Internal Revenue Service (IRS) Form SS-4 is used to apply for an Employer Identification Number (EIN) in the United States. If you’re starting a business, hiring employees, or need an EIN for tax purposes, you’ll need to file this form. Below, we’ll break down where to find Form SS-4, how to complete it, and how long it takes to receive your EIN.

What’s in this article?

• How to get Form SS-4: A step-by-step guide
  
• How to fill out Form SS-4
  
• How long does it take to get Form SS-4?
  
• Mistakes to avoid when applying for Form SS-4
  

How to get Form SS-4: A step-by-step guide

It’s easy to get Form SS-4 and apply for an EIN. Here’s exactly how to obtain one:

• Go to the official IRS website and use the search bar to type “Form SS-4.”

• Click the link to access “About Form SS-4, Application for Employer Identification Number.” You can either download the PDF to your device or open it in your browser for immediate access.

• Read the instructions on the IRS site and then complete the form with your business’s information.

• Submit the form either online, by mail, or by fax.

How to fill out Form SS-4

Each section of the form requires specific information about your business. Here’s how to correctly fill out each part.

Legal name and trade name (if applicable)

• Line 1: Enter the legal name of the individual or business entity applying for the EIN. This should match your official documents.
  
• Line 2: If your business operates under a different name, such as a trade name or “doing business as” (DBA) name, provide that here. If not, leave this section blank.
  

Executor, administrator, trustee, “care of” name

• Line 3: Input the name of the trustee if you’re applying for a trust. Estates should enter the name of the executor, administrator, personal representative, or other fiduciary representative.
  

Mailing and street address

• Lines 4a–4b: Fill in the mailing address where you want to receive official correspondence. Ensure this address is reliable, as this is where your EIN confirmation letter will go if you apply by mail. If you’re applying for an entity outside the US, you’ll need to include the city, province or state, postal code, and the unabbreviated name of the country. Typically, this mailing address will be used on all tax returns.
  
• Lines 5a–5b: Enter the business’s primary physical location, or street address, if it’s different from the mailing address. Otherwise, leave it blank. Do not use a P.O. Box in this section.
  

County and state

• Line 6: Enter the county and state of your business’s primary physical location.
  

Name of responsible party

• Lines 7a–7b: Enter the name and Social Security number (SSN), Individual Taxpayer Identification Number (ITIN), or EIN of the principal officer or individual who controls the business. For more information about determining the responsible party, consult the IRS’s instructions.
  

Limited liability company (LLC) information

• Line 8a: Check “yes” or “no” about whether your business is an LLC.

• Lines 8b–8c: If you’re applying for an LLC, enter the number of members in the LLC and whether the LLC was organized in the US.

Type of entity

• Line 9a: Check one box that describes your business entity (e.g., sole proprietor, corporation, partnership).

• Line 9b: If applying for a corporation, enter the state or foreign country where it is incorporated.

Reason for applying

• Line 10: Choose the reason you’re applying for an EIN. Common reasons include starting a new business, hiring employees, and banking purposes.
  

Start date of business

• Line 11: Enter the date when your business started or when ownership was acquired. For new businesses, this is usually the date operations began.
  

Closing month of the accounting year

• Line 12: Indicate the final month of your accounting year. Most businesses use December, but if you’re on a different fiscal schedule, provide the associated final month.
  

Number of employees

• Line 13: Estimate the highest number of employees you expect to hire in the next 12 months. This can be broken down into agricultural, household, or other employee types. If you’re not hiring employees, enter “0” and skip Line 14.
  

Filing requirements for employment taxes

• Line 14: If you expect your annual employment tax liability to be $1,000 or less in a full calendar year, check the box indicating you’ll file employment taxes annually rather than quarterly.
  

First date wages paid

• Line 15: If you have employees, enter the date your business started paying them. Enter “N/A” if you do not have or don’t plan to employ anyone.
  

Principal activity

• Line 16: Check one box that best describes the business’s main activity. Some of the options are manufacturing, finance & insurance, and accommodation & food services.
  

More details about principal activity

• Line 17: Provide more details about your business’s primary product or service. For instance, if you listed “retail” in Line 16, you might specify “ecommerce clothing” here.
  

Do you have another EIN?

• Line 18: If you or the business entity previously applied for and received an EIN, check “yes” and enter that EIN. Otherwise, check “no.”
  

