by phone, by mail, or by fax, but you can't e-file Form SS-4.

Mailing Form SS-4 to the correct IRS address depends on whether you have a principal office, principal agency, or legal residence in the United States. The IRS provides the applicable addresses on its website.

This article is intended to provide general guidelines for new business owners. Form SS-4 is complicated, and this isn't intended to provide legal or tax advice or give you specifics on how to complete the form.

Each business situation is different and your tax professional may have specific directions for you. Please consult with your attorney or CPA to make sure you're in compliance with the tax laws and that you receive the best tax advantage for your specific situation.

Key Takeaways

• IRS Form SS-4 is a business application for an employer identification number (EIN).
• The form and the number establish a business tax account with the IRS.
• The form is for corporations, partnerships, estates, and trusts. Sole proprietors can do business under their own Social Security numbers, but they can apply for an EIN if they elect to do so.
• Form SS-4 can be filed online or mailed to the IRS, but it can’t be e-filed. You can also apply by telephone.

IRS. " Instructions for Form SS-4 (12/2019) ." Accessed Aug. 9, 2020.

IRS. " Employer Identification Number Understanding Your EIN ," Page 3. Accessed Aug. 9, 2020.

IRS. " Frequently Asked Questions / Form SS 4 & Employer Identification Number (EIN) 2 ." Accessed Aug. 9, 2020.

IRS. " Apply for an Employer Identification Number (EIN) Online ." Accessed Aug. 9, 2020.

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What Is Form SS-4? Applying for an EIN for Your Business

Some businesses are required to have a Federal Employer Identification Number (FEIN). FEINs, or EINs, are used by employers and other businesses for tax filing and reporting purposes.

FEINs work similarly to Social Security numbers. When you include your business’s unique nine-digit number on documents, the IRS can easily identify your company.

One way to apply for this taxpayer identification number for your business is to file Form SS-4. What is Form SS-4?

Form SS-4, Application for Employer Identification Number, is a form you file with the IRS to apply for an EIN .

On this FEIN form, you must provide information about your business, including your business’s legal name, address, type of business structure , and reasons for applying.

Prior to 2007, completing Form SS-4 and filing it with the IRS was the only way business owners could apply for EINs. However, the IRS also lets businesses apply online. Business owners who apply online enter their information and, if they are accepted, instantly receive their EIN.

Who needs to file Form SS-4?

You need to file Form SS-4 if your business is required to have an FEIN.

You must have an EIN if:

• You have employees
• You’re structured as a corporation or partnership
• You meet other IRS requirements

When you file documents like Form W-2, you must include your EIN. That way, the IRS can identify your business.

Although you now have the option to conveniently apply for your FEIN online, some businesses prefer filing Form SS-4.

So, if you are required to have an FEIN and don’t want to apply online, you need to file the SS-4 form.

Download our free guide to learn what you need to do before, during, and after hiring your first employee (e.g., employer registration, payroll decisions, etc.).

Where to send Form SS-4 application

You must send Form SS-4 to the IRS. You may either mail or fax the form.

Mailing IRS Form SS-4 takes the longest time. According to the IRS, applications take up to four weeks to process if you mail them. If time is not an issue, you can complete Form SS-4 and send it to:

Internal Revenue Service

Attn: EIN Operation

Cincinnati, OH 45999

Filling out Form SS-4 and faxing it to the IRS is a less lengthy process than mailing it. If you provide a return fax number, the IRS will send your EIN within four business days. If your principal business, office or agency, or legal residence is located in one of the 50 states or D.C., fax your form to 855-641-6935.

Form SS-4 instructions

To file Form SS-4, you need a copy of the official document. You can find Form SS-4 online on the IRS’s website . Type directly in the PDF or print the form and record your answers by hand.

The form first asks you information about your business, including legal name of business, address, and name of responsible party. You will also need to provide your Social Security number on the form.

Next, the application will ask you how your business is structured. Your business might be structured as a:

• Sole proprietorship
• Partnership
• Corporation

You will also need to provide the reason you are applying for your EIN. Did you start a new business? Have you hired employees? The form lists many reasons for applying, so make sure you know why you’re applying.

The IRS also wants to know information about your industry, the date you first paid wages, and what kind of products or services you provide.

There is other information you will need to provide on Form SS-4, so be sure to read and fill it out carefully.

What to do if you need a copy of Form SS-4

Before you send in Form SS-4 to the IRS, you should make a copy of it to keep for your records. You cannot ask the IRS for a copy if you lose yours or forget to make one.

When you receive your EIN, make sure to keep it in a secure location. If you lose your EIN, do not fill out Form SS-4 again. Instead, look for copies of documents you’ve recorded it on. If you still cannot find it, you can call the IRS’s Business & Specialty Tax Line .

Although the IRS won’t give you a copy of Form SS-4, you can ask them to give a copy of your EIN assignment letter by calling the Business & Specialty Tax Line.

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This article has been updated from its original publication date of July 2, 2018.

