How to Obtain a DUNS Number: A Comprehensive Guide

A DUNS (Data Universal Numbering System) number is a unique nine-digit identifier assigned to each physical location of a business. Think of it as a Social Security number for your business. It’s crucial for establishing credibility, accessing government contracts, and sometimes even securing business loans or working with larger corporations. This comprehensive guide will walk you through everything you need to know about obtaining a DUNS number, step-by-step.

What is a DUNS Number and Why Do You Need One?

Before diving into the ‘how,’ let’s clarify the ‘what’ and ‘why’:

• What: A DUNS number is a proprietary system developed and regulated by Dun & Bradstreet (D&B). It’s used globally to identify and track businesses.
• Why:
• Government Contracts: Many government agencies, especially in the US, require a DUNS number for businesses to bid on and receive contracts. This includes federal, state, and local government opportunities.
• Vendor Relationships: Large corporations often use DUNS numbers to vet potential suppliers and partners. Having a DUNS number signals that your business is legitimate and reliable.
• Credibility: A DUNS number adds a layer of credibility to your business. It shows that you’re registered and recognized in a global database.
• Access to Credit and Funding: While not always mandatory, a DUNS number can sometimes be helpful when applying for business loans or lines of credit. It provides lenders with a standardized way to assess your business’s financial history.
• Grants: Some grant programs require applicants to have a DUNS number.

Is a DUNS Number Always Necessary?

Not necessarily. If you’re a small, unincorporated business that primarily serves local customers and has no plans to pursue government contracts or work with large corporations, you might not need a DUNS number. However, as your business grows and you seek new opportunities, obtaining one is generally a good idea.

The Step-by-Step Guide to Obtaining a DUNS Number

The process of obtaining a DUNS number is generally straightforward and free for businesses that need it for U.S. Federal Government registration or contracting. Here’s a detailed breakdown:

Step 1: Gather Your Business Information

Before you begin the application process, gather all the necessary information about your business. This will save you time and ensure accuracy. You’ll typically need the following:

• Legal Business Name: The official name under which your business is registered.
• Doing Business As (DBA) Name (if applicable): If your business operates under a name different from its legal name.
• Physical Address: The actual street address of your business location. A post office box is generally not acceptable.
• Mailing Address: If different from the physical address.
• Telephone Number: A valid phone number for your business.
• Contact Person: The name and contact information of someone authorized to represent the business.
• Number of Employees: The total number of employees at your business location.
• Principal Line of Business: A description of your primary business activity. You’ll need to select the appropriate SIC (Standard Industrial Classification) or NAICS (North American Industry Classification System) code. Don’t worry if you don’t know these codes; D&B has tools to help you find the right ones.
• Year Started: The year your business was established.
• Information about your Parent Company (if applicable): If your business is a subsidiary or division of a larger company, you’ll need information about the parent company, including its name, address, and DUNS number (if it has one).

Step 2: Visit the Dun & Bradstreet Website

The official website for obtaining a DUNS number is the Dun & Bradstreet website. Navigate to the section specifically designed for requesting a DUNS number. The exact URL may vary, but you can usually find it by searching for “DUNS number registration” or “get a DUNS number” on the Dun & Bradstreet website. Be sure you are on the official D&B website (dnb.com) to avoid scams.

Step 3: Start the DUNS Number Request Process

On the DUNS number request page, you’ll typically find a form or a series of questions to answer. This is where you’ll provide the business information you gathered in Step 1. The exact layout of the form may change over time, but here’s a general idea of what you can expect:

• Business Information: You’ll be asked to enter your legal business name, DBA name (if applicable), physical address, mailing address, phone number, and contact person information.
• Business Type: You’ll need to select the type of business you operate (e.g., sole proprietorship, partnership, corporation, LLC, non-profit).
• Industry Classification: You’ll be prompted to select the appropriate SIC or NAICS code that best describes your primary business activity. D&B usually provides a search tool or a list of codes to help you with this. Be as specific as possible.
• Company Size: You’ll need to provide the number of employees at your business location.
• Parent Company Information: If your business is a subsidiary or division of a larger company, you’ll be asked to provide information about the parent company.
• Reason for Requesting a DUNS Number: You’ll be asked why you need a DUNS number. Select the appropriate reason, such as “Government Contracting,” “Vendor Registration,” or “Other.” If you select “Other,” you may be asked to provide more details.

Step 4: Verify Your Information

After you’ve entered all the required information, carefully review it to ensure accuracy. Any errors or inconsistencies could delay the processing of your application. Pay close attention to the spelling of your business name, address, and contact information.

Step 5: Submit Your Request

Once you’re satisfied that all the information is correct, submit your request. You may be required to agree to D&B’s terms and conditions before submitting. Be sure to read them carefully.

Step 6: Wait for Processing

After you submit your request, D&B will process your application. The processing time can vary, but it typically takes one to two business days for businesses requiring a DUNS number for U.S. Federal Government purposes. You may receive an email confirmation when your request has been submitted and another email when your DUNS number has been assigned.

Step 7: Receive Your DUNS Number

Once your application has been processed, you’ll receive an email from D&B containing your DUNS number. The email will also provide instructions on how to verify your business information in the D&B database.

Step 8: Verify Your Business Information (Recommended)

While not always required, it’s highly recommended that you verify your business information in the D&B database after you receive your DUNS number. This will ensure that your information is accurate and up-to-date. You can usually do this by visiting the D&B website and searching for your business using your DUNS number or business name.

