Introduction: Understanding the SS4 Form
The SS4 Form is the official IRS application used to obtain an Employer Identification Number (EIN) — a unique nine-digit number used for tax filing, hiring employees, banking, and business compliance. Whether you are starting a new business, restructuring an existing one, forming a trust, or administering an estate, securing an EIN is often one of your first and most important steps.
Although the IRS now allows online EIN applications, the SS4 Form remains essential for businesses that must file by fax or mail, for those needing official documentation, or for applicants without a Social Security Number. Understanding how to complete it ensures smooth processing and compliance with federal regulations.
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What Is the SS4 Form?
The SS4 Form, officially titled Application for Employer Identification Number, is a federal form used to request an EIN from the Internal Revenue Service. An EIN functions like a Social Security Number for businesses and certain legal entities.
It is used to:
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File federal taxes
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Hire employees
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Open business bank accounts
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Apply for loans
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File payroll and excise taxes
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Operate as a trust or estate
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Establish retirement plans
Although the IRS allows online applications, the SS4 Form provides a written, permanent record of your EIN request — important for audits, federal filings, and identity verification.
Who Needs to File an SS4 Form?
Many individuals and entities need an EIN, and therefore need to file Form SS4. These include:
1. New Businesses
All corporations, LLCs, partnerships, and certain sole proprietors require an EIN.
2. Employers
Any business planning to hire employees — even just one — must obtain an EIN.
3. Nonprofit Organizations
Charities, foundations, and nonprofit corporations require EINs for tax filings and bank accounts.
4. Trusts
Both revocable and irrevocable trusts commonly need EINs.
5. Estates
Executors often file SS4 to obtain an EIN to manage the decedent’s estate.
6. Retirement Plans
ERISA-qualified pension plans need their own EIN.
7. Real Estate Investments
Some real estate holding companies form separate entities requiring EINs.
8. Individuals Without an SSN
Foreign applicants can only apply using Form SS4 — online filing is not available.
Why the SS4 Form Matters
Even if you apply online, understanding the SS4 Form remains important because:
1. It Documents EIN Assignment
The completed form reflects how the business is legally classified.
2. Banks Often Request It
Financial institutions may ask for a copy before opening an account.
3. IRS Corrections Require It
If information changes (like legal name or structure), the SS4 Form helps the IRS verify original details.
4. Some Entities Must Apply by Paper
Foreign applicants and certain trusts cannot apply online.
How to Fill Out the SS4 Form: Line-by-Line Overview
Below is a simplified explanation of what each key section requires.
1. Legal Name of Entity
Write the exact legal name as it appears in formation documents or trust agreements.
2. Trade Name (if applicable)
Include any DBA (“doing business as”) name recognized by your state.
3. Executor, Owner, or Responsible Party
This is the individual who controls, manages, or directs the entity.
4. Business Address
Must be a U.S. address unless you are a foreign applicant.
5. Entity Type
Specify whether you are:
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Corporation
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LLC
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Partnership
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Sole proprietorship
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Estate
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Trust
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Nonprofit organization
6. Reason for Applying
Common reasons include:
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Starting a new business
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Hiring employees
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Banking requirements
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IRS compliance
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Creating a trust or estate
7. Date Business Started
This affects your tax filing period.
8. Closing Month of Accounting Year
Most choose December unless a fiscal year is required.
9. Employees Expected
Specify the number of agricultural, household, or other employees.
10. Primary Business Activity
Choose the category that most accurately describes your operations.
11. Third-Party Designee
Useful if an accountant or lawyer is helping.
12. Signature
The form is not valid without the responsible party’s signature.
How to Submit Form SS4
You can submit the SS4 Form using:
1. Online Application (fastest)
Available to businesses with a U.S. responsible party and SSN/ITIN.
2. Fax
Approval times usually range from 4–7 business days.
3. Mail
Mail applications take several weeks.
4. International Applicants
Foreign persons must use fax or mail.
Common Mistakes to Avoid When Filing SS4 Form
❌ Choosing the wrong business structure
LLC owners often misidentify whether they are single-member or multi-member.
❌ Incorrect responsible party
The IRS requires a real person, not an entity.
❌ Using the wrong reason for applying
This can delay processing or cause EIN validity issues.
❌ Leaving blanks
Missing details can result in rejection.
❌ Applying more than once
Multiple EINs for one business can cause reporting conflicts.
How Long Does It Take to Get an EIN?
Processing times vary:
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Online: Immediate
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Fax: About 4–7 business days
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Mail: 4–6 weeks
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International: May take longer
The IRS will mail a confirmation notice (CP 575) after approval.
What Happens After You Receive Your EIN?
Once you receive your EIN, you can:
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Open a business bank account
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File taxes under your new business structure
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Hire employees
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Apply for business licenses
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Create retirement plans
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Complete payroll forms
Keep your EIN documents in a safe place — replacing them takes time.
FAQs About SS4 Form
Can a sole proprietor file SS4?
Yes — especially if hiring employees or forming an LLC later.
Can you file SS4 without a Social Security Number?
Yes, but only by fax or mail. Online filing requires an SSN or ITIN.
Can a business have more than one EIN?
No, unless the business structure changes.
Does an EIN expire?
No. EINs remain valid for the life of the entity.
Do nonprofits use SS4?
Yes, nonprofits must apply for an EIN before submitting Form 1023 or 1024.
Conclusion
The SS4 Form is essential for obtaining an EIN and legally operating as a business, estate, trust, or nonprofit. Whether you’re creating a new company, hiring employees, managing an estate, or launching a nonprofit, understanding how to complete Form SS4 ensures smooth communication with the IRS and helps your organization begin operations properly.
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For official IRS instructions and updates on Form SS4: click here. This is the authoritative federal resource for EIN applications.