How to Get a US Employer Identification Number (EIN) in 2026: Complete Step-by-Step Guide

If you are starting a business in the United States, hiring your first employee, or setting up as a non-resident founder, one small nine-digit number will follow you through nearly every official step: the Employer Identification Number, or EIN. Banks ask for it before they will open an account, payroll platforms require it before they will run a single paycheck, and the IRS uses it to track every federal tax filing your business ever makes. Despite how central it is, the application process is still widely misunderstood, especially by non-US residents trying to register an American company from abroad.

This guide walks through exactly what an EIN is, who actually needs one, the documents you should gather beforehand, and the step-by-step process for both US residents and international founders applying in 2026.

What Exactly Is an EIN?

An EIN is a unique nine-digit identifier issued by the Internal Revenue Service to businesses operating in the United States. Structurally, it functions much like a Social Security Number, except it identifies a business entity rather than an individual person. Once assigned, an EIN never expires and is never reassigned to another business, even if your company later closes.

• Format: Always displayed as XX-XXXXXXX — two digits, a hyphen, then seven digits.
• Issued by: The IRS, at no charge, directly to the business or its authorized representative.
• Permanent: The number stays with the entity for its entire lifetime, regardless of ownership or address changes.

Who Actually Needs an EIN

Not every side hustle needs one, but the list of situations that require an EIN is broader than most first-time founders expect.

• Any business that hires employees, even a single part-time worker, needs an EIN to report payroll taxes.
• Corporations and partnerships are required to have one regardless of whether they have staff.
• LLCs with more than one member generally need an EIN for federal tax filing purposes.
• Single-member LLCs without employees are not always legally required to obtain one, but banks and payment processors almost universally request it anyway.
• Non-profit organizations, trusts, and estates typically require an EIN to open accounts and file required returns.
• Non-US residents forming a US company (a very common scenario for e-commerce sellers, consultants, and remote founders) need an EIN before they can open a US business bank account or register with most payment processors.

Documents and Information to Gather First

Having everything ready before you start the application prevents the single most common cause of delay: an incomplete Form SS-4.

• Legal business name exactly as registered with your state (and any trade or “doing business as” name).
• Business formation date and state of registration.
• Entity type — sole proprietorship, partnership, LLC, corporation, or non-profit.
• Responsible party’s full legal name and identifying number — a Social Security Number or Individual Taxpayer Identification Number for US-based applicants, or the applicant’s own information if no SSN/ITIN is available for foreign founders.
• Mailing address for official IRS correspondence.
• Reason for applying — starting a new business, hiring employees, banking purposes, or changing organizational structure.
• Expected number of employees over the next twelve months, even if the answer is zero.

Step-by-Step: Applying for an EIN as a US Resident

1. Confirm you’re eligible to apply online. The IRS’s online EIN application is available to applicants whose principal business is located in the United States or US territories and who have a valid Social Security Number or ITIN.
2. Complete the online interview-style application. The system asks a series of guided questions rather than presenting the raw SS-4 form, which reduces errors considerably.
3. Submit during the accepted online hours. The online system is generally available on business days during standard daytime hours in US time zones.
4. Receive your EIN immediately upon completion. Unlike almost every other IRS process, a correctly completed online application generates a confirmation notice the same session.
5. Download and store your confirmation notice. This document, sometimes referred to informally as your EIN confirmation letter, is what banks and payroll providers will ask to see.

Step-by-Step: Applying for an EIN as a Non-US Resident (No SSN or ITIN)

This is where most international founders get stuck, because the fully online system is not available if you do not have a US taxpayer identification number. The good news is that a completely legitimate alternative path exists.

1. Complete Form SS-4 manually. Fill in all business details, and for the responsible party’s identifying number, indicate that you are a foreign individual without an SSN or ITIN as instructed on the form.
2. Choose fax or mail submission. Non-residents typically cannot use the instant online tool, so the form is submitted by fax or postal mail directly to the IRS unit that processes international applications.
3. Alternatively, apply by phone. International applicants may call the IRS’s dedicated line for non-US-based businesses to complete the SS-4 interview verbally with an IRS representative, who issues the EIN before the call ends in many cases.
4. Wait for written confirmation. If applying by fax or mail rather than phone, processing commonly takes one to several weeks depending on submission method and current IRS volume.
5. Keep a copy of everything submitted. Since there is no online receipt for mailed applications, retain a copy of your completed SS-4 and any fax confirmation as proof of submission.

Common Mistakes That Delay an EIN Application

• Mismatched business names between the SS-4 form and your state formation documents.
• Choosing the wrong entity classification, which can create downstream tax filing complications.
• Leaving the responsible party section incomplete, particularly for foreign applicants unsure what to enter without an SSN.
• Applying multiple times for the same entity out of impatience, which can create duplicate records and further delays.
• Using a third-party “EIN service” that charges a large fee for a process that is entirely free when done directly with the IRS.