This is not intended as legal advice; for more information, please click here.

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What Is a Form SS-4 & How Do I Get a Copy of Mine?

Running a business involves a lot of information and new documents. You’re probably learning that you have a business credit score for example, and that you can check it for free with places like Nav . If you’re filing your business taxes or thinking of applying for business financing for the first time, you might be scrambling to find a few things for the application. One thing that likely stands out is your Employer Identification Number (EIN), a unique nine-digit number assigned to your business by the IRS. You can think of it as your company’s social security number. In order to know what your EIN is, you’ll need to file  Form SS-4 with the IRS. Once the IRS has assigned an EIN to your business, you’ll receive your Form SS-4 notice, which serves as verification of your EIN to potential lenders.

The Form SS-4 notice differs from the Form SS-4 in that a Form SS-4 is simply the application for an EIN, and the notice is proof that you have an EIN.

Why You Need Your Form SS-4 Notice

Anytime you apply for a business loan, you’ll likely see ‘Form SS-4’ listed as one of the required documents. Be aware that this does NOT refer to the Form SS-4, but to the Form SS-4 n otice , which is proof that your entity has been issued an EIN by the IRS. It’d be like submitting your application for a driver’s license instead of providing the actual issued license, although there are no cards issued for an EIN.

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You won’t be able to use your tax returns as verification of your EIN, because errors on business tax returns are common and your lender knows this. Without the Form SS-4 Notice, your loan application process could be delayed, putting your business behind schedule on any big plans you may have.

How to Get Your Form SS-4 Notice

Form SS-4 , the application for an EIN, is available online. You’ll need information about your business, including the administrator or trustee of your business, and name of responsible party along with their social security number or tax ID. You’ll also need to know what type of entity your business is (sole proprietor, partnership, corporation, non-profit, etc.). You can apply online as well.

While your Form SS-4 notice will usually arrive within two weeks, it is recommended that you apply at least four or five weeks prior to when you need your EIN in case of any hangups in the process. That means you should look ahead to when you anticipate you’ll be applying for credit, filing taxes, or any other activity for which you’ll need your EIN, and time it out correctly.

What If I Lose My Form SS-4 Notice?

In the unfortunate situation that you can’t find your Form SS-4 notice, you will not be able to receive a new physical copy. However, hope is not lost. You can contact a lender with whom you previously applied for credit, check old tax returns, or look for the computer-generated notice that was sent to you when your entity was issued an EIN. You should always verify in this situation that you have the correct number by calling the IRS . As long as an authorized person makes the call and has verifiable information available, they should be able to provide the number over the phone.

Despite stereotypes, the IRS has a system in place to help you out in this situation. Be sure to use the resources available to make sure your information is in your hands and correct. By having all the necessary information in place, you can be prepared to take the next steps with your business.

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This article was originally written on June 15, 2018.

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Connor Wilson

Connor Wilson is Nav's Content Manager. With experience in loan underwriting and credit review, he brings a strong desire to help business owners make the best financial decisions possible to every piece he writes and edits.

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What is IRS Form SS-4? A Step-by-Step Guide to Getting an EIN

Explore what IRS Form SS-4 is, why it's important, and how to fill it out correctly to get your Employer Identification Number (EIN).

Purpose of the SS-4 Form

Required information on the ss-4 form, the application process for an ein, how to file online, why file online, what to do if you can’t complete it online, third party designee, form ss-4: the first step in your entrepreneurial journey.

Key Takeaways

• IRS Form SS-4 is used to obtain an Employer Identification Number (EIN) for your business or other entity such as a trust or estate.
• The SS-4 form requires detailed information about the business, including the legal name, business type, and reason for applying.
• You can apply for an EIN directly through the IRS website or by mailing or faxing your SS-4 form.
• Filing your SS-4 online is faster and simpler, and in many cases, you’ll receive your EIN immediately.

The Federal Employer Identification Number (EIN) Application, otherwise known as IRS Form SS-4, is an official document used to request a Federal EIN. Essentially, you apply through Form SS-4 to obtain a unique nine-digit number that can be considered the Social Security number for your business entity.

An EIN is necessary for certain businesses, as it allows the IRS to identify your business for tax purposes when it is not appropriate to use your Social Security number. The EIN can be used in various business activities such as opening business bank accounts and paying employment taxes.

An EIN isn't just a recommendation, but it's often a requirement for many types of businesses. Let's explore some of the reasons why a business needs an EIN:

• Business Formation: When you form a business structure like a corporation or a partnership, an EIN is generally required, as it provides an ID for your business for tax purposes.
• Hiring Employees: If you're a business owner planning to hire employees, the IRS requires you to have an EIN to handle employment taxes, employee tax withholdings and reporting.
• Opening Business Bank Accounts: Traditional banks and online financial institutions often require an EIN to open business bank accounts. Having a separate business banking account can also help to differentiate personal finances from business transactions, aid in bookkeeping, and make tax time more straightforward.
• Obtaining Business Licenses and Permits: Business licenses and permits often require businesses to provide their EIN.
• Forming certain Trusts, Pension Plans, or Non-Profits: Certain entity types that aren't necessarily traditional businesses also often need an EIN. These can include trusts, pension plans, and non-profit organizations.

