Key Takeaways

  • Form SS-4 is the IRS application for an Employer Identification Number (EIN), which an LLC needs to open a bank account, hire employees, or file taxes.
  • The IRS no longer returns a copy of the SS-4 but issues an EIN confirmation letter instead, which lenders or licensing authorities often require.
  • You can apply for an EIN online, by fax, mail, or phone (for foreign applicants). Online is the fastest method.
  • Completing the SS-4 for an LLC requires correct classification: single-member LLCs are “disregarded entities,” while multi-member LLCs are treated as partnerships unless electing corporate tax status.
  • Common mistakes include choosing the wrong tax classification, leaving sections blank, or misreporting the responsible party’s SSN/ITIN.
  • Keeping copies of your EIN letter in company records is essential for banking, licensing, and financing purposes.
  • If you lose your EIN letter, you can request a new copy by calling the IRS Business & Specialty Tax Line.

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.

Why LLCs Need an SS-4 Form

LLCs use Form SS-4 to request an EIN, which serves as the business’s federal tax ID. This number is required to:

  • Open business bank accounts and credit lines
  • File federal and some state tax returns
  • Apply for permits or business licenses
  • Hire employees and manage payroll
  • Build business credit with lenders

Even if you are a single-member LLC with no employees, you may still need an EIN to separate personal and business finances.

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 Apply for an EIN Using Form SS-4

You can submit your SS-4 for LLC in four ways:

  1. Online: The IRS website provides same-day EIN assignment if you complete the form online during operating hours.
  2. Fax: Send the completed SS-4 to the IRS fax number. You’ll typically receive your EIN within four business days.
  3. Mail: Mailing is the slowest option, often taking four weeks or more.
  4. Phone (for foreign applicants): International applicants may apply by calling the IRS at 267-941-1099.

For online applications, you won’t need to physically submit Form SS-4. Instead, the system guides you through an electronic questionnaire that generates your EIN instantly.

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.

Common Mistakes to Avoid on Form SS-4

Errors in completing your SS-4 can delay EIN processing. Frequent mistakes include:

  • Selecting the wrong entity type (e.g., checking corporation instead of LLC).
  • Failing to indicate the correct number of members.
  • Not specifying tax classification for single-member vs. multi-member LLCs.
  • Entering incorrect SSN or ITIN for the responsible party.
  • Leaving the reason for applying (Section 10) blank.

Carefully reviewing each section before submission helps avoid unnecessary delays.

Maintaining EIN Records for Your LLC

Once issued, your EIN never expires. However, it is tied to the specific business entity. If your LLC changes structure—such as converting into a corporation or merging—you may need to apply for a new EIN. Always keep copies of your EIN confirmation letter with your:

  • Operating agreement
  • Tax filings
  • Banking and financing documents

These records help ensure smooth dealings with banks, vendors, and government agencies.

Frequently Asked Questions

  1. Do I need an EIN if my LLC has no employees?
    Yes, many banks and licensing agencies require an EIN for single-member LLCs, even without employees.
  2. Can I apply for an EIN without filing Form SS-4?
    Yes. If you apply online, the IRS questionnaire replaces the physical SS-4, but it serves the same purpose.
  3. How long does it take to get an EIN?
    Online applications provide an EIN immediately. Fax applications take about four business days, while mail may take four weeks or longer.
  4. What happens if I make a mistake on Form SS-4?
    You may need to reapply or contact the IRS to correct errors, which could delay EIN assignment.
  5. Do I need a new EIN if I change my LLC to a corporation?
    Yes, major business structure changes typically require a new EIN from the IRS.

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