How Long the Process Really Takes

• Online application (US applicants): Immediate, same-session issuance.
• Phone application (international applicants): Often same-day, depending on call volume and completeness of information.
• Fax application: Typically about one week if a return fax number is provided.
• Mail application: Can take several weeks, making it the slowest of the available options.

Using Your EIN to Open a US Business Bank Account

For most founders, the EIN is really a means to an end: opening a business bank account and accepting payments. Once issued, banks typically require the following alongside your EIN confirmation notice.

• Formation documents, such as Articles of Organization or Incorporation.
• Operating agreement or bylaws, depending on entity type.
• Proof of business address, which can sometimes be a registered agent address for non-resident founders.
• Valid identification for all listed owners or officers.

Some banks now offer remote account opening for non-resident founders, though many still require either an in-person visit or use of a specialized fintech-friendly bank that caters to international entrepreneurs.

EIN vs. ITIN vs. SSN: Clearing Up the Confusion

These three numbers are frequently confused, but they serve entirely different purposes.

• SSN (Social Security Number): Issued to individuals, primarily US citizens and authorized residents, for personal tax and benefits tracking.
• ITIN (Individual Taxpayer Identification Number): Issued to individuals who need to file US taxes but are not eligible for an SSN.
• EIN (Employer Identification Number): Issued to a business entity, not an individual, regardless of the owner’s residency status.

Importantly, a founder does not need an SSN or ITIN personally in order for their business to receive an EIN — the business and the individual are tracked separately by the IRS.

Frequently Asked Questions

Is there a fee to get an EIN? No. The IRS issues EINs completely free of charge directly to applicants; any service charging a large fee is simply charging for convenience, not for something otherwise unavailable.

Can I get an EIN without living in the United States? Yes. Non-resident founders regularly obtain EINs by phone, fax, or mail using Form SS-4.

Do I need an EIN for a single-member LLC with no employees? Not always legally, but almost every bank and payment processor will ask for one anyway, so most founders obtain it regardless.

What if I lose my EIN confirmation letter? You can request an official verification letter directly from the IRS, or in some cases retrieve a digital copy through an eligible online business tax account.

Can I use my EIN immediately after receiving it? Yes, though it can take a short period for the number to fully populate across all IRS systems before certain filings, such as electronic tax deposits, can be processed.

What to Do With Your EIN After You Receive It

Getting the number is only the first step. A surprising number of new business owners obtain an EIN and then let the confirmation notice sit in an inbox for months, only to scramble when a bank or client suddenly asks for proof. Treat the EIN confirmation notice the way you would a passport for your business — store it somewhere permanent and easily retrievable.

• Save both a digital and printed copy of your confirmation notice in a dedicated business documents folder.
• Register for an online IRS business tax account where eligible, which allows you to retrieve official EIN verification later without waiting on hold.
• Update your EIN across every relevant platform — payroll software, business bank accounts, state tax registrations, and any payment processors — as soon as it is issued.
• Notify the IRS of any legal name or structure changes promptly, since your EIN stays the same but the IRS record tied to it must stay accurate.

State-Level Registrations You May Still Need

An EIN satisfies your federal identification requirement, but it does not automatically register you with state tax authorities. Depending on where your business operates, you may separately need:

• A state tax identification number for state income or franchise tax purposes.
• Sales tax permits if you sell taxable goods or services within a state that collects sales tax.
• State unemployment insurance registration once you hire your first employee.
• Local business licenses, which vary significantly by city and county and are entirely separate from anything the IRS issues.

Many founders mistakenly assume the EIN process covers all of this. It does not — it is strictly a federal identifier, and state-level obligations must be handled through each state’s own department of revenue or secretary of state office.

Special Considerations for E-Commerce and Remote-First Founders

A growing share of EIN applicants in 2026 are not opening a physical storefront at all — they are registering US LLCs to sell on American marketplaces, invoice US clients, or access US-based payment processors while living anywhere in the world. A few extra details matter for this group specifically.

• A registered agent address in your LLC’s formation state can often serve as your business mailing address for EIN purposes, avoiding the need for a physical US office.
• Marketplace and payment platforms frequently require the EIN confirmation notice to match the exact legal name on your Articles of Organization, so double-check spelling and punctuation before submitting anything.
• Tax filing obligations do not disappear simply because you are a non-resident owner — single-member foreign-owned LLCs typically still have annual informational filing requirements even with no US income tax owed.
• Consider professional guidance for cross-border tax questions, since an EIN establishes your business identity but does not by itself resolve every tax treaty or reporting question a non-resident owner may face.

Final Thoughts

Getting an EIN is one of the simplest, entirely free steps in starting a US business — yet it remains one of the most common points of confusion for first-time and international founders alike. The key is preparation: know your entity type, gather your formation documents, decide whether you qualify for the instant online tool or need the phone/fax/mail route, and avoid paying anyone for a service the IRS provides at no cost. Get this one number right, and nearly every other administrative step of running a US business becomes noticeably easier.