The SS-4 form requires detailed information about the business. This includes the legal name and taxpayer identification number (TIN) of the sole proprietor or authorized individual, details about the business type, and the reason for applying for an EIN.

Let's break down the key elements of the SS-4 form:

• Legal Name and Trade Name : Include your official business name and, if different, the name your business operates under.
• Executor, Administrator, Trustee, or “care of” name : The person handling the application process on the company's behalf.
• Mailing Address : The primary address where the business receives official mail.
• County and State where Principal Business is located : The physical business location.
• Entity Type : Specify your business structure (corporation, partnership, sole proprietorship, etc.).
• Reason for Application : List out why you need an EIN. This can range from starting a new business, hiring employees to changing organization type.
• Third Party Designee : If a third-party is handling this process, include their info.
• Business Details : Information about the goods you sell, services you provide, or other relevant activities.

Filing online for an EIN can be done directly through the IRS website. The immediate processing of forms ensures a streamlined application process. But don't worry if you can't apply online; there are alternative methods available.

Filing your Form SS-4 online is the faster and cleaner way to process your application. Visit the IRS website, navigate to the online registration process, and follow the step-by-step instructions.

Filing the SS-4 form online comes with several advantages. Along with being free, it's quicker and can be done anywhere, anytime. Once you submit the form, the information is processed immediately, and, if eligible, you’ll receive your EIN instantly. This speedy process can help streamline your business operations.

TurboTax Tip: Keep a copy of your EIN in your records after completing your form SS-4. This can be useful for future reference, such as if you need to verify your EIN later and simplify your daily operations and annual tax filing.

If you can't apply online, alternative options include mailing or faxing your SS-4 form to the IRS. Although these methods take longer, they still serve as viable ways to acquire your EIN.

If you'd rather have someone else complete the SS4 form process for you, you have the option of designating a third party to handle your application.

IRS Form SS-4 includes a section where you can specify a third party designee. This person acts on your behalf. They receive the EIN once it's assigned and can answer questions about the completion of Form SS-4.

Who can be a Third Party Designee? We're talking about either individuals you trust (like a family member or close friend) or professionals such as your accountant, attorney, or a paid tax preparer. It's someone who's familiar with your financial details and whom you trust to represent you accurately and responsibly.

The designee will need to provide their name, address, phone number, and their relationship to the business owner or company on the form.

Remember, you're giving considerable permission to your designee, so it's essential to take caution. Ensure that they fully understand their responsibilities and can handle the role effectively. Once your application is approved and you have received your EIN, the third-party designee’s authority to act on your behalf concludes.

Starting a business can feel complex, but the good news is the IRS SS-4 Form is straightforward and will secure the all-important EIN for your business. This isn't just paperwork; it’s concrete progress toward launching your business.

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The above article is intended to provide generalized financial information designed to educate a broad segment of the public; it does not give personalized tax, investment, legal, or other business and professional advice. Before taking any action, you should always seek the assistance of a professional who knows your particular situation for advice on taxes, your investments, the law, or any other business and professional matters that affect you and/or your business.

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TurboTax Online: Important Details about Filing Form 1040 Returns with Limited Credits

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SS-4 for LLC: Everything You Need to Know

The SS-4 for LLC form, is an Internal Revenue Service document that companies use to obtain an employer identification number. 3 min read updated on February 01, 2023

The SS-4 for LLC form, also known as the Application for Employer Identification Number, is an Internal Revenue Service document that companies use to obtain an employer identification number. The IRS doesn't give you a physical copy of Form SS-4, but they will provide a copy of your EIN assignment letter to keep with your business records.

What is Form SS-4?

There's a lot of paperwork involved when applying for a small business loan. These documents are often complex and require excessive documentation, which can be overwhelming. Some lenders require a copy of IRS Form SS-4 as part of the loan application process.

Form SS-4 or the Application for Employer Identification Number is the form used to apply for an EIN from the IRS. The EIN is required for various business purposes, including opening a business bank account or federal income tax reporting. Essentially, the EIN is what the IRS uses to identify your business, similar to how they use your Social Security number to identify you as an individual.

You will need to apply for an EIN if your business:

• Hires employees
• Operates as a partnership or corporation
• Opens a bank account
• Needs to obtain a license
• Applies for business credit cards

The IRS has streamlined the application process by moving it online. Instead of requiring the SS-4 paper form, the IRS now asks a series of questions.

Getting a Copy of Your SS-4 Form

Whether you've been in business a while or you've recently opened shop, the IRS doesn't give you an actual copy of Form SS-4. Instead, they will issue another copy of your EIN assignment letter upon request. This letter serves as your EIN verification and will satisfy prospective financial lenders.

