How to Obtain a Copy of Your EIN Verification Letter from the IRS
Learn how to obtain a copy of your federal EIN letter from the IRS. Discover the process, key details, and alternatives for quick verification. 6 min read updated on September 10, 2024
Key Takeaways
- An Employer Identification Number (EIN) is a federal tax identification number used by the IRS for business purposes.
- You may need to provide your EIN letter when hiring employees, opening bank accounts, or handling various business tasks.
- If you lose your EIN confirmation notice (Form CP 575), you can request an EIN verification letter from the IRS, which serves the same purpose.
- Alternatives to getting your EIN documentation include contacting your bank or accountant or checking the IRS confirmation email if you applied online.
- Post a job on UpCounsel to find a business lawyer in your state to help you get an EIN for your LLC, corporation, or partnership.
An Employer Identification Number, or EIN, is a federal tax identification number the IRS uses to identify businesses for tax purposes. However, its uses go far beyond taxes.
You will often need to provide an EIN confirmation notice or verification letter when hiring employees, opening bank accounts, or performing other business tasks.
This article will discuss the many uses of employer identification numbers, the EIN process, and what to do if you lose your confirmation notice (your CP 575 form) and need an EIN verification letter to serve in its place.
What is an EIN, and Why Do You Need It?
Some refer to EINs as “social security numbers for businesses.”
Like a Social Security number (SSN), an EIN is a unique nine-digit number. However, an EIN is issued by the Internal Revenue Service (IRS) to a business entity rather than to an individual by the Social Security Administration.
Takeaway: An EIN is for a business, and a Social Security number (SSN) is for an individual.
The IRS provides EINs free of cost. You can apply by mail, fax, or online, but not by email.
The EIN application is available online from Monday to Friday between 7:00 a.m. to 10:00 p.m. ET. If you apply online, you can receive your EIN immediately.
If you apply by fax, it can take up to four business days; if you apply by mail, it can take four to six weeks to arrive. Your confirmation notice will follow.
Having your EIN is important for many reasons. For example, if any of the following apply, you will need an EIN:
- You have any employees
- Your business operates as a corporation or partnership
- You file alcohol, tobacco, employment, excise, and firearms tax returns
- You’re involved with different types of entities, including estates, non-profits, and trusts
- You have a Keogh plan (a retirement plan for self-employed individuals and the people who work for them)
- You’re applying for business licenses
- You withhold taxes on income paid (not wages) to non-resident aliens
Some proprietors also obtain an EIN to avoid using their Social Security number for business purposes.
Banks usually insist on account holders providing EIN details to open a bank account in the name of their business. Sometimes, investors and vendors will also need these details.
If you cannot find your initial confirmation notice, you can request a verification letter to confirm your EIN.
Initial Receipt of the EIN Confirmation Notice
After your EIN application is approved, the IRS mails you a confirmation notice within eight to ten weeks of assigning you an EIN. Your Form CP 575 is sent to the address listed in your Form SS-4 application.
If you lose or misplace your original EIN confirmation notice, typically a tax ID certificate, you can only get an EIN verification notice from the IRS.
Again, this verification letter serves the purpose of the original confirmation notice you received from the IRS.
Reasons for Needing a Copy of Your EIN Verification Letter
If you lose your EIN confirmation notice, you can request an EIN verification letter. Importantly, you can only receive an EIN confirmation notice once, but an EIN verification letter performs the same functions.
You may need a copy of an IRS EIN letter to confirm your tax ID with bankers, financiers, and vendors.
Some of the common situations during which a business might need to confirm their EIN include:
- Filing electronic tax returns and making electronic payments to the IRS
- Obtaining business licenses
- Acquiring industrial permits
- Pass an IRS Taxpayer Identification Number (TIN) matching program
- Opening bank accounts
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Other purposes, such as submitting Form 1099 for contracting work
How to Get an EIN Verification Letter from the IRS
Although knowing your Employer Identification Number for conducting daily business is usually sufficient, other occasions require you to provide a copy of your confirmation notice or verification letter.
Before you begin the EIN verification process, remember that if you have Form CP 575, you already have the confirmation notice. The IRS typically mails this form within ten weeks of approving your EIN application.
If you can't find your confirmation notice, gather relevant information to simplify the retrieval process.
First, if you only need your EIN, you need not locate the confirmation notice. You can find the number from your bank records, previous tax filings, or business communication with the IRS.
You may need to provide details to confirm your identity to the IRS, such as your business address as it appears in the IRS records and the type of form your business uses for filing tax returns.
Steps to Request a Verification Letter
The simplest way to get a copy of an EIN verification letter is to call the IRS.
Follow the below process to obtain a tax ID verification letter:
- Call the IRS support at 800-829-4933.
- Provide the name of your business and other verification details, including the support executive's address and phone number.
- Request the support executive for a 147C letter; placing such a request is free.
- If your contact information is the same as what you provided when you applied for an EIN, the IRS can send you the verification letter through mail or fax.
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If your contact information has changed, you can receive the verification letter only after you file Form 8822.
Alternatives for Obtaining EIN Documentation
You have a few other options if you can’t get your lost EIN through the IRS.
From Your Bank
If you've submitted a copy of your original EIN certificate to your bank, getting a copy from there would be much quicker.
Although a photocopy received from the bank is not an accepted substitute for an IRS verification letter, it can serve the purpose in some urgent situations. For example, your vendors may accept it as proof of your EIN.
Through an Accountant or External Agency
If you applied for the EIN through an external accountant or agency, you may be able to get a copy of your confirmation notice from them.
IRS Website Confirmation Email
If you applied for the EIN through the IRS website, try looking for the IRS confirmation email.
Tips for Ensuring Easy Access to Your EIN Letter
Here are some best practices for locating a confirmation notice or EIN letter quickly and conveniently.
- Store digitally: Scan your EIN letter and save it into Google Drive, Dropbox, or any other cloud storage service to access it anywhere at any time.
- Keep a physical copy: Keep a physical copy of your EIN confirmation notice or verification letter in a designated file folder.
- Secure your backups: Create duplicates of your EIN letter and store them in safe locations, such as an external hard drive and a locked filing cabinet.
- Inform key personnel: If you have an accountant or office manager, let them know where to find the EIN letter in case they need it on short notice.
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Periodically update records: If your business's status or location changes, including a business structure change, inform the IRS and get a new EIN letter. Be sure to destroy old copies and replace them with new ones.
Get a Lawyer’s Help Obtaining an EIN for an LLC, Corporation, or Partnership
If you need help getting an EIN letter from the IRS, post your legal need on UpCounsel's marketplace. There, you can find a business lawyer in your state who will assist you with obtaining the letter and any other legal requirements for your business.
UpCounsel accepts only the top 5% of business lawyers on its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law. They average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.
EIN Letters: Frequently Asked Questions
Can I Look Up My EIN Online?
Online options for looking up your EIN are limited. The IRS does not list EINs for private companies in public databases.
How Long Does It Take To Get A Verification Letter From The IRS?
Receiving a verification letter from the IRS can take about a month. However, this isn’t always the case, and significant delays can occur.
Is An EIN Letter Proof Of Ownership?
Yes, it can. Your confirmation notice or verification letter will include an LLC’s EIN, business name, and responsible party, which can be used to prove ownership of an LLC.