IRS SS-4 Confirmation Letter – What It Is and How to Request a Copy?

IRS SS-4 Confirmation Letter – The IRS SS-4 confirmation letter plays a crucial role for businesses and entities that need to verify their Employer Identification Number (EIN). Whether you’re starting a new business, opening a bank account, or filing taxes, understanding this document is essential. In this guide, we’ll explain what the IRS SS-4 confirmation letter is, why it’s important, and step-by-step instructions on how to request a copy if you’ve lost yours. We’ll also cover how to apply for an EIN initially using Form SS-4.

What Is an IRS SS-4 Confirmation Letter?

Form SS-4, officially known as the Application for Employer Identification Number (EIN), is used to apply for a unique nine-digit EIN assigned by the Internal Revenue Service (IRS). This EIN acts like a Social Security number for businesses, sole proprietors, corporations, partnerships, estates, trusts, and other entities for tax filing and reporting purposes. The confirmation letter, often referred to as Notice CP 575, is the official IRS document sent after your SS-4 application is approved, confirming the assignment of your EIN.

The CP 575 letter includes key details such as:

  • Your business’s legal name and address
  • The assigned EIN
  • A statement verifying the EIN’s validity

This letter is typically mailed to the address provided on your Form SS-4 if you apply by mail or fax. If you apply online, you can download the confirmation immediately. Note that the IRS issues the CP 575 only once, so it’s important to keep it in a safe place.

Why Do You Need an IRS SS-4 Confirmation Letter?

An EIN confirmation letter is often required for various business activities, including:

  • Opening a business bank account
  • Applying for business licenses or permits
  • Filing federal tax returns
  • Hiring employees
  • Establishing credit or applying for loans

Without it, you may face delays in these processes. If you’ve misplaced the original, you can request a replacement known as the 147C letter, which serves the same purpose by verifying your EIN.

How to Apply for an EIN and Get the Initial Confirmation Letter?

To obtain your initial SS-4 confirmation letter (CP 575), you must first apply for an EIN. Here’s how:

  1. Online Application: The fastest method is through the IRS website. U.S.-based applicants can apply online Monday through Friday, 7 a.m. to 10 p.m. Eastern time. You’ll receive your EIN immediately and can download the CP 575 confirmation letter.
  2. Fax Application: Complete Form SS-4 and fax it to 855-641-6935. Include a return fax number to receive a cover sheet with your EIN within four business days. The IRS no longer notates the EIN directly on the Form SS-4.
  3. Mail Application: Mail the completed Form SS-4 to Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999. Expect your EIN and CP 575 letter in about four weeks.
  4. Phone Application (International Applicants): Call 267-941-1099 (not toll-free) from 6 a.m. to 11 p.m. Eastern time, Monday through Friday. You’ll receive your EIN during the call, but the confirmation letter will be mailed.

Keep your Form SS-4 information up to date by filing Form 8822-B for any changes in responsible party, address, or location.

What If You’ve Lost Your SS-4 Confirmation Letter?

If you’ve lost your CP 575, the IRS won’t reissue it. Instead, request an EIN verification letter (Form 147C), which confirms your EIN and includes similar details. You may need to wait at least 30 days after your initial EIN issuance before requesting this, especially if you applied online and didn’t download the CP 575.

Steps to Request a Copy (147C Letter)

  1. Gather Information: Have your EIN (if known), business legal name, address, and your role (e.g., owner or authorized representative) ready. If you’ve forgotten your EIN, check old tax returns, bank statements, or business licenses.
  2. Call the IRS: Contact the IRS Business & Specialty Tax Line at 800-829-4933, available Monday through Friday from 7 a.m. to 7 p.m. local time (Alaska and Hawaii follow Pacific time). Verify your identity, and request the 147C letter. The IRS can fax it to you immediately if you provide a fax number or mail it.
  3. Alternative Sources: Before calling, check with your bank (they often keep a copy from account opening) or accountant for a duplicate.

Note: There’s no online option to request the 147C letter; it must be done by phone.

Common FAQs About IRS SS-4 Confirmation Letters

  • Is the SS-4 confirmation letter the same as the EIN? No, the EIN is the number itself; the confirmation letter (CP 575 or 147C) is the official document verifying it.
  • How long does it take to get a replacement? If faxed, it can be immediate during the call; mailed copies take about two weeks.
  • Do I need to pay for a copy? No, the 147C letter is free.
  • What if my EIN is for a retirement trust? For deactivated or lost retirement trust EINs, fax details to 855-214-7520 or mail to Internal Revenue Service, Attn: EP Entity, M/S 6273, Ogden, UT 84201.

Securing and maintaining your IRS SS-4 confirmation letter is vital for smooth business operations. By applying correctly via Form SS-4 and knowing how to request a 147C replacement, you can avoid unnecessary hurdles. Always use official IRS channels for the most accurate information, and consult a tax professional if needed. For more details on EINs, visit the IRS website or call their helpline.