To obtain a copy of your EIN assignment letter, call the IRS Business & Specialty Tax Line at 800-829-4933 and give them your EIN. You can look up your EIN on your corporate documents or previous company tax returns if you're not sure what it is.

The IRS tax specialist will verify your identity over the phone for security purposes, so they may ask for your business name, commercial address, or your job title within the company. You must be an authorized person in the business, such as a partner, officer, or LLC member, to obtain the EIN over the phone. Once the tax specialist has verified your identity, they will arrange to send a copy of your EIN assignment letter by fax or mail.

Remember, the IRS will send official documents to the business address on file, so make sure to provide an alternate address if you wish to receive it elsewhere.

Although not every lender will ask for a copy of your EIN assignment letter, it's a good idea to have it in your company records for whenever the need arises. If you expect to apply for business financing at any point in the future, it's best to request a copy of the EIN assignment letter now rather than later.

How to Fill Out an SS-4 Form for Your LLC

When filling out an SS-4 form , make sure you include all of your LLCs information in sections 1-7a. Be sure to include a P.O. Box, if applicable, in section 4a. You'll also want to include your company's trade name in section 2 if it is different from your LLCs actual name.

Skip section 3 if it doesn't apply to your business. In section 7b include your Social Security number or the SSN of the LLC owner.

Check “Yes” in section 8a since you're registering an LLC. Include the number of LLC members in section 8b. Enter “1” if it's just you.

Section 9a can be confusing if you're not sure which option to choose. If you're the sole member of your LLC, you'll probably want to check “Other (specify)” and write in the phrase “Disregarded Entity – Single Member LLC.” Consult a lawyer if you're not sure which one to choose. Ignore section 9b.

Section 10 is for designating why you're applying for your LLC. Most people check the first choice, “ Started a new business ” and include a brief description of services. Include the official date that your business started in section 11. The remaining sections will vary depending on the LLC owner.

If you need help completing your SS-4 for LLC form, post your job on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.

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How to Find Your EIN Verification Letter From The IRS

Table of Contents

One of the many steps involved in starting a business is obtaining an employer identification number (EIN), which is also known as a federal tax identification number. This unique nine-digit number is used for all sorts of things required to run a legitimate business. After applying for your EIN, you’ll receive an EIN verification letter from the IRS.

You should hold onto this letter for as long as you own your business. But thankfully, if you lose it, you’re not totally out of luck. This article will cover everything you need to know about EINs and what to do if you lose your EIN confirmation letter from the IRS.

The basics of employer identification numbers

You can think of an EIN as being the equivalent of a Social Security number for your business. It allows your business to pay state and federal taxes—which is why the IRS sends verification letters—along with other essential aspects of your daily business.

In addition to paying taxes, you need an EIN to hire employees, open a bank account, and to apply for a business license. Of course, not all businesses need employees, but a business owner can get in a ton of trouble for operating without a license or not paying taxes. Additionally, having a business bank account is a smart way to help ensure you run a successful organization.

How to apply for an EIN

The IRS has taken a number of steps to make EIN applications easy for business owners. These are the options you have when applying for your EIN:

• Apply online: Filling out the online application is the easiest way to get an EIN. The information is validated upon completion of the application, so you receive your EIN immediately. However, keep in mind that you won’t get the confirmation letter until it arrives in the mail. This application process is available for entities with principal locations in the U.S. or U.S. Territories.
• Apply by fax: If you’re a taxpayer with access to a fax machine, you can fill out Form SS-4 and fax it back to the IRS. You’ll just want to ensure that all of the information is correct, as this option doesn’t have instantaneous confirmation like the online application. If your application is approved and you provide your fax number, the IRS will fax you back within four business days with your confirmation.
• Apply by mail: You can also submit Form SS-4 through the mail. However, the mail can be a bit slow at times, so this method of EIN processing takes around four weeks to complete. Again, you’ll want to double-check that every field is filled out correctly on your SS-4 form.
• Apply by telephone: International applicants can also apply by telephone Monday through Friday from 6:00 a.m. to 11:00 p.m. Eastern Time. This method simply involves telling an IRS agent all of your answers to the questions on Form SS-4. Applicants calling in must be authorized to receive EINs (which we’ll cover in the next section).

What is an EIN confirmation letter from the IRS?

The EIN verification letter from the IRS is a document that’s sent to business owners upon receiving their EIN. If you know your EIN off the top of your head, this letter will likely only be needed one time. You’ll just need to present a physical copy to open your business bank account.

However, that nine-digit number isn’t always easy to remember, so it’s not a bad idea to keep the verification letter in a safe place. Plus, you’ll need it if you need to open up a new business bank account.

How do I get my EIN confirmation letter?

Keeping your EIN verification letter from the IRS in a secure location (like a safe deposit box) is the best way to ensure you never lose it. But with so many documents to keep track of, it’s not out of the ordinary for these confirmation letters to go missing.

