For businesses operating in the United States, an Employer Identification Number (EIN) is as crucial as a Social Security number is for an individual. This unique nine-digit number, assigned by the Internal Revenue Service (IRS), identifies your business entity for tax purposes. Whether you’re opening a business bank account, hiring employees, or filing taxes, your EIN is frequently required. But what happens when you need your EIN and can’t readily locate it? This guide will walk you through the most effective ways to find your EIN, ensuring you can access this vital information quickly and securely.
Understanding Your EIN: What It Is and Why It Matters
Before diving into how to find your EIN, it’s important to understand its significance. Think of your EIN as your business’s federal tax ID. According to the IRS, you’ll likely need an EIN if your business:
- Employs workers: If you have employees, you’ll need an EIN to report payroll taxes and comply with employment tax regulations.
- Operates as a corporation or partnership: Most corporations and partnerships, including Limited Liability Companies (LLCs) taxed as corporations or partnerships, require an EIN.
- Files specific types of tax returns: Businesses that need to file employment, excise, or alcohol, tobacco, and firearms taxes will need an EIN.
- Withholds taxes on income for non-resident aliens: If your business pays income (other than wages) to non-resident aliens, you’ll need an EIN to handle tax withholding.
Even if you aren’t legally required to have an EIN for federal tax reasons, you might still need one to open a business bank account or obtain state or local business licenses. It’s a fundamental identifier for your business in many financial and legal contexts.
Common Places to Find Your EIN
Losing track of your EIN is a common concern for business owners. Fortunately, there are several places where you can typically find your EIN. Here are the most common and reliable locations:
1. Your EIN Confirmation Letter (CP 575 or CP 575A)
When the IRS approves your EIN application, they issue a confirmation letter, typically Form CP 575 or CP 575A. This is the official document containing your EIN and is the first place you should look.
This letter is usually sent shortly after you successfully apply for your EIN, whether you applied online, by mail, or by fax. Businesses often keep this important document in their permanent records. Check your business filing cabinets, folders for legal documents, or digital storage locations where you store important business paperwork. If you applied online, you might have downloaded or printed the confirmation immediately after application completion.
2. Business Bank Account Documents
Banks require your EIN to open a business account. Therefore, your EIN is likely documented within your bank account paperwork. Review the documents from when you initially opened your business bank accounts. This could include account applications, new account summaries, or other official bank communications. You can also contact your bank directly; they should have your EIN on file and be able to provide it to you after verifying your identity.
3. Past Tax Returns and Business Filings
Your EIN is required on all federal tax returns and many state and local business filings. Look for your EIN on any previously filed business tax returns (like Form 1065, Form 1120, Form 941, etc.). It’s also often included in other business-related documents such as:
- Payroll records: If you’ve paid employees, your EIN will be on payroll documents.
- Business licenses and permits: State and local business licenses often require and display your EIN.
- Loan applications and documents: When applying for business loans, your EIN is a necessary piece of information and will be included in the loan documentation.
- Contracts and legal agreements: Some contracts and legal documents might include your business EIN for identification purposes.
4. State and Local Business Registration Documents
Similar to federal tax purposes, many states and localities require your EIN for business registration, permits, and licenses. Check your state’s business registration website or the paperwork you received when you registered your business with the state. Agencies that handle state taxes or unemployment insurance may also have your EIN on record.
What to Do If You Still Can’t Find Your EIN
If you’ve checked all the common locations and still can’t find your EIN, don’t worry. The IRS provides methods to help you retrieve it directly.
1. Contact the IRS by Phone
The most direct way to retrieve your EIN if you can’t find it in your records is to call the IRS Business & Specialty Tax Line.
IRS Business & Specialty Tax Line: 1-800-829-4933
This line is available Monday through Friday, from 7:00 a.m. to 7:00 p.m. local time. When you call, be prepared to verify your identity and business information. The IRS representative will ask for details to confirm you are authorized to receive the EIN. This might include:
- Your name and title (if you are the responsible party or authorized representative).
- Your business name, address, and business type.
- The name and Social Security number of the responsible party who originally applied for the EIN.
- Potentially, questions about your business operations to verify legitimacy.
Once your identity is verified, the IRS representative can provide your EIN over the phone.
2. Fax or Mail (Less Direct for Retrieval)
While less direct for quickly retrieving your EIN, you can also contact the IRS by fax or mail for EIN-related inquiries. This is generally more suitable if you have complex issues or need to update business information.
-
Fax: You can fax inquiries to the IRS. For domestic businesses, the fax number for EIN operations is 855-641-6935. For international businesses, use 855-215-1627 (within the U.S.) or 304-707-9471 (outside the U.S.). Include your business name, address, responsible party details, and a request to retrieve your EIN.
-
Mail: You can send a letter to the IRS requesting your EIN. The address is:
Internal Revenue Service
Attn: EIN Operation
Cincinnati, OH 45999Make sure to include all pertinent business details to help them locate your record and respond efficiently. However, phone contact is typically faster for EIN retrieval.
Preventing Future EIN Misplacement
Once you’ve located your EIN, take steps to ensure you can easily find it again in the future. Good organizational habits can save you time and stress.
- Store the CP 575 Letter Securely: Keep the original EIN confirmation letter (CP 575) in a safe, accessible place. Consider making digital and physical copies.
- Digital Record Keeping: Scan the CP 575 letter and save it in a secure digital location, such as a cloud storage service or encrypted hard drive. Use a clear file naming convention (e.g., “Business Name – EIN Confirmation Letter”).
- Centralized Business Document Storage: Establish a system for organizing all important business documents, both physical and digital. This makes it easier to find your EIN and other critical information when needed.
- Record in a Business Information Sheet: Create a master document or digital file that lists all essential business information, including your EIN, business legal name, formation date, bank account details, and key contact information. Store this securely and ensure key personnel know where to access it.
Other Important EIN Considerations
While searching for your EIN, it’s helpful to be aware of other EIN-related scenarios:
- Using Your EIN: You can generally use your EIN immediately for most business activities once received. However, allow up to two weeks for the EIN to become fully active in the IRS systems for processes like TIN matching and e-filing.
- When You Need a New EIN: You generally only need a new EIN if your business structure or ownership changes significantly (e.g., changing from a sole proprietorship to a corporation). Changes in business name or address typically do not require a new EIN.
- Deactivating an EIN: If you cease operating your business, the IRS cannot cancel your EIN, but they can deactivate it.
- Multiple EINs: A business should generally have only one EIN. If you believe you have multiple EINs, contact the IRS Business & Specialty Tax Line to clarify which one to use.
- Unrequested EINs: If you receive an EIN confirmation for a business you didn’t apply for, contact the IRS immediately as it could be a sign of identity theft.
Conclusion
Finding your EIN is usually a straightforward process if you know where to look. By systematically checking your business records, bank documents, and past tax filings, you can often locate it quickly. If not, the IRS provides direct assistance via phone to help you retrieve your EIN. Maintaining organized records and secure storage practices will ensure you always have easy access to your EIN and other vital business information, saving you time and potential complications in the long run.
Beneficial Ownership Information Reporting | FinCEN.gov
Circular E, Employer’s Tax Guide, Publication 15
EFTPS Express Enrollment for New Businesses, Publication 4275 PDF
Form 8871, Political Organization Notice of Section 527 Status
Form SS-4, Application for Employer Identification Number
Publication 1635 PDF
Where to file tax returns – addresses listed by return type
If you no longer need your EIN
