How do I find my Employer Identification Number (EIN)?

The IRS uses Social Security numbers (SSNs) to identify individuals’ earnings records. An Employer Identification Number, or EIN, is the corporate equivalent of a SSN. Small businesses and large companies have EINs since they’re typically employers (sole proprietors don't need an EIN unless they have employees). 

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Knowing this 9-digit number is necessary for business credit reports. It can help you get business financing, get business licenses, build credit for your business, and access additional resources, even corporate charge cards. Let’s look at how to get an EIN, who it's right for, what to do if you lose your EIN, and more.

EIN numbers: An overview

Business owners will need an EIN to open several accounts. It serves as your company’s tax identification number. It’s a good idea to keep your EIN somewhere you can readily find it. 

What is my EIN?

An EIN is the corporate equivalent of a Social Security number (SSN). Small businesses and large companies have Employer Identification Numbers. 

How to find an EIN number online

As you fill out your company’s EIN more often, you may be able to memorize it. However, if you don’t know your 9-digit number and can’t find it, you can access your EIN online for free. This guide will show you how to find and set up an EIN for your business entity. 

Do I need an EIN number?

You don’t need an EIN when you are starting as a sole proprietor. However, your company may need an EIN as it grows. Not having an EIN number can also restrict your opportunities as a business owner. While it’s optional in some cases to have an EIN, these are some of the scenarios when you are required to have one:

• Your company hires part-time or full-time employees
• Your business is a partnership or corporation
• The IRS requires an EIN for some business industries
• You have a Keough plan
• You withhold taxes on non-wage income paid to non-resident aliens

How to apply for an EIN​​ number

‍If you don’t have one already, you can fill out an EIN application online. The IRS offers a straightforward process for online applications. You can also call the IRS, send a fax, or put your application in the mail to apply for a new EIN. If you choose to not apply for an EIN online, you need to fill out Form SS-4.

Benefits of an EIN number

Having an EIN offers several advantages for business owners. You can access more resources and safeguard your finances. These are some of the highlights:

• Business financing: An EIN allows you to get business financing instead of relying on personal loans and lines of credit.
• Build business credit: Building business credit will help you qualify for better rates and terms when you need to borrow money. Your company must have an EIN number to establish business credit.
• Hire employees: You're required to have an EIN for your business before hiring part-time or full-time employees. It’s possible to hire freelancers before getting an EIN.
• Reduce the risk of identity theft: If you don't have an EIN, you'll have to provide your Social Security Number for business-related activities. Using your Social Security Number too often can lead to more identity theft. An EIN eliminates this issue and can make your business more secure.
• Open a business bank account: Banks will request your EIN before letting you open a business bank account. This account can help you distinguish personal expenses from business expenses. A business bank account can also increase your chances of getting approved for a loan.
• Separation of personal and business finances: Using a business tax ID number lets you separate your personal assets from your business assets. EIN-only business credit cards allow you to avoid using your Social Security Number, eliminating the need for a personal guarantee or any impact on your personal credit score.
• Make the tax season less complex: Keeping personal and business information separate can make the tax season more straightforward. 

EIN lookup tips

If you forget your company’s federal tax ID number, there are a few ways you can recover it.

How do I find my EIN number?

The first choice for online applicants is to review your EIN confirmation letter (also known as an EIN Assignment Letter). Business owners receive this notice upon getting approved and can look for it in their inboxes. You can also print this document and store it in a safe location so you don’t have to worry about losing it.

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However, a business owner can lose that email if their messages get deleted. It’s also possible that the EIN confirmation email was sent to an email address that you can no longer access. 

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If you've done business while using your EIN, you should have a few backups. Any business tax returns, licenses, loan applications, and business bank account statements will include your EIN. Business owners who receive 1099 forms from their clients can also search EINs on those forms.

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As a last resort for a federal ID number lookup solution, you can call the IRS during the weekday at any time from 7am to 7pm to get your EIN. You can call the agency’s specialty tax line toll-free at 1 (800) 829-1040. You'll have to confirm your identity and prove that you have a corporate partnership or entity in place. 

Can I get my EIN confirmation letter online?

Unfortunately, there is no direct way to access your EIN confirmation letter online if you did not save it during the initial application process or if it was not sent via email. To find your EIN confirmation letter online, you can follow these steps:

1. IRS Online Account: If you registered for your EIN online through the IRS website, you might have received a confirmation notice in your email. Check your email inbox (and spam/junk folders) for any communication from the IRS.‍
2. IRS EIN Assistant: If you applied for an EIN using the IRS's online EIN Assistant, you may have the option to download and print your confirmation notice at the end of the application process. If you did not save it at that time, you might need to contact the IRS for a replacement.

I​​ lost my EIN, what do I do?

If you lose your EIN, you can come across your company’s 9-digit number through any of the methods discussed earlier. It’s important to know your number so you can open business bank accounts, get additional financing, and access additional perks.

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Employer Identification Number vs. Tax ID Number

An employer identification number helps the IRS identify a company. However, a taxpayer identification number is for an individual. You can only use an EIN for company-related taxes and purposes, including getting certain business credit cards, like the Ramp Corporate Card. 

