An Employer Identification Number (EIN) is a unique nine-digit number assigned by the IRS to businesses, non-profits, and other entities for tax filing and reporting purposes. It’s like a Social Security Number (SSN) but for businesses. Many organizations use their EINs for opening business bank accounts, applying for licenses, and hiring employees.
Sometimes, however, business owners may lose or misplace their EIN. Whether you’ve recently moved, changed accountants, or accidentally discarded the paperwork, not having access to your EIN immediately can be a stressful situation. But don’t worry—there are ways to recover it. This comprehensive guide will walk you through the necessary steps to retrieve your lost or misplaced EIN and keep it safe in the future.
Your EIN serves multiple purposes. Not only is it used for tax filings with the IRS, but it’s also essential for:
Given these critical uses, it’s clear why losing or misplacing your EIN could cause delays and complications. Thankfully, recovering it is easier than you might think.
Before we dive into recovery solutions, it’s important to acknowledge some common reasons why EINs get misplaced:
Now that we’ve identified why EINs go missing, let’s dive into the solutions.
If you find yourself without your EIN, there’s no need to panic. The IRS provides multiple ways to recover it. Here’s a step-by-step guide on how to go about it:
Before reaching out to the IRS, the first thing you should do is look for the EIN among your records. Some key places to check include:
If these methods yield no results, don’t worry—there are other steps you can take.
If you’re unable to locate your EIN using the methods mentioned above, your next course of action should be to contact the IRS directly.
When you call, make sure you have the following information ready:
The IRS will verify your identity before providing the EIN, so ensure you have this information handy.
If your business works with an accountant or bookkeeper, they may have a copy of your EIN on file. Many accounting firms store crucial business and tax identification number and details like the EIN as part of their records for tax filings and financial reporting. Reach out to your accountant and see if they can provide the number for you.
Many businesses utilize third-party services for payroll, tax filing, or business registration. If you’ve used any of these services in the past, they may have your EIN on file. Some common services to check include:
If any of these services were involved in your business setup or payroll, they may be able to help you retrieve your EIN.
If all else fails and you cannot recover your and need an EIN again, you may need to apply for a new one. However, this is generally a last resort because:
Before applying for a new EIN, make sure you have exhausted all recovery options.
Once you’ve retrieved your EIN, it’s important to take steps to ensure you don’t lose it again. Here are some tips to safeguard your EIN in the future:
Having a single copy of your EIN in one location increases the chances of misplacing it. Instead, store your EIN in several secure places, such as:
Organize your EIN with other essential documents, such as:
Having all these documents in one place can make it easier to find the EIN when you need it.
If you have employees, partners, or a business manager, ensure they know where to find the EIN in case of an emergency. This can save time and prevent unnecessary stress if the document is needed and you’re unavailable.
Many business management software options offer document storage solutions where you can securely keep important documents like your EIN.
These services include QuickBooks, FreshBooks, and Zoho Books, which allow you to store files in a centralized and accessible location.
Applying for a new EIN is generally not necessary if you lose yours. The IRS has strict guidelines on when a a business entity is required to obtain a new EIN, such as changing its structure. Instead of applying for a new one, it’s best to retrieve the lost EIN using the steps mentioned above.
In most cases, recovering federal tax identification number or your EIN through a phone call to the IRS can take a matter of minutes, as long as you have all the necessary information available.
The IRS will verify your identity and provide the number during the call. If you need to retrieve it from older documents, the time it takes depends on your ability to locate the relevant paperwork.
Unfortunately, there’s no way to retrieve a lost or misplaced EIN online through the IRS’s system. The online EIN Assistant is only available for new EIN applications, not for retrieving existing numbers. However, you can check your email (if you applied for the EIN online not an entity) or log into business management software where you might have saved the document.
If you believe someone is fraudulently using taxpayer identification number or your EIN, you should immediately report the issue to the IRS. You can contact the IRS at 1-800-908-4490, the number for their Identity Theft Protection unit. Additionally, you may want to file a police report and notify your bank and creditors to minimize the impact.
If you haven’t filed any tax returns but have misplaced your EIN, contact the IRS as soon as possible to retrieve it. You’ll need to get your ein immediately for it to file your taxes on time. The same steps outlined earlier (calling the IRS Business & Specialty Tax Line or checking business documents) apply in this scenario.
Losing your EIN might feel like a disaster, but it’s relatively easy to recover as long as you stay calm and follow the correct steps. The IRS provides several methods for retrieving the number, and with proper organization, you can ensure you don’t lose it again in the future.
Whether you’re an established business or just starting out, your EIN is a crucial piece of information. Take the necessary precautions now to safeguard your EIN so that your business operations can continue smoothly without unnecessary delays or disruptions.
