If you own a business, an Employer Identification Number (EIN) is one of the most critical pieces of information you need for taxes, banking, and legal paperwork. But what happens if you misplace it? Finding your EIN is easier than you might think.
This guide will explain what an EIN is, why it matters, how to locate yours, and best practices for storing it securely.
What Is an EIN and Why Is It Important?
An Employer Identification Number (EIN) is a unique nine-digit number issued by the IRS to identify your business for tax purposes. It functions like a Social Security Number for businesses and is used for:
- Filing taxes (income, payroll, and excise taxes)
- Opening a business bank account
- Applying for business credit
- Hiring employees (required for payroll tax reporting)
- Filing legal documents (business licenses, contracts, etc.)
If you’re operating a sole proprietorship without employees, you may not need an EIN, but if you're operating a sole proprietorship and have employees, you are required to get one.
How to Find Your EIN
If you already have an EIN but can’t find it, here are a few ways to locate it:
1. Check IRS Correspondence
When you applied for an EIN, the IRS sent you a confirmation letter (CP 575). This letter contains your EIN and should be stored securely. If you have a digital or physical filing system, look there first. The IRS will not provide another copy of this notice, so be sure to retain a copy of your own.
2. Review Business Documents
Your EIN may also be listed on:
- Business bank account paperwork
- Past tax returns (Form 1120, 1120S, 1065, or Schedule C if you use an EIN)
- Payroll documents (W-2s or 1099s issued to contractors)
- Business loan applications
3. Call the IRS Business & Specialty Tax Line
If you can’t find your EIN anywhere, you can call the IRS Business & Specialty Tax Line at (800) 829-4933 (Monday–Friday, 7 a.m.–7 p.m. local time).
Important: The IRS will only provide your EIN over the phone if you are the business owner or an authorized representative. Be prepared to verify your identity.
4. Check with Your Accountant or Bookkeeper
If you work with a tax professional, bookkeeper, or accountant, they should have your EIN on file. This is why having a well-organized financial team is critical to managing your business records.
5. If You Lost Your EIN Confirmation Letter
If you need a new copy of your EIN confirmation letter, you can request one from the IRS by phone. Unfortunately, there is no online option for retrieving it.
For more information, visit the IRS EIN assistance page:
What Should You Do with Your EIN?
Once you locate your EIN, store it securely so you don’t lose it again.
- Keep a digital copy in a secure password-protected document.
- Print a copy and place it in a business records folder.
- Make sure your accountant or bookkeeper has a copy in their records. ● Do not share it with unauthorized individuals to prevent fraud.
At LedgerFi, we strongly recommend working with a bookkeeper who maintains proper file storage while ensuring you still have full visibility into your business records.
EIN vs TIN?
Is an EIN the same as a TIN? No, an EIN (Employer Identification Number) is a type of TIN (Taxpayer Identification Number), but not all TINs are EINs.
What Is a TIN?
A Taxpayer Identification Number (TIN) is a broad term that refers to any number used to identify a taxpayer with the IRS. There are several types:
- EIN (Employer Identification Number) – Used by businesses and organizations.
- SSN (Social Security Number) – Used by individuals.
- ITIN (Individual Taxpayer Identification Number) – Used by non-resident taxpayers.
Do You Need an EIN If You File a Schedule C?
- If you’re a sole proprietor without employees, you can use your Social Security Number (SSN) instead of an EIN.
- We would recommend applying for an EIN regardless. This prevents business owners from having to share their SSN on Form W-9 if they are required to receive a 1099.
- If you have employees, file excise tax returns, or operate as an LLC or Corporation, you must get an EIN.
In Summary
Losing your EIN can be frustrating, but retrieving it is simple if you follow the steps outlined above. More importantly, once you find it, store it securely and ensure your accountant or bookkeeper has it on file.
If you need guidance organizing your business records or applying for an EIN, LedgerFi is here to help. Contact us today to ensure your tax and financial documents are always accessible when you need them.
Schedule a consultation today to keep your business finances in order.