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A Tax Identification Number (TIN), meanwhile, is always used for individual purposes. Some business owners who operate sole proprietorships may be able to use a TIN when filing taxes for business income and expenses. 

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Using an EIN for business activity and a TIN exclusively for individual activity can streamline your taxes. You can technically use a TIN for business activities, but you can lose some of your privacy. Using a TIN for business activities also ties up your personal assets to the outcome of a potential business lawsuit. An EIN can separate your personal assets from your business assets.

How can I get my Tax Identification Number?

A Tax Identification Number (TIN) can refer to various numbers used for tax purposes in the U.S., such as a Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN). Here's how you can obtain each:

1. Social Security Number (SSN):
   • For U.S. Citizens and permanent residents: You can apply for an SSN by completing Form SS-5 and submitting it to the Social Security Administration (SSA) along with the required documentation, such as proof of identity, age, and U.S. citizenship or lawful immigrant status.
   • More information can be found on the SSA website.
2. Employer Identification Number (EIN):
   • For businesses: You can apply for an EIN online through the IRS website, by fax, mail, or phone. The online application is the quickest method, and you'll receive your EIN immediately upon completion.
   • Visit the IRS EIN page for more details.
3. Individual Taxpayer Identification Number (ITIN):
   • For Non-U.S. citizens: If you are not eligible for an SSN, you can apply for an ITIN by submitting Form W-7 to the IRS, along with the required documentation to prove your identity and foreign status. This can be done by mail, in person at an IRS office, or through an IRS-authorized Certifying Acceptance Agent.
   • More information is available on the IRS ITIN page.

‍What else you need to know about EIN numbers

How to find a company's EIN (that’s not yours)

Although the IRS website doesn’t have a public database that lists every EIN number, it’s still possible to discover another company’s 9-digit number. 

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It can pay to understand how to look up another business’s EIN. Whether you’re doing due diligence ahead of launching a business partnership, trying to prevent fraud, or are an employee that doesn't have your W2 on hand, understanding how to quickly conduct EIN verification is helpful.

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These are some of the strategies you can use.

• ​​Review databases when applicable. You won’t find the EINs of small businesses, but it is possible to find EINs for publicly traded corporations and non-profit organizations. The Security and Exchange Commission database allows people to locate the EIN of any corporation that trades on a stock exchange. The IRS has a useful tax-exempt organization search that lets you find the EIN of a tax-exempt business.
• Call the company. You can call a business and inquire about their EIN. This approach works best if you have a working relationship with the company. A representative may decline to offer the company’s EIN. They aren't required to provide the 9-digit number.
• Online research. Local, state, and federal websites have information on many employers. It’s possible to come across a company’s EIN if you do enough research. You can also request a business credit report and see if it contains the EIN number.

How to find an employer’s EIN number

Workers don’t have to jump through many hoops to find their employer’s EIN number. This number will show up in Box B of your W-2 form. Look for a nine-digit number with a dash separating the second and third numbers. 

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If you have not yet received a W-2 form from your employer or can’t find a copy of a form that you previously submitted, you can reach out to your company’s accountant. No one is obligated to provide the EIN, but you’re more likely to receive it since you work for the company.

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How to cancel an EIN number

To close an EIN, business owners must send a letter to the IRS stating why they want to close their EIN. The letter should contain the following information:

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• Your company’s legal name
• The EIN number
• The business address
• Why you want to close your account

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Business owners should also include a copy of the EIN Assignment Notice in the letter if they have it. You can send your letter to one of the following addresses:

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Internal Revenue Service
MS 6055
Kansas City, MO 64108

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Or

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Internal Revenue Service
MS 6273
Ogden, UT 84201

How to change an EIN

You generally cannot change an existing EIN.

• If you made a mistake on your original EIN application: Do not submit a new application; instead, send a letter to the IRS at one of the above addresses explaining the error and providing the correct information. Include your current EIN and have the letter signed by an authorized representative of your company.
• If your business structure or ownership has significantly changed: You may need to cancel your existing EIN and obtain a new one.

Get a Ramp Business Credit Card with just your EIN number

An EIN number lets you access more financial products that can give your business a competitive edge. Unfortunately, some companies offering financial products will want both your EIN and your Social Security Number when you apply, creating unnecessary hurdles for your business. Ramp understands this frustration.

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Ramp offers corporate business credit cards even if you only want to provide your EIN number. Your Social Security Number isn’t required, and that’s where the perks begin.

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By using only your company’s EIN number, you streamline the application process and gain a significant advantage.

• Effortless application: Focus on growing your business, not on tedious paperwork.
• Privacy and security: Protect your personal information by minimizing the data shared.
• Faster approvals: Experience a smoother and quicker application process.

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The Ramp Business Credit Card has built-in expense management tools and auto-generated reports. You can limit how much each team member spends with corporate cards and stay on top of your business expenses from one platform. 

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Ramp lets you issue unlimited charge cards and allows you to get up to 20 times higher credit limits than traditional business credit cards. You can save an average of 5% by spending less time and money across your entire business.

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Marc Guberti

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CPFC, Finance Contributor

Marc Guberti is a certified personal finance counselor and a freelance writer. His work has been featured in US News & World Report, Newsweek, Fox Business, and other publications.

https://linkedin.com/in/marcguberti