Although you don’t want to find yourself in bad standing with the IRS, the agency is fairly understanding when it comes to needing a new copy of your EIN confirmation letter, so they make it easy to get a new copy. Here are the steps to take if you misplace your IRS EIN confirmation letter:

• Call the IRS: If you need to contact the IRS, it’ll have to be over the phone. To get a copy of your verification letter, you can call them toll-free at 1-800-829-4933. This is the “business and specialty tax line.”
• Speak to an agent: Once you’re on the phone with an IRS agent, tell them you need a 147c letter—the document number for a new copy of your EIN verification letter from the IRS—and give them your EIN.
• Confirm your identity: Only authorized individuals can request a 147c letter. Even if you know your EIN, the agent will need to ask some questions to verify your identity. Examples of people who can request a 147c letter are business owners, partners in an LLC, corporate officers or anyone who has power of attorney over a company. In addition to providing your EIN, you’ll need to tell the agent your name, business address and the type of tax return you file.
• Choose how you’d like to receive your letter: Even though it’s the fastest way to receive documents, the IRS will never email you any sensitive information, so your only two options for receiving your 147c letter are through the mail or via fax. It’s not uncommon for mail from the IRS to take several weeks to arrive, so we recommend choosing the fax option if you need your 147c letter sooner rather than later.

What if my address has changed?

Getting a 147c letter is a bit more complicated if either your business address or personal address has changed since you started your company. If your business address changed, you’ll need to file Form 8822-B. And if your personal address changed, you’ll need to file Form 8822. You can download both of these forms online, but you’ll need to print them and mail them back to the IRS.

Can I get a copy of my EIN letter from the bank?

We get it—calling the IRS or waiting by the mailbox for your EIN verification letter from the IRS can be tedious. Thankfully, your bank can help you out! Although they can only provide you with a scan of your letter, this may be enough to accomplish whatever task you initially needed the document for.

Of course, you’ll want to verify that a scanned copy of the letter will suffice, but only waiting for a few minutes to get the document compared to several weeks is obviously preferable.

Get the small business banking help you need

The options are nearly limitless when you need to open up a small business bank account , but for a seamless banking experience, be sure to choose NorthOne. We’re committed to helping small businesses succeed and making life easier for business owners. Apply for an account today to start taking advantage of our innovative financial and organizational tools. Just be sure to submit your EIN verification letter from the IRS when you apply!

Eytan Bensoussan

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SS-4 Letter Examples

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Take a look at these SS4 letter examples and make sure you do yours correctly.

If you own a business in this current economic scenario, you must be well aware of the vast array of documentation and legal proceedings required to run your business successfully.

A document that you will often encounter when filing your business taxes or applying for a business loan is the Employer Identification Number (EIN). An EIN is a unique 9-digit number that is assigned for your business by the Internal Revenue Service (IRS) .

For the lender to approve your loan, you must submit your IRS SS4 letter to the lender. This allows them to evaluate, verify and approve the loan for your business venture.

This article will talk about what you need to know about the SS4 letter. We will also talk about the step-by-step procedure of obtaining a copy of the SS4 notice for your business.

What Is An SS4 Letter?

An SS4 letter is the official form number that the IRS has given for the “Application for Employer Identification Number” form. This IRS form plays a very crucial role in your business. 

The SS4 notice is required to file a requirement for filing income tax returns, file business loan applications, and get your EIN . Here’s what you need to know about the IRS SS4 letter, its importance, and how you can obtain the SS-4 form and EIN number for your business.      

• Before 2007, directly filing the SS4 form to the IRS was the only way for business owners to apply for EIN. Now, the SS-4 form can be submitted online (via the online portal in IRS.gov). When that is done,  the business owner gets instant access to their EIN.
• SS-4 is a prerequisite for the EIN. Once the IRS assigns an EIN to your company, you’ll receive an SS-4 form notice. This notice plays a vital role in the verification of your Employment ID number with potential lenders.
• The SS-4 form notice, also known as the IRS notification, is the formal confirmation from the IRS, which lists your EIN in their official directory.
• The SS-4 form/letter and SS-4 form notice are not the same. While the SS-4 letter is simply a number for the EIN application form, the SS4 form notice is the only valid proof of your EIN.

Let’s briefly talk about the EIN and learn more about why obtaining your Employer Identification Number provides you with countless advantages.

Why Do You Need An EIN?

Your EIN has a considerable part to play in a lot of business formalities. Your EIN is needed when you need to streamline your bookkeeping processes, open a business bank account, pay your employees, and establish your business credits. 

These are the most common uses for your EIN:

1. Federal Tax Reporting

The IRS uses the EIN as the main reference for generating tax reports for your business. They use your EIN and associate the number with the taxes to be charged to your business.

Without the EIN, the IRS identifies you as a private individual taxpayer. 

2.  Opening Up A New Account

An EIN proves your business’s legitimacy to banks. Banks are required to authenticate the credibility of new account applications because most business accounts deal with large sums of money.      

The EIN also authorizes you to apply for business loans by confirming and giving a unique ID of your business. 

