When it comes to running a business, knowing how to find a business’s tax identification number (TIN), or Employer Identification Number (EIN), is essential for various financial and administrative tasks. A business tax ID is a unique nine-digit number assigned to companies in the United States by the IRS, and it’s necessary for tax reporting, applying for business credit, opening a bank account, and more. But how do you locate this crucial number? Whether you need it for your own business or need to verify another company’s EIN, here’s a step-by-step guide on how to find a business tax ID number.
Understanding the Importance of a Business Tax ID Number
The IRS uses the tax ID number to identify businesses for tax purposes, much like a Social Security number for an individual. An EIN is required for:
- Filing federal tax returns
- Opening a business bank account
- Applying for business credit or loans
- Paying employees
- Filing business-related paperwork with the IRS
- Establishing a business entity like an LLC or corporation
Knowing how to locate an EIN can simplify these tasks and avoid complications down the road. Below are some primary methods to find your business’s EIN and ways to look up other businesses’ tax ID numbers.
1. Locate Your Own Business EIN
If you’re searching for your own EIN, you likely already have the information somewhere on file. Here are some common ways to locate your EIN if you’ve lost or misplaced it.
a) Check Official IRS Documents
When the IRS assigns an EIN to a business, they send out a CP 575 confirmation letter to the business’s registered address. This letter is the most official record of your business tax ID. If you keep organized records of important tax documents, the CP 575 should be easy to locate. If you’re unable to find the letter, there are still other options available.
b) Look Through Previous Tax Returns
Another good source for locating your EIN is through past tax filings. Your tax ID number will be on previous tax returns, such as:
- Form 941 (Employer’s Quarterly Federal Tax Return)
- Form 940 (Employer’s Annual Federal Unemployment Tax Return)
- Business income tax returns, such as Form 1065, 1120, or 1120S, depending on your business entity type
Tax filings are often archived in business files or maintained by an accountant, so these documents can be a convenient source for finding your EIN.
c) Check Other IRS Correspondence
Aside from tax returns, look through any letters or notices from the IRS. Most communications sent from the IRS will have your business tax ID listed for identification purposes. This could include letters related to payroll tax deposits, balance due notices, or updates on your tax status.
d) Contact Your Business Bank or Financial Institution
If your business has a bank account, the bank should have your EIN on record as part of your account setup. Simply contact your bank and request assistance in locating your tax ID number. Be prepared to provide identifying information to verify your identity, as banks prioritize account security.
e) Use Online Accounting or Payroll Software
If you manage your finances with accounting software like QuickBooks, Xero, or an online payroll provider, you may be able to find your EIN there. These programs often require businesses to enter their EIN for payroll processing, tax filings, and reporting, so check your business profile or account settings.
f) Contact the IRS
If none of the above methods yield results, you can contact the IRS directly to retrieve your EIN. You’ll need to call the Business & Specialty Tax Line at 800-829-4933. Be prepared to provide identifying information to confirm your authority to access the business tax ID.
2. Looking Up Another Business’s EIN
At times, you may need to verify another business’s tax ID number, either for tax-reporting purposes or due diligence. Here are some ethical and legal ways to obtain a business EIN:
a) Check Publicly Available Resources
For publicly traded companies, EINs are typically accessible through public records. Here are some methods for obtaining a business EIN through public records:
- SEC Filings: Public companies must file certain reports, like Form 10-K, with the U.S. Securities and Exchange Commission (SEC). These documents are available online through the SEC’s EDGAR database and usually include the company’s EIN.
- Nonprofit Filings: For nonprofits, you can often find EINs in their Form 990 filings. These forms are public and can be accessed on websites like GuideStar or directly from the IRS website.
b) Business Registration Websites
Some online databases provide EIN information for registered businesses, especially in states where EINs are part of the public record. Websites like the Secretary of State’s database may allow you to search for registered businesses within the state and find their tax ID numbers.
c) Use a Third-Party EIN Lookup Service
If the above methods are unsuccessful, you might consider using a third-party service that provides EIN lookup information. These services can come with a fee, but they may offer EINs for registered businesses if other methods fail. Examples include:
- Dun & Bradstreet: Dun & Bradstreet offers business information on registered entities, including their tax IDs for certain reports.
- LexisNexis: For more advanced business searches, LexisNexis also provides EINs as part of their business reports.
Be cautious when using paid services, as legitimate services require you to use EINs in compliance with federal regulations and data privacy laws. Unauthorized use of an EIN can have serious legal repercussions.
3. Requesting an EIN Verification Letter
For businesses that need a verification letter for their EIN—such as when applying for credit or securing a business loan—the IRS provides Form 147C, an EIN Verification Letter. This letter verifies a business’s tax ID and provides proof of EIN ownership. To request this letter, contact the IRS Business & Specialty Tax Line.
4. Protecting Your EIN and Ensuring Compliance
Since the EIN is essentially a business’s Social Security number, it’s essential to protect this information from misuse or identity theft. Here are a few ways to ensure your EIN is safeguarded:
- Limit Access: Restrict access to sensitive documents with your EIN, such as your CP 575 confirmation letter or tax returns.
- Avoid Sharing Without Due Cause: Only share your EIN with entities that genuinely need it for tax or reporting purposes.
- Monitor for Fraudulent Activity: Regularly check your business’s credit report to watch for suspicious activity linked to your tax ID number.
5. How to Apply for an EIN if You Don’t Have One
If your business does not yet have an EIN and you need one, applying is a straightforward process. You can apply online through the IRS website, by fax, or by mail using Form SS-4. You will typically receive your EIN immediately if you apply online, while mailed applications may take several weeks.
When applying, have your business information ready, including:
- Your business name and address
- The type of entity (LLC, corporation, sole proprietorship, etc.)
- The reason for applying (such as starting a new business or hiring employees)
Conclusion
Knowing how to find your business tax ID number or the EIN of another company can simplify many financial and legal tasks. For your own business, checking official IRS correspondence, tax returns, banking records, or contacting the IRS are reliable ways to locate your EIN. For other companies’ EINs, public records, SEC filings, and nonprofit databases can offer this information legally.Understanding how to retrieve and protect your EIN can prevent unnecessary administrative hurdles, maintain compliance with IRS regulations, and protect your business’s financial security.