Key Takeaways

  • Your incorporation number is a unique ID assigned by your state’s Secretary of State and is different from a federal EIN.
  • You can find your incorporation number on your Articles of Incorporation, business registration documents, or your state’s online business entity search portal.
  • EINs (Employer Identification Numbers) are issued by the IRS and are not the same as incorporation numbers but may be required alongside them for tax and employment purposes.
  • Incorporation numbers are used for business identification in legal and regulatory matters, including tax filings and government correspondence.
  • You can obtain your incorporation number online for free, but beware of third-party services that charge unnecessary fees.

Where do I find my incorporation number? This number is an important number associated with your business. The LLC (limited liability company) and the corporation (C or S, general or closed) are the most popular types of incorporated businesses. There are advantages to incorporating your company, such as having:

  • A professional image
  • A separate legal identity
  • More accessibility to capital
  • Limited personal liability for shareholders
  • Tax Benefits
  • An existence that doesn't end

Incorporation: Background

Your company should have a corporate seal since this may be a requirement from your bank, certain contracting parties, government agencies, or when signing on official documents and certain contracts. A professional who is qualified should be consulted before the incorporation is processed.

A registered agent is a company or individual who lives in the state where your company was incorporated. The registered agent forwards and receives certain items as the official representative of your company in the state. These items include:

  • Any legal proceedings or notice involving your company
  • Any notices or documents spread out from the corporate authorities (e.g. Franchise Tax Notice, Annual Report, etc.)

A registered agent in the state where a company is incorporated must represent the LLCs and corporations in that state. The corporation's name has to include one of the followings identifiers:

  • Foundation
  • Society
  • Corporation or Corp.
  • Limited or Ltd.
  • Fund
  • Incorporated or Inc.
  • Company or Co.
  • Association
  • Syndicate
  • Union
  • Institute
  • Club

Abbreviations can be used with or without a comma (e.g. CorpoMax, Inc. or CorpoMax Inc.).

Incorporation Number: Introduction

Several legal forms may be needed to structure a business. The business can exist as a nonprofit corporation, a cooperative, a corporation, limited partnership, sole proprietorship, partnership, or limited liability company. The federal tax requirements for filing each of these may differ.

When you own a business, it is very important to know if your company needs an incorporation number and to understand what that is. This number is commonly called an Employer Identification Number (EIN) or a Federal Tax Identification Number (TIN). This federal number is issued to all American businesses by the IRS (Internal Revenue Service), whether or not they are incorporated. All partnerships or corporations must have an incorporation number, according to the IRS. The federal government uses the incorporation number to recognize the business for purposes of tax reporting.

This number is also needed to open a checking account for the business, hiring employees, or getting business credit. An incorporation number is similar to a Social Security number because both numbers are used to identify only a specific business or person with its unique number.

Where to Find Your Corporation Number

Your incorporation number, sometimes referred to as a charter number or registration number, is typically issued by the Secretary of State (or equivalent agency) in the state where your business is incorporated. To find this number, consider the following sources:

  • Articles of Incorporation: The incorporation number is often listed at the top of your filed Articles of Incorporation or Certificate of Incorporation.
  • State Business Entity Database: Most U.S. states offer an online searchable database of business entities. You can search by your company name to retrieve official details, including the incorporation number.
  • Business Licenses and Permits: Your incorporation number may also appear on licenses or permits issued by your state or local government.
  • Annual Report Filings: Many states require annual or biennial reports, which also include your business's incorporation number.
  • Official Correspondence: Documents sent by the Secretary of State, such as annual report notices or compliance letters, often contain your corporation number.

If your business is incorporated in California, you can use the California Business Search portal to look up your incorporation number by name or entity number.

Incorporation Number: Requirements

Partnerships and corporations must possess an incorporation number. Certain criteria must apply for any business to have an incorporation number, according to the IRS. An incorporation number must be obtained if the company has any number of employees. If the company participates in a tax-deferred pension (Keogh) plan, it has to have a number.

The company must get an incorporation number if it holds back taxes on income, besides wages, to a non-resident foreigner. A number must also be obtained if the company files excise, employment, or tobacco, alcohol, tax returns, or if the business is a particular kind of company, like a farmers' business or nonprofit.

Incorporation Number: Application

A business can apply for several incorporations through links on the IRS's website. The online application must be completed for the agency website to verify the information immediately and provide the number of incorporation. Filling out the application online is preferred by the agency, but there are different methods of application. The agency can be called directly by the business applying for an incorporation number. The agency also allows applications through mail or fax.

Is EIN the Same as a Corporation Number?

An Employer Identification Number (EIN) is not the same as a corporation number. The EIN is issued by the Internal Revenue Service (IRS) for federal tax purposes, while a corporation number is issued by a state agency when a company is formed.

Here's how they differ:

  • EIN: Used for hiring employees, filing taxes, opening bank accounts, and applying for business credit. It's a federal identifier.
  • Incorporation Number: Used to identify your business within the state's database and is essential for legal compliance at the state level.

Both numbers may be required depending on your business activities and regulatory obligations.

Incorporation Number: Fee

The application for a number of incorporation is free, and you are not bound to pay any money to the IRS. Other websites might demand a fee for an incorporation number, which the agency warns about. Additionally, the agency warns about a phishing email, supposedly from the IRS's Professional Responsibility Office, because the agency does not communicate with taxpayers through email.

The corporate number is a number which the Secretary of State gives to all businesses.

Tips for Avoiding Common Pitfalls

When searching for your corporation number, keep these tips in mind:

  • Avoid Paying for Free Information: Government websites like the IRS or your state’s Secretary of State provide incorporation and EIN numbers for free. Do not pay third-party services unless they are performing additional services.
  • Beware of Scams: The IRS does not contact businesses via email to issue EINs or request sensitive information. If you receive such emails, they are likely phishing attempts.
  • Keep a Record: Once obtained, store your corporation number in a secure and easily accessible location, such as your business records binder or cloud-based legal documents folder.
  • State-Specific Differences: Some states may use different terminology like “business ID,” “control number,” or “entity number,” so be sure to check the exact nomenclature used by your state.

Frequently Asked Questions

1. What is a corporation number used for?

It’s used by state governments to identify your business in official records and filings, such as annual reports, amendments, and legal compliance forms.

2. How do I find my incorporation number if I lost the paperwork?

Visit your state’s Secretary of State business search page and enter your business name. The incorporation number will usually appear in the results.

3. Is my EIN the same as my incorporation number?

No. The EIN is issued by the IRS for federal tax purposes, while the incorporation number is assigned by the state where your business is registered.

4. Can I get my incorporation number online?

Yes. Most states allow you to retrieve this information through their online business entity search tools.

5. Do sole proprietors have incorporation numbers?

No. Only incorporated entities such as LLCs and corporations receive incorporation numbers. Sole proprietors may need an EIN but do not receive an incorporation number.

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