Want to Start a Business in the U.S.? These Tax Docs Are a Must-Have!

Thinking of Registering a Company in the U.S.? These Tax Documents Are Absolutely Essential!

In recent years, with the acceleration of global economic integration and the rapid growth of cross-border e-commerce, more and more Chinese companies and entrepreneurs have turned their attention to overseas markets-particularly the United States, the world's largest economy. Whether it's setting up an online store on an e-commerce platform, expanding offline operations, or engaging in technology cooperation and investment acquisitions, many businesses choose to establish a physical presence in the U.S. to enhance brand credibility and improve operational efficiency.

According to a news report published by 21st Century Business Herald earlier this year, the number of new companies established by Chinese enterprises in the U.S. increased by more than 35% year-on-year in the first quarter of 2025, led primarily by the technology, logistics, and consumer goods industries. This trend indicates that despite some policy uncertainties between China and the U.S., the American market still holds strong appeal for Chinese companies.

However, successfully registering a company and conducting business in the U.S. is not a simple task. In addition to standard registration procedures, tax compliance remains a critical step. For non-U.S. entities and individuals, understanding and preparing the necessary tax-related documents is essential-not only to ensure a smooth registration process but also to avoid complications during future tax filings, audits, or cross-border capital movements.

I. The Role of Taxation in U.S. Company Registration

When registering a company in the U.S.-whether as a Limited Liability Company LLC, Corporation, or Partnership-you must apply to the Internal Revenue Service IRS for an Employer Identification Number EIN. This nine-digit number serves as your company’s unique identifier for tax purposes and is required when opening a bank account, filing tax returns, and interacting with government agencies.

For foreign entities, the IRS typically requires additional documentation to confirm that the company complies with federal and state-level tax regulations. Failing to meet these requirements may result in registration delays, fines, or even legal consequences.

II. Required Tax Documentation for U.S. Company Registration

Below are the key tax-related documents you must prepare when registering a company in the U.S.

1. W-8BEN-E Form

This form is essential for foreign entities engaged in business activities in the U.S. It confirms the entity's non-U.S. status and helps determine the applicable withholding tax rate. If your company earns income such as sales profits, dividends, or interest in the U.S., this form allows you to declare your tax residency and claim benefits under applicable tax treaties.

2. Company Charter and Business License Copy

While not directly a tax document, providing a copy of your company charter or business license issued in your home country is often required when applying for an EIN or submitting other tax forms. This helps the IRS verify your company's legitimacy and structure.

3. Tax Residency Certificate

Based on tax treaties between the U.S. and various countries, foreign companies may be eligible for reduced tax rates or exemptions. To qualify, you typically need to submit a Tax Residency Certificate issued by your local tax authority. For example, Chinese applicants can obtain such a certificate from the State Taxation Administration of China.

4. Shareholder or Beneficial Owner Information

The U.S. tax system places significant emphasis on identifying beneficial owners. During the registration process, you may be required to disclose the identity and tax information of ultimate beneficiaries. This aligns with anti-money laundering AML regulations and the Beneficial Ownership Reporting Rule.

5. Summary of Financial Statements or Revenue Projections

Although not mandatory in all states, certain situations-such as visa applications or participation in procurement programs-may require submission of a brief financial statement or projected revenue details to support the accuracy of your tax reporting.

III. Common Misconceptions and Recommendations

Many Chinese entrepreneurs underestimate the importance of tax preparation when registering a U.S. company, believing that completing the business registration alone is sufficient to begin operations. However, the U.S. operates under a highly regulated tax-compliance framework, and any oversight can hinder business continuity.

For instance, some entrepreneurs attempt to open a U.S. bank account without securing an EIN, only to face rejection. Others fail to submit the W-8BEN-E form on time, leading to excessive withholding taxes being applied to their income-an unnecessary financial burden.

To avoid these issues, it is strongly recommended to consult with a qualified U.S. accountant or attorney before starting the registration process. They can help you plan your tax structure, compile the necessary documents, and ensure the authenticity and timeliness of each file. Additionally, maintaining accurate accounting records and adhering to regular tax filing schedules is crucial-especially when dealing with cross-border transactions governed by transfer pricing and permanent establishment rules-to avoid triggering regulatory investigations.

IV. Conclusion

Registering a company in the U.S. marks not only the first step toward international expansion but also a critical milestone in building a robust compliance framework. Given the complexity of U.S. tax requirements, thorough preparation of tax documentation will streamline the registration process and lay a solid foundation for long-term, stable operations.

In today’s increasingly regulated global business environment, only by prioritizing tax compliance can companies truly achieve sustainable success in their internationalization strategies.