3. Applying For A State License

Many states across the US require an EIN to allot a state license for the business.

The state license is a prerequisite for the company to conduct business activities within the state. A state-certified license boosts the overall credibility and ROI for a business in the long term. 

Having a state license also opens new opportunities for the business. Some agencies and organizations work only with businesses that can prove their license with the state.

How To Get A Copy Of An SS4 Letter?

As we already know, the SS4 form from the IRS is used for obtaining the EIN for your business. Your EIN needs to be verified using an  SS-4 notice because an invalid or erroneous EIN could result in multiple challenges, including tax return conflicts or even a potential tax audit.

In case you still haven’t applied for an EIN, we’ll be guiding you through the exact step-by-step procedure to get started with submitting the SS4 form and obtaining the EIN for your business. The best part about this is that you can log on to the IRS’s online portal to submit your SS-4. Here are the steps of what you need to do.

• Step 1: Visit the official IRS online application tool to submit and obtain your form SS-4.
• Step 2: During the application process, you’ll have to provide your name, mailing address, Social Security Number, and other information.
• Step 3: Some fields might ask you to enter financial data like annual gross receipts.
• Step 4: Once all information has been submitted on that page, you’ll be prompted to answer questions like the type of taxpayer you are, etc. (Sole proprietor, partnership, or corporation) 
• Step 5 Once all required information is completed and filled out, click sign-up. After that, you’re all set to receive your EIN and SS-4 form notice from the IRS now.

Form SS-4 is a crucial document for a multitude of purposes. This includes obtaining an Employer Identification Number (EIN) from the IRS. Form SS-4 must be filed with your state’s Secretary of State to get started on incorporating and registering as an LLC or corporation .

What Are Examples of SS4 Letter?

There are many examples of SS-4 forms. These kinds vary from verification letters, application forms, etc. Let’s briefly talk about the three main ones that the IRS issues. 

SS4 EIN Registration Letter

Keep your EIN handy as you will need this to start processing payroll. Once you have applied for the EIN, keep a printed version of the SS4 Registration form because you will need this for the next steps of the process. In most cases, the form is usually sent by snail mail or via your email.

SS4 EIN Verification Letter (147C)

The only way to get the EIN verification letter or 147C  is to call the IRS at 1800-829-4933. 

You can either receive the EIN verification letter via mail or fax. Due to security reasons and data privacy, the IRS doesn’t send the letter via email. Sending the letter via email opens up many possibilities for security threats.

It usually takes 4-6 weeks for the letter to get to you via mail. If you have it sent to you via fax, the IRS will send it over while they have you on the line to ensure security.

Note: The IRS agent will ask, “Do you have a private and secure fax next to you?” ( Digital/online fax are acceptable.)

SS4 Confirmation Letter (CP575)

CP575 is the EIN confirmation letter sent to you by the IRS after you’ve received the EIN. This form could be obtained online if you also obtained your EIN online.      

The CP 575 and 147C are varying letters from a technical viewpoint, But still, both are official letters from the IRS and can be used for all significant business matters as per the US law.

IRS Form SS-4 is just one of the documents you need to get your business a loan. If you need more assistance associated with filing documents and business launching, contact us at Doola.io!

Do you need advice on how to get your form ss-4 letter for your business.

Setting up a business is complex and may leave you perplexed at times. Different forms, letters, verifications and so much more lie ahead. Getting the EIN is just the beginning. Although it may sound easy, it’s best to seek professional help to ensure that you don’t miss anything out.

This is YOUR business we’re talking about. Make it thrive and skyrocket by building a great foundation. Build a great foundation by ensuring that all legalities and business documentation are in place. ‍ Reach out to Doola.io today!

SS4 Letter Examples FAQs 

How can i get a copy of my ss4 letter.

You can request an alternative copy by calling the IRS Business and Specialty Tax Line. The phone number is (800) 829-4933, and the line is active from 7 a.m. to 7 p.m. (Local time) Monday through Friday.

What happens if I make a mistake on the SS4 form application?

If there is a mistake on your EIN application, you will most likely send a letter to the IRS to make changes. Include the following details in your letter:

• Full legal name and social security number (SSN) or Individual Taxpayer Identification Number (ITIN) of the responsible party
• The business’s full legal name
• The business’s mailing address
• The business’s EIN
• A brief yet detailed note about the information that needs to be changed
• A description of the correct information

Send the letter to the appropriate IRS office according to the state where your company operates. 

How do I get my IRS SS4 notification letter?

The best way to obtain a copy of an EIN notification letter is to contact the IRS. Follow the below process to obtain an SS4 notification letter from the IRS:

• Call IRS support at 800-829-4933.  
• Provide the legal name of your business and other details like address and phone number to the support team.
• Request them for a 147c letter; placing such a request is free.         

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Home Business IRS Tax Forms Form SS-4

IRS Form SS-4 | Application for Employer Identification Number

Use our Form SS-4 builder to request your Employer Identification Number (EIN) for your business from the IRS.

