Form SS-4 Instruction revised on (12/2023)  

Introduction

We often see one small form create a big delay. A founder finalizes their LLC, gets ready to open a bank account, and then hits a wall because the EIN is still “pending.” Most of the time, it is not because the IRS “rejected” anything. It is because Form SS-4 was filled with a small mismatch, sent using the wrong method, or submitted twice.

So, let’s make this simple. This guide explains Form SS-4, how to fill it correctly, and how to choose the right submission method, whether you are applying through SS4 online, fax, mail, or phone.

What is Form SS-4?   

Form SS-4 is the IRS application used to request an Employer Identification Number (EIN). The EIN is a 9-digit number assigned to businesses and other entities for federal tax filing and reporting.

Why Form SS-4 matters more than people think  ?

Your EIN is connected to key business actions like opening a business bank account, setting up payroll, filing tax forms, and completing vendor onboarding. If your SS-4 has incorrect details, it can slow down everything that comes after it.

That is why the IRS also reminds applicants to keep SS-4 information current and report changes to the responsible party, address, or location using the appropriate update process.

Before you start: the most common EIN mistakes we see  

A few issues show up again and again:

• You submit more than one SS-4 for the same business because you did not receive the EIN quickly. The IRS specifically advises using only one method so you do not end up with more than one EIN for the same entity.

• You try SS4 online even though you do not have a legal residence or office in the U.S. or U.S. territories. In that case, the IRS says you cannot use the online EIN application.

• You forget the IRS one-per-day rule. EIN issuance is limited to one EIN per responsible party per day, whether you apply online, by phone, fax, or mail.

How to apply for an EIN using Form SS-4  ?

The IRS allows four main routes. The best one depends on where you are located and how soon you need the EIN.

1) SS4 online (fastest, but not for everyone)  

You can apply online and use the EIN immediately if you have a legal residence, principal place of business, or principal office in the U.S. or U.S. territories. The responsible party must have a valid SSN, ITIN, or EIN to use the online system.

If you do not have that U.S. presence, the IRS is clear that you cannot use the online application and should use another method.

2) Apply by phone (international applicants)

If you have no legal residence or office in the U.S. or U.S. territories, you may apply by phone as an international applicant by calling 267-941-1099 (not toll-free), Monday to Friday, 6:00 a.m. to 11:00 p.m. Eastern Time.

The person calling must be authorized and able to answer questions from Form SS-4.

3) Apply by fax (often a practical option)

Fax can be a good option when you want a documented submission and cannot use SS4 online. The IRS notes that under the Fax-TIN program, you may receive an EIN by fax generally within about 4 business days (assuming the SS-4 is completed correctly).

4) Apply by mail (slowest, but sometimes necessary)

Mail is typically used when fax is not convenient. The IRS instructs applicants to plan when mailing Form SS-4 because processing can take weeks.

Where to file or fax Form SS-4 (the details people get wrong)  ?

This part matters. Sending to the wrong fax line or using the wrong routing can delay the EIN.

If you are in one of the 50 states or Washington, DC, file or fax to:
Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999
Fax: 855-641-6935 Internal Revenue Service

If you have no legal residence, principal office, or principal agency in any state or DC (international/U.S. territories), file or fax to: Internal Revenue Service, Attn: EIN International Operation, Cincinnati, OH 45999
Fax: 855-215-1627 (within the U.S.)
Fax: 304-707-9471 (outside the U.S.) Internal Revenue Service

What to double-check on Form SS-4 before submitting?

Here is what we recommend reviewing carefully because these fields create most of the back-and-forth:

• Legal name (Line 1): Must match the legal formation documents.
• Trade name (Line 2): Use only if different, and keep usage consistent later.
• Mailing address vs street address: Do not mix these up.
• Responsible party (Line 7a/7b): This is one of the most sensitive parts because the IRS ties the EIN to the responsible party and limits EIN issuance per day.
• How you are applying: Choose one method only to avoid duplicates.

How Ebizfiling helps with Form SS-4 and EIN applications?

When clients come to us, it is usually because they do not want to risk delays, especially if they are applying from outside the U.S. or coordinating banking and tax timelines.

At Ebizfiling, we help by:

• Reviewing your Form SS-4 details for common mismatch issues
• Guiding you on the right submission method (SS4 online vs fax vs phone vs mail) based on your situation Internal Revenue Service
• Helping you avoid duplicate submissions and prevent unnecessary delays

If you want your Form SS-4 done right the first time, get in touch with us. We will review your details, guide the right method, and help you apply without avoidable EIN delays.

Conclusion

Form SS-4 may look like just another IRS document, but in reality, it is the foundation of your business’s tax identity. A single error, wrong entity selection, missing responsible party details, or choosing the wrong filing method can delay your EIN and stall critical business activities like banking, payroll, and tax filings.

If you are unsure how to complete Form SS-4, need help selecting the correct entity type, or want end-to-end EIN support, Ebizfiling is here to guide you at every step. Get in touch with us and let us handle the technicalities while you focus on building your business.

Suggested Read :

How to Update Your EIN Information and Keep Your Business Compliant?

How to Get a Tax ID Number in 3 Easy Steps?

Getting a US EIN After Company Incorporation: Full Process

7 Key Differences between Individual Taxpayer Identification Number (ITIN) & Employer Identification Number (EIN)

Frequently Asked Questions