SS4 instructions: Simple step by step

Get your EIN by completing IRS Form SS-4 with our simple guide, highlighting the importance and steps for business tax purposes. Avoid common pitfalls and ensure accuracy in your application process for smoother IRS filings.

By Douglas Wade, Attorney

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Table of Contents

1. How to fill out IRS Form SS-4 for an EIN

2. Why do you need an employer identification number (EIN)?

3. Instructions for Form SS-4: Getting Your EIN

4. Can I get an EIN on my own or do I need to pay?

How to fill out IRS Form SS-4 for an EIN

Searching for advice on how to obtain an Employer Identification Number (EIN) using Form SS-4? Find out more about getting an EIN for your company and completing this crucial IRS form. The process of obtaining an EIN may take longer than expected due to certain special conditions affecting your company and the complexity of IRS filings.

The purpose of this post is to serve as a useful overview and guide for this procedure. However, before you do anything, make sure you read the instructions for IRS Form SS-4 in their entirety on the agency website.

Why do you need an employer identification number (EIN)?

Obtaining an Employer Identification Number (EIN) for tax purposes is one of the most crucial parts of launching a business. You can obtain an EIN from the IRS when you incorporate as a C Corp, form an LLC, or establish another kind of legal structure for your company.

Your company’s EIN functions as its tax ID number. The EIN serves as your company’s IRS identifier and permits you to conduct business lawfully for tax purposes, just as individual taxpayers need an SSN for their personal tax returns.

Obtaining an EIN allows you to manage your business finances, apply for business credit cards, establish credit, open bank accounts for your company, and take care of other tax-related business operations.

According to the legislation and the tax code, an EIN helps establish the “real” and “official” status of your company. Obtaining an EIN can help you take advantage of a number of tax advantages associated with running a business, including tax-deductible business costs. You require an EIN if you wish to steer clear of the dangers and drawbacks associated with being a sole owner.

Instructions for Form SS-4: Getting Your EIN

All set to get an EIN? To apply for an Employer Identification Number, you must complete IRS Form SS-4 and submit it to the IRS for approval.

Form SS-4 instructions are available in full on the IRS website, and the form can be sent online, by phone, by fax, or by mail. Nonetheless, before you formally register for an EIN by contacting the IRS, the IRS usually advises that you finish your Form SS-4.

Below is a general summary of the required steps.

Line 1: Legal name of the business (or person) requesting the EIN

This is the place to provide your formal company name. Verify that the spelling of your company name is accurate and that it appears exactly as it does on your articles of incorporation or other official business formation documents.

Line 2. The business’s trade name

If your company is using a trade name or “fictitious name” in addition to the legal name listed in Line 1, use this line.

Line 3. Names of the executor, administrator, trustee, and “care of” name

If someone is authorised to handle the legal affairs of the company, include their entire name (first, middle, and last). This person could be the business owner, principal officer, general partner, grantor, trustor, or someone who is authorized to receive tax-related information for the company.

Lines 4a–b. Postal address

Enter the mailing address that the company will use to receive mail. Usually, the address on file for the company’s tax returns should match this one.

Lines 5a–b. Street address

In case the actual address of the firm differs from the postal address provided in lines 4a–b, kindly provide it here. (If the physical and mailing addresses for the company are identical, leave lines 5a–b empty.)

Line 6: The primary business location’s county and state

Enter the state and county where the company is located.

Lines 7a–b: The responsible party’s name

Enter the business’s responsible party’s entire name, which includes their middle initial, last name, and first name, as well as their SSN, ITIN, or EIN. According to the IRS, the person who effectively controls or owns the company or who has actual power over the organization is the “responsible party.” In practice, this means that the person designated as the responsible party should be able to control, manage, or steer the entity and the disposal of its funds and assets, either directly or indirectly, based on their entitlement to or control over the funds and assets inside the business.

Lines 8a–c: Details of Limited Liability Companies (LLCs)

If your company is an LLC, you will need to fill in these fields with additional information about your business, such as the total number of members.

Line 9a: Entity type

To specify the kind of entity your firm is, check only one box. You must exercise caution and carefully study the instructions to determine which box to check (like Sole Proprietor, Corporation, Partnership, or Personal Service Corporation) if your company is an LLC. Here is where you would mark the box for Corporation and provide the return number (Form 1120S) if, for instance, you wanted your LLC to file taxes as a S Corporation. But completing this Form SS-4 does not equate to choosing your LLC’s tax status. That calls for an additional piece of paperwork.

Line 10: Reason for application

Why are you requesting an EIN at this time? Have you recently opened for business, are you hiring staff members for the first time, have you bought an already-existing company, or are there other reasons? Put a brief explanation in the box next to the relevant entry.

Together with these, there are a few more lines of information that you must supply if they apply to your company. These include your anticipated employment tax liability, the anticipated number of employees (if you have any), the primary activity of your company, the primary line of goods or services that you sell, and a special section where you can designate a Third Party Designee who is permitted to receive the EIN for the company and respond to inquiries regarding the completion of Form SS-4.

Can I get an EIN on my own or do I need to pay?

You can see that completing Form SS-4 might be difficult. Depending on their business, some entrepreneurs may require further information to address specific circumstances; in order to assess your options and determine the best course of action, you may wish to seek professional assistance.

It is true that you can obtain an EIN and complete Form SS-4 by yourself. (Before applying for your EIN, it is recommended that you review the complete Form SS-4 instructions on the IRS website.)

For detailed guidance on navigating the EIN registry process, consider consulting experts well-versed in Form SS-4 instructions.

Have a quick question? We answered nearly 2000 FAQs.

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