Updated September 21, 2023 Written by Yassin Qanbar | Reviewed by Brooke Davis

A Form SS-4, Application for Employer Identification Number (EIN) , is a United States Internal Revenue Service (IRS) form used to request a nine-digit Employer Identification Number.

An EIN is a unique nine-digit number assigned to businesses for tax reporting purposes, and it serves as a Social Security Number (SSN) or Taxpayer Identification Number (TIN) for a company. It is used for many business activities, including opening a bank account, hiring employees, and filing tax returns.

Why Do I Need to File Form SS-4

How to get an employer identification number (ein), eligibility criteria for ein application, tin vs. ein, how to apply, what if i no longer need my ein, form ss-4 sample, frequently asked questions, when to use.

You can use Form SS-4 if you need an EIN to file federal taxes or report information as an employer, corporation, partnership, estate, trust, or similar business entity.

The information on the SS-4 form is used to establish your business tax account, allowing the IRS to identify your business and its associated accounts.

There are many reasons why you would need to file the form and apply for an EIN, such as if you:

• Started a new business
• Hired employees
• Need to take out a small business loan
• Opened a business bank account
• Created a trust
• Created a pension plan
• Bought an ongoing business
• Are you administering an estate
• Are a multi-member LLC, or more

Only one EIN will be assigned to you per business entity, except when you enter a new partnership or own a group with multiple affiliated corporations.

Obtaining an Employer Identification Number is free and can be done via phone (for international applicants), fax, mail, or online. The process involves completing Form SS-4 on the IRS website .

Essential details required on the form include the company’s main officer’s name and taxpayer ID. Information like business type, purpose of applying, start date, and principal business activity must also be provided. To apply online, the business should be within the US or its territories, with EINs assigned immediately upon validation of details.

The Internal Revenue Service mandates that an EIN application must include a designation for a “responsible party.” This individual should have direct control or influence over the entity seeking the EIN, particularly in managing its assets and financial resources. The responsible party needs to be a natural person and cannot be a separate legal entity, with the exception being applications from government bodies.

Typically, this role is filled by the entity’s owner, general partner, grantor, trustor, or principal executive officer. In cases where two individuals are equally eligible, the entity has the discretion to appoint either as the responsible party.

Should there be a change in the responsible party, the entity is required to inform the IRS of this change within a 60-day window, utilizing Form 8822-B for this notification.

Distinguishing Between a Responsible Party and a Nominee

It is common for entities to appoint a nominee to represent them during their establishment phase or for an extended period. However, a nominee who has restricted authority does not meet the criteria to be considered as the responsible party for an EIN application. Applications that list a nominee in place of an actual responsible party are subject to rejection by the IRS.

Option for Third-Party Designees

The application form includes a provision for appointing a third-party designee. This appointee is authorized to obtain the EIN on behalf of the entity and to communicate with the IRS, especially in scenarios where the responsible party prefers not to engage directly in EIN-related procedures, apart from their inclusion in the application.

The Individual Taxpayer Identification Number (TIN) is a broad classification encompassing various numbers issued by the government to individuals and entities for tax purposes. An Employer Identification Number, also referred to as a Federal Tax Identification Number (FTIN), falls under this category.

Alongside EINs, there are other forms of TINs, such as Social Security numbers, which are widely used by individuals, and Individual Taxpayer Identification Numbers, designed for individuals who are ineligible to receive a Social Security number.

Applying can be done through various methods, each with its own processing time. The IRS offers different application channels to accommodate applicants’ needs, whether they are based domestically or internationally. Below are the key options for applying for an EIN:

• Online Application : Use the IRS EIN Assistant for an instant EIN.
• Fax Application : Send Form SS-4 to the designated fax number, with a processing time of four days.
• Mail Application : Mail it to the specified address; expect up to four weeks for processing.
• For Foreign Individuals without ITIN : Call the IRS International Tax Line at +1 (267) 941-1099 to apply for an EIN.

After an EIN is issued, it becomes a permanent identifier for your business, as the IRS does not cancel EINs. This number is vital for financial reporting, remaining linked to the entity even if no returns are filed. If an EIN is obtained but later deemed unnecessary, you can request the IRS to close your business account associated with that EIN.

This situation often occurs with startups that don’t launch. To close the account, send a letter to the IRS, including the business’s legal name, address, EIN, and closure reason. While the EIN stays active, the IRS business account is deactivated.

You can download our free SS-4 form in PDF format and fill it out independently.

What Happens if You Lose or Misplace Your EIN?

If you misplace your EIN, first check the notice from the IRS issued when your EIN was assigned. You can also contact your financial institution or look at previous tax returns. If these options don’t work, call the IRS’ Business & Specialty Tax Line at 1-800-829-4933 to have your identifying information ready.

Does My Business Need an EIN?

Yes , most business entities require one. This includes entities with employees, corporations, partnerships, and those filing certain tax returns (Employment, Excise, Alcohol, Tobacco, Firearms) or withholding income taxes on income other than wages.