Troubleshooting Common Issues

Sometimes, the DUNS number application process can encounter snags. Here are some common issues and how to address them:

• Duplicate DUNS Number: If you’re told that your business already has a DUNS number, it’s possible that a similar business name or address is already in the D&B database. Contact D&B directly to resolve this issue. You’ll need to provide documentation to prove that your business is distinct from the existing one.
• Incorrect Business Information: If you notice errors in your business information after you receive your DUNS number, contact D&B to correct them. You may need to provide documentation to support the changes you’re requesting.
• Long Processing Time: If you haven’t received your DUNS number within a reasonable timeframe (e.g., more than two business days for government-related requests), contact D&B to inquire about the status of your application.
• Difficulty Finding Your SIC/NAICS Code: Use the D&B’s search tool or consult the official SIC or NAICS code manuals to find the most appropriate code for your business. You can also contact D&B for assistance.
• Website Issues: If you encounter technical difficulties on the D&B website, try clearing your browser’s cache and cookies or using a different browser. If the problem persists, contact D&B’s technical support.

Maintaining Your DUNS Number

Once you have a DUNS number, it’s important to keep your business information up-to-date in the D&B database. This includes updating your address, phone number, contact person, and line of business as needed. You can usually do this by visiting the D&B website and searching for your business using your DUNS number.

DUNS Number vs. Other Business Identifiers

It’s important to understand the difference between a DUNS number and other common business identifiers:

• Employer Identification Number (EIN): An EIN is a tax identification number assigned by the IRS to businesses operating in the United States. It’s used for tax reporting purposes. A DUNS number is different; it is used for identification and tracking purposes.
• Tax Identification Number (TIN): A TIN is a general term that can refer to either an EIN (for businesses) or a Social Security number (for individuals).
• Business License: A business license is a permit issued by a local, state, or federal government agency that allows a business to operate legally in a specific location.

While these identifiers are all important for different purposes, a DUNS number serves a unique function in identifying and tracking businesses globally.

Understanding D&B’s Commercial Services

While obtaining a DUNS number for U.S. Federal Government purposes is free, Dun & Bradstreet offers various commercial services for a fee. These services include credit reports, business analytics, and marketing solutions. Be aware that you are not required to purchase any of these services in order to obtain a DUNS number for government contracting or vendor registration. The free DUNS number request process is separate from D&B’s commercial offerings.

Alternatives to a DUNS Number (in specific cases)

While the DUNS number is widely used, there are some situations where alternative identifiers might be accepted, although this is becoming increasingly rare, especially with US government contracts. The U.S. government transitioned to using the Unique Entity Identifier (UEI) generated by SAM.gov. The UEI is a 12-character alphanumeric ID. SAM.gov (System for Award Management) is the official website of the U.S. government that consolidates the capabilities of CCR/FedReg, ORCA, and EPLS. While the UEI is replacing the DUNS number for federal awards, it is still essential to understand the role of the DUNS number, as some legacy systems and private sector entities may still rely on it.

Key Takeaways

• A DUNS number is a unique identifier for businesses.
• It’s often required for government contracts and vendor relationships.
• Obtaining a DUNS number for U.S. Federal Government purposes is free.
• Gather all necessary business information before starting the application process.
• Carefully review your information before submitting your request.
• Keep your business information up-to-date in the D&B database.
• Understand the difference between a DUNS number and other business identifiers.
• Be aware of D&B’s commercial services, but remember that they are not required for obtaining a DUNS number for government purposes.
• The UEI is replacing the DUNS number for federal awards but the DUNS number is still relevant in some contexts.

Conclusion

Obtaining a DUNS number is a valuable step for any business seeking to expand its reach and credibility. By following the steps outlined in this guide, you can easily obtain a DUNS number and unlock new opportunities for your business. Remember to keep your information current and understand the role of the DUNS number in the broader business landscape.

Frequently Asked Questions (FAQ)

Q: How much does it cost to get a DUNS number?

A: Obtaining a DUNS number for U.S. Federal Government purposes is free. However, D&B offers various commercial services for a fee.

Q: How long does it take to get a DUNS number?

A: The processing time can vary, but it typically takes one to two business days for businesses requiring a DUNS number for U.S. Federal Government purposes.

Q: What if I already have a DUNS number but I don’t know what it is?

A: You can search for your DUNS number on the D&B website using your business name and address.

Q: Do I need a DUNS number if I’m a sole proprietor?

A: You may not need a DUNS number if you’re a small, unincorporated sole proprietorship that doesn’t pursue government contracts or work with large corporations. However, it can still be beneficial for establishing credibility.

Q: What is a NAICS code?

A: NAICS stands for North American Industry Classification System. It’s a system used to classify businesses based on their primary business activity.

Q: What is a SIC code?

A: SIC stands for Standard Industrial Classification. It’s an older system similar to NAICS, but it’s gradually being replaced by NAICS.

Q: Can I get a DUNS number for my home-based business?

A: Yes, you can get a DUNS number for your home-based business, as long as you have a valid physical address.

Q: Is the DUNS number being replaced?

A: For U.S. Federal Government awards, the DUNS number has been replaced by the Unique Entity Identifier (UEI) generated by SAM.gov. However, the DUNS number is still used in some contexts, such as by private sector companies and legacy systems.

Q: I’m having trouble with the D&B website. What should I do?

A: Try clearing your browser’s cache and cookies or using a different browser. If the problem persists, contact D&B’s technical support.