Third-party designee

• If you want to authorize someone else to receive the EIN or discuss your application with the IRS (e.g., an accountant), enter their name and contact information here. If not, leave it blank.
  

Signature

• The responsible party must sign and date the form. This certifies that all the information provided is accurate.
  

Before submitting, double-check all entries for accuracy. You can submit the completed form by mail, fax, or through the IRS’s online EIN application system.

How long does it take to get Form SS-4?

Form SS-4 is available immediately. You can download it directly from the IRS website at any time, so there’s no waiting period to access the form. As for processing the form and receiving an EIN, the time frame varies based on how you submit it:

• If you apply online through the IRS’s EIN application system, you’ll receive your EIN immediately after completing the form, if there are no issues.

• If you fax the form, processing typically takes about four business days, provided you remember to include your return fax number.

• If you mail the form, processing usually takes at least four to five weeks. You’ll receive your EIN by mail.

Mistakes to avoid when applying for Form SS-4

When completing Form SS-4 to obtain an EIN, there are several common mistakes you’ll want to avoid to ensure your application is processed without delay. Here’s what you should watch for.

Providing incorrect information

Incorrect information on any part of your form—including responsible party information, legal name, mailing address, entity type, start date, and employee estimate—can result in delays and issues with your application. Double-check your answers against all records. For example, ensure you use the exact legal name as it appears in your business formation documents or personal legal records.

Leaving sections blank

Be careful not to skip sections that seem irrelevant or unclear. Even if a section doesn’t apply to your situation (e.g., trade name, estimated employees), review each one carefully and fill in “N/A” where necessary. Some fields might be required depending on your business type.

Entering an invalid reason for applying

Be careful not to select a reason for applying that doesn’t fit your situation (e.g., selecting “banking purposes” when applying for an EIN for employees). Clarify why you’re applying. Common reasons include starting a new business, hiring employees, and creating a trust or estate.

Using an old or duplicate EIN

Be careful not to apply for a new EIN when you already have one or when your business doesn’t actually need a new one. Check whether your business already has an EIN before applying. Remember that you don’t need a new one if you’re just changing your business name or moving to a new location.

Not signing the form

Don’t forget to sign and date the form. The responsible party must sign and date the form to validate the application. An unsigned form will not be processed.

17. Consider business loans

Using business loans as a part of your financial strategy can be a powerful step to expedite your business growth. Here’s how to approach this step:

• Determine your need for a loan: Before jumping into the loan application process, assess whether you have a genuine need for a loan. Maybe you need funds for expanding your operations, buying equipment, increasing inventory, hiring staff, or smoothing out cash flow. Getting clear about your business’s financial needs can help you make a more informed decision about applying for a loan.

• Research different types of loans: There are different types of loans available for businesses, from traditional bank loans and Small Business Administration (SBA) loans to alternative online loans and lines of credit. Each type comes with its own terms, interest rates, and requirements. The right choice for you will depend on your specific needs, financial situation, and the stage of your business.

• Consider eligibility requirements: Lenders have varying criteria for approving loans. These can include factors such as your credit score, business revenue, the profitability of your business, and how long you’ve been in operation. Before applying for a loan, carefully check these criteria to see if you qualify.

• Prepare your loan application: Once you’ve chosen a type of loan and confirmed that you meet the lender’s criteria, the next step is to prepare your loan application. This involves compiling financial documents such as your business plan, financial statements, tax returns, and details of your collateral. You may also need to present a plan outlining how you intend to use the loan and how you will repay it.

• Compare loan offers: If your loan application is approved, you may receive offers from different lenders. Consider each offer’s terms carefully, including the interest rate, loan amount, loan term, and any additional fees. Be sure you understand the total cost of the loan and how the repayment terms align with your business’s financial projections.

Taking on debt is a serious commitment that demands careful planning and consideration. For additional guidance throughout the process, consult with a financial advisor or mentor.

There’s no easy shortcut to starting a business. Cutting corners or skipping steps in the early days can create unnecessary friction, confusion, or even legal liability down the road. But while much of the work that goes into starting a new business might seem tedious, it’s not overly complicated. If you take a thoughtful and methodical approach to this process, and address each step in the correct order, you’ll build a foundation that can support all the goals and dreams you have for your business—exactly what motivated you to begin this journey in the first place.