Obtaining an Employer Identification Number (EIN) is crucial for businesses operating in the United States. An EIN, similar to a Social Security number for individuals, is used by the IRS to identify your business. You’ll need an EIN to open a business bank account, hire employees, and file certain tax returns. The process is generally straightforward, but sometimes you need to request a confirmation letter. This guide provides insights and sample letters to help you navigate the EIN request process.
There are several reasons why you might need to request a copy of your EIN confirmation letter. Perhaps you lost the original, or you need to verify your EIN for a business transaction. While you can often retrieve your EIN online if you remember certain details of your application, a formal letter might be required by some institutions. The following sample letters provide different scenarios for requesting this important document from the IRS.
Below are sample letters you can adapt for your own EIN request. Remember to customize the information with your business details for a successful outcome. Each letter offers a slightly different approach, so choose the one that best suits your specific needs and circumstances. Before sending, double-check all information for accuracy.
The letters below can be tailored to suit your specific circumstances, but remember to always include your business name, address, responsible party information (name and title), and, if possible, any identifying information about your original EIN application, such as the date it was submitted. Including your phone number is helpful too. Keep a copy of any letter you send to the IRS.
Sample EIN Request Letters
Sample Letter 1: Basic EIN Request
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 2: Request with Application Date (If Known)
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. We believe the EIN application was submitted on or around [Approximate Application Date]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 3: Request Due to Lost Original
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – Lost Original
Dear Sir/Madam,
I am writing to request a duplicate confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. The original confirmation letter has been lost. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 4: Request for Verification Purposes
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – Verification
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. This letter is required for verification purposes with [Name of Institution/Organization requiring verification]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 5: Request after Business Name Change
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – Business Name Change
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to our business. Our business name has recently changed from [Old Business Name] to [Your Business Name], located at [Your Business Address]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter reflecting the new business name to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 6: Request with Previous Address
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name]. Our business is currently located at [Your Business Address], but the EIN was originally registered under the address [Previous Business Address]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to our current address: [Your Business Address].
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 7: Request for Subsidiary Company
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – Subsidiary
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to our subsidiary company, [Your Subsidiary Business Name], located at [Your Subsidiary Business Address]. The parent company is [Parent Company Name]. The responsible party for [Your Subsidiary Business Name] is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 8: Request Specifying Entity Type
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – [Entity Type]
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. Our business is registered as a [Entity Type – e.g., LLC, S-Corp, Partnership]. The responsible party for this business is [Your Name], [Your Title].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 9: Request After Ownership Change
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letter – Ownership Change
Dear Sir/Madam,
I am writing to request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. There has been a change in ownership, and I am now the responsible party. My name is [Your Name], and my title is [Your Title]. The previous responsible party was [Previous Responsible Party Name].
Please send the confirmation letter to the above address.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 10: Simple Request with minimal Information
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: EIN Confirmation Request
Dear IRS,
Please send an EIN confirmation letter to [Your Business Name] at [Your Business Address].
Thank you.
Sincerely,
[Your Name]
Sample Letter 11: Request with specific reason of required
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Urgent: EIN Confirmation Letter Request for Loan Application
Dear Sir/Madam,
I am writing to urgently request a confirmation letter for the Employer Identification Number (EIN) assigned to [Your Business Name], located at [Your Business Address]. I require this confirmation letter to finalize a loan application with [Bank Name], with deadline submission [Date of required]. The responsible party for this business is [Your Name], [Your Title].
Your prompt attention to this matter would be greatly appreciated. Please send the confirmation letter to the above address as soon as possible.
Thank you for your urgent assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Sample Letter 12: For request with more than one EIN
[Your Business Letterhead – If Applicable]
[Date]
Internal Revenue Service
EIN Operation
Cincinnati, OH 45999
Subject: Request for EIN Confirmation Letters for Multiple Entities
Dear Sir/Madam,
I am writing to request confirmation letters for the Employer Identification Numbers (EINs) assigned to the following entities:
1. [Business Name 1], located at [Business Address 1]. Responsible party: [Responsible Party 1 Name], [Title 1].
2. [Business Name 2], located at [Business Address 2]. Responsible party: [Responsible Party 2 Name], [Title 2].
3. [Business Name 3], located at [Business Address 3]. Responsible party: [Responsible Party 3 Name], [Title 3].
Please send each confirmation letter to the corresponding address listed above.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Phone Number]
Requesting an EIN confirmation letter is a relatively simple process. By using the sample letters provided and tailoring them to your specific situation, you can efficiently obtain the necessary documentation from the IRS. Remember to keep accurate records of your EIN and all communications with the IRS.