How Do I Find an Employer Identification Number?

An EIN can be found on a tax return, applications for bank accounts or credit, state licenses or permits, or forms related to independent contractor work or business payments.

How Long Will It Take to Get an EIN?

You can receive an EIN immediately when applying online. If applying via fax, it may take up to two weeks. For paper mail applications, the IRS usually quotes a turnaround time of four to five weeks.

Who Does Not Require an EIN?

The following use cases do not require an EIN:

• Sole Proprietors : Those operating as sole proprietors without any employees can use their personal Tax Identification Number (TIN) in place of an EIN.
• Independent Contractors : Independent contractors are not required to have an EIN and can utilize their TIN.
• Non-Income Generating Trusts and Estates : While many trusts and estates must have an EIN, those that do not generate any income are exempt from this requirement.
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Online EIN: Frequently asked questions

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If you are unfamiliar with the Online EIN application, you may find this section helpful in answering your questions.

Q. When can I use my Internet EIN to make tax payments or file returns?

A . This EIN is your permanent number and can be used immediately for most of your business needs, including:

• Opening a bank account
• Applying for business licenses
• Filing a tax return by mail

However, it will take up to two weeks before your EIN becomes part of the IRS's permanent records. You must wait until this occurs before you can:

• File an electronic return
• Make an electronic payment
• Pass an IRS Taxpayer Identification Number (TIN) matching program

Q. Sometimes I don't know all the information required on the application. Why should I complete the application online when I can send in paper or fax with missing information?

A. Generally, you will receive your EIN immediately when applying online. When paper or faxed Forms SS-4 are submitted with missing information it will delay the issuance of your Employer Identification Number.

Q. The legal name of my business includes the symbol for a dollar sign ($). Does the IRS accept symbols as part of a business name?

A. No. The only characters IRS systems can accept in a business name are: 1) alpha (A-Z), 2) numeric (0-9), 3) hyphen (-), and 4) ampersand (&). If the legal name of your business includes anything other than those listed above, you will need to decide how best to enter your business name into the online EIN application. Following are some suggestions:

Q. What do I do if my entire address won't fit on your address line on the Internet application?

A . IRS systems only allow 35 characters on the street address line. If your address does not fit in 35 characters, please make sure you provide the most essential address information (i.e., apartment numbers, suite numbers, etc). We’ll then validate the address you’ve provided with the United States Postal Service’s database and offer you an opportunity to make any changes to the address, if necessary.

Q. Are any entity types excluded from applying for an EIN over the Internet?

A . No. All customers whose principal business, office or agency, or legal residence (in the case of an individual) is located in the United States or in one of the U.S. Territories can apply for an EIN online. The principal officer, general partner, grantor, owner, trustor etc. must have a valid Taxpayer Identification Number (Social Security Number, Employer Identification Number, or Individual Taxpayer Identification Number) in order to use the online application. Unless the applicant is a government entity, the responsible party must be an individual (i.e., a natural person), not an entity.

If you were incorporated outside of the United States or the U.S. territories, you cannot apply for an EIN online. Please call us at 267-941-1099 (this is not a toll-free number) between the hours of 6 a.m. to 11 p.m. Eastern Time.

Q. What if I forget the number I obtained over the Internet?

A. IRS records will be updated immediately with your EIN. Simply call (800) 829-4933 and select EIN from the list of options. Once connected with an IRS employee, tell the assistor you received an EIN from the Internet but can't remember it. The IRS employee will ask the necessary disclosure and security questions prior to providing the number.

Q. Do all the EINs obtained on the Internet start with specific numbers ?

A. Yes. The unique prefixes (20, 26, 27, 45, 46, 47, 81, 82, 83, 84, 85, 86, 87, 88, 92, 93, 99) identify the EIN as a number issued via the internet.

Q. Do I need a certain computer or software to obtain an EIN over the Internet?

A . No. You can go to IRS.gov through any computer that has Internet access. You should have a current Internet browser, which will allow you to view and complete the application process. However, you will need Adobe Reader installed if you would like to receive a confirmation letter online.

Q. Now that I have my EIN, when can I use it to make tax deposits?

A. Based on the information you submit on your application or if you indicate you will have employees, you will automatically be enrolled in the Electronic Federal Tax Payment System—EFTPS—so you can make all your deposits online or by phone. Within a few days you will receive by mail your EFTPS enrollment confirmation, as well as a Personal Identification Number (PIN) and complete instructions for using EFTPS. You will need to wait until you receive your EFTPS information in the mail before you can make a payment electronically. Once you receive your EFTPS confirmation package, you can begin making EFTPS payments.

EFTPS is a service provided free by the U.S. Department of the Treasury that allows individual and business taxpayers to initiate all Federal tax payments using the internet or phone. You can input your tax payments 24 hours a day, 7 days a week using a secure government website or an automated voice response phone system. Refer to Publication 4275, EFTPS Express Enrollment for New Businesses PDF  for additional information about EFTPS.

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