Everything founders and foreign operators need to obtain an Employer Identification Number — the application routes, Form SS-4 line by line, realistic timelines, and the mistakes that trigger IRS rejections.
An Employer Identification Number is the federal tax ID the IRS assigns to businesses. You need one to open a US bank account, hire employees, file most tax returns, and complete W-9 requests from clients. Sole proprietors with no employees can sometimes use their SSN — but an EIN keeps your personal number off client paperwork and is required for almost every formal entity.
Apply for the EIN after your LLC or corporation is approved by the state. If the IRS approves an EIN for an entity name the state later rejects, you will have to cancel and reapply. For LLCs, confirm the approved legal name and formation date from your state filing before completing the application.
Online (IRS EIN Assistant): immediate issuance, but only for applicants with a US SSN or ITIN and a US-based responsible party address. Fax or mail (Form SS-4): the route for foreign owners without an SSN/ITIN — fax is typically 4–7 business days, mail 4–8 weeks. Phone: available to international applicants calling the IRS directly, with the EIN issued during the call.
The most important fields: the exact legal entity name, the responsible party (a real individual who controls the entity — never a nominee company), the entity type, the reason for applying, and the date business started. Foreign applicants write "Foreign/Non-US" in the SSN/ITIN field of line 7b rather than leaving it blank.
Common rejection triggers: the entity name doesn't match state records, an online application attempted without a valid SSN/ITIN, the responsible party listed as another company instead of an individual, and duplicate applications (the IRS limits one EIN per responsible party per day online). A rejection usually means restarting by fax or mail — adding weeks.
The IRS issues a CP 575 confirmation letter (online applicants get a PDF immediately; fax/mail applicants receive it by post). Banks, payroll providers, and state agencies all ask for this letter. Store the original securely — the IRS will only reissue verification as a 147C letter, which you must request by phone.
With the EIN in hand you can open a US bank account, register for state tax accounts (sales tax, payroll withholding, unemployment insurance), set up payroll, and complete client W-9s. Foreign-owned single-member LLCs should also diarize the annual Form 5472 with pro-forma 1120 filing — missing it carries a significant penalty even when no tax is due.
Ranges reflect typical IRS processing with a complete, accurate application.
Yes. Foreign owners apply on Form SS-4 by fax or mail, writing 'Foreign/Non-US' on line 7b, or call the IRS international EIN line. You cannot use the online EIN Assistant without an SSN or ITIN, but the EIN itself is issued free of charge by the IRS — never pay a third party simply to 'obtain' one.
Online applications with an SSN or ITIN are issued immediately. Fax applications typically take 4–7 business days, mail 4–8 weeks, and international phone applicants receive the number during the call.
Yes — every US bank requires the EIN and the CP 575 confirmation letter (or a 147C verification letter) along with your formation documents and beneficial-owner KYC before opening a business account.
No. The EIN is your federal identifier. Sales tax permits, employer withholding accounts, and unemployment insurance registrations are separate state-level registrations that usually require your EIN first.
No — an EIN is permanent and never expires. But if your entity changes structure (for example, a sole proprietorship incorporating) you need a new one, and foreign-owned single-member LLCs must file Form 5472 with a pro-forma 1120 every year to stay compliant.
Send Paulina a note about your entity and ownership structure — she'll map the fastest compliant route to your EIN, banking, and state registrations. Enquiries go straight to info@aikigroup.net.