How to Easily Fill Out the EIN for US Company Registration Step-by-Step Guide

How to Apply for an EIN When Registering a Company in the U.S.

When registering a company in the United States, one of the most critical steps is completing the Employer Identification Number EIN application. Whether you're a startup founder, a freelancer, or an international business looking to establish a U.S. branch, accurately filling out EIN information is essential. It affects your company’s tax registration, bank account opening, and overall legal operation in the U.S. This article, based on the latest IRS guidelines and process updates, will walk you through how to easily tackle this seemingly complex task.

1. What is an EIN and Why is it Important?

An EIN Employer Identification Number is a nine-digit tax identification number issued by the Internal Revenue Service IRS to businesses, typically formatted as XX-XXXXXXX. It functions similarly to a Social Security Number SSN for individuals, serving to identify employers, partnerships, limited liability companies LLCs, and other business entities.

According to the IRS website, businesses need an EIN to open a corporate bank account, apply for business licenses, file tax returns, and hire employees. In 2025, with increased U.S. scrutiny on cross-border transactions and tax compliance, having a valid EIN has become a necessity for foreign companies doing business in the U.S.

2. Who Needs to Apply for an EIN?

Not all businesses require an EIN, but most do. Common situations that require an EIN include

Forming a Limited Liability Company LLC or Corporation

Hiring employees

Setting up a retirement plan

Operating as a partnership or trust

Establishing a U.S. branch or subsidiary of a foreign company

Notably, in 2025, the IRS updated its EIN application guidelines to state that even sole proprietorships without employees are advised to apply for an EIN if they plan to open a business bank account or apply for certain licenses. This helps avoid the privacy and security risks associated with using a personal SSN.

3. How to Apply for an EIN A Step-by-Step Guide

The EIN application process is straightforward, especially with the IRS offering online options for non-U.S. residents. Here's how to apply

Step 1 Confirm Eligibility for Online Application

According to the IRS website, both U.S.-based and eligible foreign businesses can apply online, provided they meet the following criteria

The applicant has a valid U.S. or foreign phone number

The applicant is a Responsible Party i.e., the business owner or authorized representative

Each applicant can submit only one EIN application per day

Step 2 Access the IRS EIN Application Portal

Visit the IRS EIN Assistant application page

https//www.irs.gov/einhttps//www.irs.gov/ein

Click on Apply for an EIN Online to begin the process.

Step 3 Fill in Basic Business Information

You’ll be guided through the following details

Type of business entity e.g., LLC, C Corporation, S Corporation

State or country where the business was formed

Business name and address

Responsible Party’s name and contact details

Optional SSN or ITIN

Step 4 Select the Reason for Applying

Choose the reason for applying, such as

Starting a new business

Changing a responsible party

Opening a bank account

Step 5 Submit and Receive Your EIN

Once all details are completed, submit your application. The system will immediately issue your EIN, and you can print or download a confirmation letter. The IRS will also mail a physical confirmation letter to the address you provided, which typically takes 4-6 weeks.

4. Frequently Asked Questions and Important Notes

1. Can foreign applicants apply online?

Yes. As updated in the IRS FAQ in April 2025, foreign applicants can use a foreign phone number to apply online, provided all information is accurate and a Responsible Party is designated.

2. Is an SSN or ITIN required?

No. While including an SSN or ITIN may speed up identity verification, it is not mandatory. Many foreign applicants choose not to provide one.

3. Is there a fee for applying?

No. The IRS offers free EIN application services. Any third-party agency charging a fee is unofficial. It is recommended to apply directly through the IRS website to avoid scams or unnecessary costs.

4. Can I update my EIN information after submission?

Yes. If your business details change e.g., Responsible Party or address, you can update them using IRS Form 8822-B.

5. Practical Tips and Recommendations

Prepare business information in advance

Make sure you have your business name, formation location, and Responsible Party details ready before starting the application.

Use English for all entries

All information must be entered in English, especially the business name and address. Prepare translations in advance.

Keep your EIN confirmation letter safe

This document is essential for opening bank accounts, filing taxes, and signing contracts. Save both digital and printed copies.

Use EIN instead of SSN for business purposes

Even if you operate a sole proprietorship, using an EIN instead of your SSN helps protect your personal privacy.

Avoid third-party agents unless necessary

While some companies offer EIN application services, most charge high fees for what is a free and simple process. Unless you're completely unfamiliar with the process, self-application is recommended.

6. Conclusion

Filling out the EIN during U.S. company registration is not difficult when you follow the correct process. With the IRS continuously improving its online services, even foreign applicants can complete the application smoothly. Whether you're starting a new business or expanding into the U.S. market, understanding how to apply for an EIN lays a solid foundation for your business operations.