How to Find a Federal Tax ID Number (EIN): A Comprehensive Guide
Obtaining a Federal Tax ID Number, also known as an Employer Identification Number (EIN), is crucial for various business operations. It’s like a Social Security number for your business, used to identify your entity to the IRS and is required for activities like opening a business bank account, hiring employees, and filing federal taxes. This comprehensive guide will walk you through the various methods of finding a lost or misplaced EIN, or verifying the EIN of another business.
What is a Federal Tax ID Number (EIN)?
Before diving into how to find an EIN, let’s understand what it is. An EIN is a unique nine-digit number assigned by the IRS to business entities operating in the United States. It’s used for tax administration purposes and is required for most businesses, including corporations, partnerships, limited liability companies (LLCs), and sole proprietorships with employees.
Why You Might Need to Find an EIN
There are several reasons why you might need to locate an EIN, either your own or that of another business:
* **Lost or Misplaced Records:** The most common reason is simply losing track of the official documents containing the EIN, such as the original EIN assignment notice (Form CP 575 or Form 147C), tax returns, or bank statements.
* **Business Transactions:** You might need the EIN of another business for various transactions, such as forming a partnership, issuing 1099 forms for contract work, or conducting due diligence during a merger or acquisition.
* **Loan Applications:** Banks and other financial institutions often require your EIN when applying for business loans or lines of credit.
* **Legal and Regulatory Compliance:** Certain legal and regulatory requirements may necessitate providing your EIN.
* **Verifying Business Legitimacy:** To ensure you are dealing with a legitimate and registered business.
Methods to Find Your Own EIN
If you need to find your own company’s EIN, here are several methods you can use:
1. Check Your IRS Records
The most reliable way to find your EIN is by checking your official IRS records. Here’s where to look:
* **EIN Assignment Notice (Form CP 575 or Form 147C):** When you first applied for your EIN, the IRS sent you an official assignment notice, either Form CP 575 (for applications submitted before mid-2017) or Form 147C (for applications submitted after mid-2017). This notice contains your EIN and other important information about your business. Search your business files, both physical and electronic, for this document.
* **Actionable Steps:**
* Thoroughly search your filing cabinets, storage boxes, and electronic folders for documents labeled “IRS”, “EIN”, “Employer Identification Number”, “Form CP 575”, or “Form 147C”.
* If you have multiple businesses or entities, ensure you’re looking in the correct records for the specific business in question.
* Check with your company’s legal counsel or previous business partners. They might possess copies of the notice.
* **Previously Filed Tax Returns:** Your EIN is listed on all federal tax returns you’ve filed for your business, such as Form 1120 (Corporation Income Tax Return), Form 1065 (Partnership Return of Income), Form 1040 Schedule C (Profit or Loss from Business) if you’re a sole proprietor with an EIN, or Form 941 (Employer’s Quarterly Federal Tax Return) if you have employees. Locate copies of your previously filed tax returns and look for the EIN in the identifying information section.
* **Actionable Steps:**
* Gather copies of your federal tax returns for the past few years.
* Examine the top section of the first page of each return. The EIN is typically located near the business name and address.
* If you filed electronically, check your tax preparation software or online filing account for access to your past returns.
* Contact the IRS if you can’t find copies of your tax returns (see section on contacting the IRS).
* **Bank Statements:** Your EIN may be listed on your business bank statements, particularly if you provided it when opening the account. Check your monthly statements for your business checking, savings, or credit card accounts.
* **Actionable Steps:**
* Review your most recent business bank statements, both paper and electronic.
* Look for the EIN in the account information section or in the transaction details.
* Contact your bank if you can’t find the EIN on your statements. They may be able to provide it to you.
* **Loan Documents:** If you’ve applied for any business loans, the EIN is usually included in the loan application and loan agreement documents.
* **Actionable Steps:**
* Gather any loan applications, loan agreements, or related documents you’ve signed for your business.
* Look for the EIN in the business information section of the documents.
* Contact the lender if you can’t find the EIN in your records.
2. Contact the IRS Directly
If you’ve exhausted all other options and still can’t find your EIN, you can contact the IRS directly. However, be prepared to answer questions to verify your identity and your business’s legitimacy.
* **By Phone:** Call the IRS Business & Specialty Tax Line at 1-800-829-4933. This is the best method for a quick response. Be prepared to provide information such as your business name, address, date of formation, type of business, and the names and Social Security numbers of the responsible parties (e.g., owners, partners, officers).
* **Actionable Steps:**
* Gather all relevant information about your business before calling the IRS, including the business name, address, date of formation, type of business, and responsible party information.
* Call the IRS Business & Specialty Tax Line at 1-800-829-4933 during their operating hours (typically Monday through Friday, 7:00 a.m. to 7:00 p.m. local time).
* Clearly explain your situation to the IRS representative and provide the requested information. Be patient and polite, as they are often dealing with a high volume of calls.
* The IRS representative will verify your information and, if everything matches, provide you with your EIN.
* **By Mail:** You can also send a written request to the IRS. However, this method is much slower than calling. Send your request to the following address:
* Internal Revenue Service
* Attn: Entity Control
* Cincinnati, OH 45999
* **Actionable Steps:**
* Prepare a written request that includes your business name, address, date of formation, type of business, and the names and Social Security numbers of the responsible parties.
* Clearly state that you are requesting your EIN because you have lost or misplaced your records.
* Include a copy of your driver’s license or other government-issued ID to verify your identity.
