How to Easily Apply for a U.S. Company EIN A Step-by-Step Guide to Complete the Process!

How to Easily Apply for an EIN for a U.S. Company A Step-by-Step Guide to the Process and Details

In today's increasingly globalized world, more entrepreneurs, freelancers, and small business owners are looking to expand into international markets-especially the U.S. For those who plan to register a company, open a bank account, or file taxes in the United States, obtaining an Employer Identification Number EIN is an essential first step.

An EIN Employer Identification Number is a unique nine-digit identifier assigned by the Internal Revenue Service IRS to businesses operating in the U.S. It functions as a Social Security Number SSN for businesses. Whether you're forming a Limited Liability Company LLC, a partnership, or a foreign entity doing business in the U.S., applying for an EIN is a standard requirement.

This article walks you through the entire EIN application process step-by-step, helping you avoid unnecessary detours and get started quickly.

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

An EIN, or Employer Identification Number, is a nine-digit tax ID issued by the IRS to identify business entities. It serves as a business's official identification number for tax and legal purposes, similar to how an SSN works for individuals.

Key uses of an EIN include

Opening a U.S. bank account

Hiring employees and filing payroll taxes

Filing federal and state tax returns

Registering for business licenses

Setting up business accounts on U.S. e-commerce platforms like Amazon or Shopify

For non-U.S. residents, an EIN is often the foundational requirement to conduct business in the U.S. For example, after registering an LLC, you won't be able to proceed with many business activities without an EIN.

2. Who Needs to Apply for an EIN?

According to the IRS, not all businesses are required to have an EIN. Here are the most common situations in which an EIN is necessary

Forming an LLC

Hiring employees

Filing for retirement plans, excise taxes, or alcohol and tobacco taxes

Operating as a corporation or partnership

Acting as a trustee, estate administrator, or leader of a nonprofit organization

Note Sole proprietors without employees and who don't file specific tax types may use their personal SSN instead of an EIN.

3. Available Methods to Apply for an EIN

The IRS offers several ways to apply for an EIN

1. Online Application - Most Recommended

This is the fastest and easiest method, especially for non-U.S. residents.

Processing Time Approximately 15-30 minutes

Cost Free

Application Link IRS EIN Assistanthttps//www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online

Requirements

A valid U.S. phone number

The applicant must be the Responsible Party-i.e., the business owner or authorized representative

The business must be formed in the U.S.

Important If you’re a non-resident without a U.S. phone number, you may need to use another method or appoint an agent.

2. Fax Application

Fill out Form SS-4 and fax it to the IRS. You’ll receive your EIN within 4 business days.

3. Mail Application

Complete Form SS-4 and mail it to the IRS. Processing time is usually 4-6 weeks.

4. Phone Application - Available Only to Non-U.S. Residents

Non-residents can call the IRS International Toll-Free Service to apply. While more involved, this method is a good option if you don’t have a U.S. phone number.

4. Step-by-Step Guide to Applying Online

Step 1 Prepare Required Information

Before starting the online application, gather the following

Legal business name and address

Type of business LLC, C-Corp, S-Corp, etc.

State of formation

Industry or business type

Responsible Party’s name and SSN or ITIN

Estimated number of employees

Whether the business has started operations

Step 2 Access the IRS EIN Application Portal

Visit the IRS EIN Assistant page

IRS EIN Assistanthttps//www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online

Click on Apply Online Now.

Step 3 Fill in the Application Form

Follow the prompts to enter your business and responsible party information. The system will check your eligibility in real time.

Step 4 Submit and Receive Your EIN

Once submitted, the system will immediately issue your EIN. You can download a PDF version of the confirmation letter CP 575, or choose to receive it via email.

5. How Can Non-U.S. Residents Apply for an EIN?

Non-residents may face additional challenges when applying for an EIN. Here are some important points to consider

1. No U.S. Phone Number Online application requires a U.S. number. If you don’t have one, consider fax or phone application.

2. Use an ITIN Instead of an SSN If you don’t have a Social Security Number, you can use your Individual Taxpayer Identification Number ITIN.

3. Appoint an Agent You can authorize a U.S. attorney, accountant, or registered agent to apply on your behalf.

4. Phone Application Steps

Call the IRS International Service Line at +1-267-941-1099

Select your preferred language Mandarin is available

Provide your business and personal information

The IRS will issue your EIN directly over the phone

6. Frequently Asked Questions FAQs

Q1 Is there a fee for applying for an EIN?

A No. The IRS offers EIN applications free of charge. Any fees charged are from third-party services.

Q2 Can an EIN be changed?

A No, EINs are permanent. If your business undergoes major structural changes e.g., merger or acquisition, you may apply for a new EIN.

Q3 How long is an EIN valid?

A An EIN remains valid indefinitely. Even if the business closes, the number is not reused.

Q4 How can I look up my EIN?

A You can find your EIN on IRS documents, tax returns, bank records, or by contacting the IRS directly.

7. Recent Trends More Chinese Entrepreneurs Opting for U.S. LLC + EIN Combination

In recent years, with the rise of cross-border e-commerce, digital product sales, and remote freelancing, more Chinese entrepreneurs are registering U.S. LLCs to build credibility, access tax benefits, and gain legal protection.

According to 2025 data, over 12,000 Chinese citizens registered U.S. companies in the first quarter alone, most of whom obtained EINs to complete tax filings and open bank accounts. Some third-party service providers now offer one-stop LLC registration and EIN proxy services for non-residents. However, it’s strongly recommended to use the IRS’s official channels to avoid unnecessary fees.

Conclusion

Applying for an EIN may seem complicated at first, but with the right preparation and understanding of the process, it’s a straightforward task. Whether you choose to apply online or via phone, following the IRS guidelines step-by-step will ensure you receive your EIN efficiently.

For entrepreneurs looking to expand into the U.S. market, mastering the EIN application process is a crucial step toward international growth.