Getting an Employer Identification Number (EIN) through the IRS can feel like a maze of paperwork, but faxing Form SS-4 offers a quick solution. To fax Form SS-4 to the IRS, send it to 855-641-6935 if you’re in one of the 50 states or DC. This method speeds up the EIN application process compared to regular mail.
The faxing process is available 24/7, making it convenient for business owners who need their EIN quickly. While traditional mail can take weeks, faxing lets people submit their forms right away. Using an online fax service like Municorn Fax makes this task even easier since there’s no need for a physical fax machine.
Getting ready to fax requires attention to detail. Business owners should include a clear cover sheet with their contact information and make sure all documents are easy to read. A clean, crisp form helps avoid delays in processing.
Understanding the Basics of EIN and Form SS-4
An Employer Identification Number (EIN) serves as a business’s tax ID, and Form SS-4 is the official IRS document needed to get one. These numbers help the IRS track business taxes and other important transactions.
What Is an Employer Identification Number?
An EIN is a unique nine-digit number that works like a Social Security number for businesses. The Internal Revenue Service issues EINs to identify businesses for tax purposes.
Companies need an EIN to:
- Open business bank accounts
- File tax returns
- Hire employees
- Apply for business licenses
This number stays with a business forever, even if the company name or structure changes later.
The Role of Form SS-4 in Acquiring an EIN
Form SS-4 is the official application businesses use to get an EIN. The form asks for basic business details like:
- Business name and address
- Type of business structure
- Reason for applying
- Number of employees
Businesses can submit Form SS-4 through three methods:
- Online through the IRS website (fastest option)
- Fax submission (4 business days)
- Mail submission (4-6 weeks)
The online method gives instant results, while fax and mail take longer to process. You will have to complete the online application in one session, which might expire by the time you’ve done your research so faxing it might be less of a risk overall.
Preparing to Fax Form SS-4
Before faxing Form SS-4 to get an Employer Identification Number (EIN), careful preparation helps avoid delays. The IRS needs clear, accurate information to process the application quickly.
Gathering Required Information
The business owner needs to collect specific details for the SS-4 form. This includes the legal name of the business and any trade names or DBAs.
A valid Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) for the responsible party is essential. The responsible party must be a real person, not a business entity.
The complete business address and principal place of business must be ready. Also needed are:
- Legal residence of the responsible party
- Type of entity (LLC, corporation, etc.)
- Date business started or acquired
- Reason for applying
- Number of employees expected in next 12 months
- Principal business activity
Completing Form SS-4 Accurately
The form needs to be filled out with clear, legible handwriting or typed text. Each section requires careful attention to detail.
Double-check these key areas:
- Business name matches legal documents
- Correct tax classification is marked
- Valid mailing address is listed
- Closing month of accounting year is noted
- All required signatures are included
The IRS rejects forms with missing or incorrect information. Take time to review every field before faxing.
Use black ink if filling out by hand. Make sure all numbers and letters are clear and easy to read.
Faxing the SS-4 to the IRS
The IRS accepts Form SS-4 applications by fax, which speeds up the EIN application process. Businesses typically receive their EIN within 4 business days when using this method.
Steps to Fax SS-4 to Cincinnati, OH
Form SS-4 must be filled out completely and accurately before faxing.
Applicants need a fax machine with a working landline connection or an account with an online fax service, like our own Municorn Fax App, available for iPhone, Android, Mac and email. Remember that you can fill a PDF and send it as fax from your phone with a fax app or scan a paper form and then fax it online. This will save you a lot of time and possibly a trip to a place near you to fax, like the UPS.
Double-check all business information and contact details for accuracy. Missing or incorrect information can delay processing.
Faxing to the IRS follows standard faxing procedures:
- Include a cover sheet with business name and contact info
- Number all pages
- Keep the original SS-4 form for records
- Print confirmation page showing successful transmission
Fax Numbers and International Operation
The IRS has different fax numbers for Form SS-4 based on location:
For Applicants with legal residence in one of the 50 States or the District of Columbia:
- Fax to 855-641-6935
For businesses and individuals with no legal residence, principal place of business, or principal office or agency in any state, there are two numbers:
For Applicants Within U.S. :
- Fax to 855-215-1627
For International Applicants:
- Fax to 304-707-9471 (outside U.S.)
All international applications should be sent to:
Internal Revenue Service
Attn: EIN Operation
Cincinnati, OH 45999
Long-distance charges may apply when faxing from outside the local calling area. This does not apply to online fax, so feel free to use it for international faxing with no additional charges.
Additional Considerations for SS-4 Filing
Filing Form SS-4 requires attention to specific details and responsibilities that affect the application process. These details can impact the success of your EIN application and future tax obligations.
Designating a Third-Party Individual
A business owner can name a third-party designee on the SS-4 form to handle EIN-related matters. This person can talk to the IRS about the application and answer questions about the form.
The designee must provide their full name, phone number, and fax number on the form. This designation stays active for 60 days from the EIN assignment date.
Third-party designees often include:
- Tax preparers
- Business attorneys
- Accountants
- Authorized business partners
Tax Filing Responsibilities
Businesses must keep track of several tax obligations after getting their EIN. The tax filing requirements vary based on business structure.
S corporations need to file Form 2553 within 75 days of formation to elect their status. This is separate from the SS-4 process.
LLCs must choose their tax classification when filing SS-4:
- Single-member LLC
- Partnership
- Corporation
All businesses should keep their mailing address current with the IRS. Changes in business address require prompt notification to ensure receipt of important tax documents.
Frequently Asked Questions
The IRS offers multiple methods to submit Form SS-4, with faxing being a quick option that typically provides an EIN within 4 business days. Faxing Form SS-4 requires attention to detail and proper documentation.
What is the process for faxing a completed SS-4 form to the IRS?
Fill out Form SS-4 completely and accurately. Double-check all information before sending. Make sure the fax is clear and readable.
Keep a copy of the completed form and fax confirmation page for records.
Where can I find the IRS fax number for submitting an SS-4 form?
The fax number varies based on location. For businesses within the United States, use the domestic fax number. International applicants need to use a different fax number.
Check the IRS website or this section of the article for current fax numbers as they may change periodically.
Can I receive a confirmation letter from the IRS after faxing my SS-4 form?
The IRS sends EIN confirmation notices by mail to the business address listed on Form SS-4. This usually takes 2-3 weeks.
Business owners can verify receipt by calling the IRS Business & Specialty Tax Line.
Are there specific instructions to follow when faxing Form SS-4 to the IRS?
Use black ink and clear handwriting. Make sure all required fields are complete.
Include a return fax number and contact information for faster processing.
Send during IRS business hours for quickest processing.
Is electronic filing an option for the SS-4, and how does it compare to faxing?
Online filing is the fastest method for getting an EIN. The online system provides immediate EIN assignment.
The digital application prevents common errors through guided entry.
What should I do if I need to obtain a copy of my previously submitted SS-4?
Contact the IRS Business & Specialty Tax Line to request a copy. Provide your EIN and business information.
The IRS can mail or fax copies to the address on record.
Keep digital copies of all tax documents for easy access.