* Mail your request to the address above via certified mail with return receipt requested to ensure it’s received by the IRS.
* Be patient, as it may take several weeks or even months to receive a response from the IRS.
3. Check with Your State’s Business Registration Agency
In some cases, your state’s business registration agency (e.g., Secretary of State) may have a record of your EIN. This is more likely if you’re a corporation or LLC, as these entities are typically required to register with the state.
* **Actionable Steps:**
* Identify the business registration agency in your state (usually the Secretary of State’s office or a similar agency).
* Visit the agency’s website or contact them by phone to inquire about whether they have a record of your EIN.
* Provide the agency with your business name and other identifying information.
* If the agency has a record of your EIN, they may be able to provide it to you or direct you to the appropriate documentation.
4. Consult with Your Accountant or Attorney
Your accountant or attorney likely has a record of your EIN, as they would have needed it for various tax and legal matters. Contact them and ask if they can provide you with your EIN.
* **Actionable Steps:**
* Contact your accountant or attorney and explain that you need to find your EIN.
* Provide them with your business name and other identifying information.
* They should be able to quickly locate your EIN in their records.
Methods to Find Another Business’s EIN
Sometimes, you might need to find the EIN of another business. Here are some ways to do that:
1. Request it Directly from the Business
The simplest way to find another business’s EIN is to ask them directly. They are generally required to provide it to you if you need it for a legitimate business purpose, such as issuing a 1099 form.
* **Actionable Steps:**
* Contact the business and explain why you need their EIN.
* Provide them with your contact information so they can provide you with the EIN.
* If they are reluctant to provide it, explain that you need it for a legitimate business purpose, such as issuing a 1099 form.
2. Check Publicly Available Documents
In some cases, a business’s EIN may be publicly available in documents such as:
* **SEC Filings:** If the business is a publicly traded company, its EIN will be listed in its filings with the Securities and Exchange Commission (SEC), such as Form 10-K (Annual Report) or Form 10-Q (Quarterly Report). You can search for these filings on the SEC’s website (www.sec.gov).
* **Actionable Steps:**
* Visit the SEC’s website (www.sec.gov).
* Search for the business by name or ticker symbol.
* Locate the business’s filings, such as Form 10-K or Form 10-Q.
* The EIN is typically listed in the identifying information section of the filing.
* **State Business Registrations:** As mentioned earlier, some states may have a record of a business’s EIN in their business registration database. Check the website of the state’s business registration agency.
* **Actionable Steps:**
* Identify the business registration agency in the state where the business is registered.
* Visit the agency’s website and search for the business by name.
* If the agency has a record of the business’s EIN, it may be listed in the business’s profile.
* **Court Records:** If the business has been involved in any legal proceedings, its EIN may be included in court documents.
* **Actionable Steps:**
* Search online court records databases for cases involving the business.
* Review the court documents to see if the EIN is listed.
3. Use an EIN Finder Service (Use with Caution)
There are several online services that claim to be able to find a business’s EIN. However, these services are often unreliable and may charge a fee. Use them with caution and only if you’ve exhausted all other options.
* **Actionable Steps:**
* Research the EIN finder service to ensure it’s reputable and trustworthy.
* Be wary of services that charge excessive fees or require you to provide sensitive information.
* Compare the results from multiple services to ensure accuracy.
* Remember that the information provided by these services may not be up-to-date or accurate.
4. Check 1099 Forms Received
If you’ve previously received 1099 forms from the business as an independent contractor, the business’s EIN should be listed on the form. Review your past 1099 forms to see if you can find the EIN.
* **Actionable Steps:**
* Gather your copies of 1099 forms received from the business.
* The EIN is typically located on the form in the box designated for the payer’s identification number.
Important Considerations
* **Protect Your EIN:** Your EIN is sensitive information and should be protected from unauthorized access. Avoid sharing it unnecessarily and store it securely.
* **Update Your Information:** If your business information changes (e.g., address, responsible party), notify the IRS promptly to update your EIN records.
* **EIN vs. TIN:** The terms “EIN” and “Taxpayer Identification Number (TIN)” are often used interchangeably. However, a TIN can also refer to an individual’s Social Security number (SSN). Ensure you’re using the correct identifier for the specific purpose.
* **Accuracy is Key:** When providing or verifying an EIN, ensure it’s accurate. Incorrect EINs can lead to tax filing errors and other complications.
Consequences of Not Having an EIN or Using an Incorrect One
Not having an EIN when required or using an incorrect one can result in several negative consequences:
* **IRS Penalties:** The IRS can impose penalties for failure to include a valid EIN on tax returns, information returns (e.g., 1099 forms), and other required documents.
* **Delayed Processing:** Tax returns and other documents submitted without a valid EIN may be delayed in processing by the IRS.
* **Difficulty Opening a Bank Account:** Most banks require an EIN to open a business bank account. Without one, you may not be able to access essential banking services.
* **Inability to Hire Employees:** You cannot legally hire employees without an EIN, as it’s required for payroll tax reporting and withholding.
* **Legal and Contractual Issues:** Some contracts and legal agreements may require you to provide your EIN. Failure to do so could lead to breaches of contract or other legal problems.
Conclusion
Finding a Federal Tax ID Number (EIN) can be a straightforward process if you know where to look. Whether you’re trying to locate your own EIN or that of another business, the methods outlined in this guide should help you find the information you need. Remember to protect your EIN and keep your records up-to-date to avoid potential complications. By following these steps, you can ensure you have the correct EIN for all your business needs.