A federal tax ID number—officially called an Employer Identification Number (EIN)—is like a Social Security number for your business. The IRS uses it to identify your business for tax purposes, and you’ll need it to open business bank accounts, hire employees, and file business taxes.
Getting an EIN is free and takes just minutes when you apply online. This guide walks you through the process for Florida businesses.
What Is an EIN?
An Employer Identification Number (EIN) is a nine-digit number issued by the IRS in the format XX-XXXXXXX. Despite the name “Employer,” you need an EIN even if you have no employees.
Also called:
- Federal Tax ID Number
- Federal Employer Identification Number (FEIN)
- Tax Identification Number (TIN)
Who Needs an EIN?
You Definitely Need an EIN If You:
- Operate as an LLC, corporation, or partnership
- Have employees (or plan to hire)
- File employment, excise, alcohol, tobacco, or firearms tax returns
- Withhold taxes on income paid to non-resident aliens
- Have a Keogh plan (retirement plan for self-employed)
- Are involved with certain types of trusts, estates, or nonprofits
You Might Not Need an EIN If You:
- Operate as a sole proprietor with no employees
- Have no Keogh plan
- Don’t file any of the tax returns mentioned above
However: Even if not legally required, getting an EIN is recommended because:
- Banks require it to open business accounts
- It protects your Social Security number from exposure
- Clients paying you may require it for their 1099 reporting
- It establishes your business identity
EIN vs. Social Security Number
| Feature | EIN | SSN |
|---|---|---|
| Used for | Business identification | Personal identification |
| Cost | Free | N/A (issued at birth/citizenship) |
| Privacy | Business-specific | Personal identity risk |
| Required for LLCs | Yes | No |
| Required for employees | Yes | N/A |
Using an EIN instead of your SSN on business documents protects your personal identity.
How to Get an EIN: Three Methods
Method 1: Online Application (Recommended)
The fastest and easiest method. You’ll receive your EIN immediately upon completion.
Requirements:
- Must be completed in one session (no saving and returning)
- Available Monday–Friday, 7 a.m.–10 p.m. Eastern Time
- Responsible party must have a valid SSN or ITIN
- Business must be located in the United States or U.S. territories
Steps:
- Go to the IRS EIN Assistant Visit irs.gov and search for “EIN application” or go directly to the EIN assistant.
- Select your entity type Choose the type that matches your business:
- Limited Liability Company (LLC)
- Corporation
- Partnership
- Sole Proprietor
- Estate
- Trust
- Nonprofit organization
- Answer questions about your business
- Why you’re applying (started new business, hired employees, etc.)
- Number of members (for LLC) or other ownership details
- State of organization (Florida)
- Date business started or was acquired
- Provide responsible party information The “responsible party” is the individual who controls the entity. You’ll need:
- Full legal name
- Social Security Number or ITIN
- Home address
- Provide business information
- Legal business name (must match your Florida registration)
- Trade name/DBA (if applicable)
- Business address (Florida address)
- County
- Mailing address
- Answer closing questions
- Expected number of employees
- First date wages will be paid
- Principal business activity
- Main product or service
- Submit and receive your EIN Upon successful submission, your EIN appears on screen immediately. You can download, save, and print your confirmation letter (CP 575).
Important: Save your confirmation letter. The IRS mails a paper copy, but it can take 4+ weeks to arrive.
Method 2: Fax Application
If you can’t apply online, you can fax Form SS-4.
Steps:
- Download Form SS-4 from irs.gov
- Complete all applicable sections
- Fax to the IRS at (855) 641-6935
Processing time: About 4 business days. The IRS will fax your EIN back to you.
Method 3: Mail Application
The slowest method, but available if you can’t use online or fax.
Steps:
- Download Form SS-4 from irs.gov
- Complete all applicable sections
- Mail to:
Internal Revenue Service Attn: EIN Operation Cincinnati, OH 45999
Processing time: 4-6 weeks
Information You’ll Need
Before starting your application, gather:
For All Business Types
- Legal name of the business (exactly as registered with Florida)
- Trade name/DBA (if different from legal name)
- Business address and mailing address
- County where business is located
- Responsible party’s name and SSN
- Date business started or was acquired
- Type of business activity
- Expected number of employees in the next 12 months
For LLCs
- Number of members
- State where LLC was formed (Florida)
- Date of formation (from Articles of Organization)
- Whether LLC will elect to be taxed as a corporation
For Corporations
- State of incorporation
- Date of incorporation
- Stock authorized
Step-by-Step for Florida LLCs
Most Florida businesses are LLCs. Here’s the specific process:
- Select “Limited Liability Company (LLC)” as your entity type
- Choose number of members:
- Single-member LLC (1 owner)
- Multi-member LLC (2+ owners)
- Select reason for applying:
- “Started new business” (most common)
- “Banking purposes” if that’s the primary reason
- Enter Florida as state of organization
- Enter formation date from your Articles of Organization confirmation
- Provide responsible party information For single-member LLC: Usually the sole member For multi-member LLC: Typically a managing member
- Enter business details:
- Legal name: Exactly as registered (e.g., “Sunshine Services LLC”)
- Trade name: Only if using a DBA
- Address: Your Florida business address
- Complete tax information:
- Most LLCs choose to be taxed as sole proprietorship (single-member) or partnership (multi-member)
- S corporation election is a separate filing
- Submit and save your EIN
After You Receive Your EIN
Keep Your Confirmation Letter
The IRS sends confirmation letter CP 575 by mail. This is your official EIN documentation. Keep it in a safe place with your business records.
Lost your EIN? Call the IRS Business & Specialty Tax Line at (800) 829-4933.
Use Your EIN For:
- Opening business bank accounts: Banks require EIN to open accounts
- Hiring employees: Report payroll taxes using your EIN
- Filing tax returns: Business tax returns use your EIN
- Applying for business credit: Credit applications require EIN
- Vendor and client paperwork: Provide instead of your SSN
When to Get a New EIN
You need a new EIN if you:
- Form a new business entity
- Convert from sole proprietor to LLC or corporation
- Merge corporations
- Create a new corporation after dissolving the old one
- Form a partnership from a sole proprietorship
You do NOT need a new EIN for:
- Changing business name
- Changing business address
- Adding new members to an LLC (unless changing tax classification)
- Changing registered agent
Common Mistakes to Avoid
1. Wrong Business Name
Enter your legal name exactly as registered with Florida. “Sunshine Services LLC” is different from “Sunshine Services, LLC” (note the comma). Check your Articles of Organization for the exact name.
2. Incomplete Application Online
The online application cannot be saved. Complete it in one session or you’ll have to start over.
3. Applying Multiple Times
If you’re not sure whether your application went through, wait a few days rather than applying again. Multiple EINs for the same entity create confusion.
4. Using the EIN Before Receiving Confirmation
While you can use the EIN immediately for most purposes, some financial institutions want to verify it with the IRS first. The IRS updates its records overnight, so wait at least 24 hours before using the EIN with banks.
5. Paying for EIN Services
EIN applications are free directly through the IRS. Some websites charge fees for this service. Unless they’re providing additional value (like full LLC formation), there’s no reason to pay.
Cost
EIN application: Free
There is no charge to apply for an EIN through the IRS, whether online, by fax, or by mail.
Beware of paid services: Some websites charge $50-$100+ to obtain an EIN. Unless bundled with other services (LLC formation, compliance), you’re paying for something you can do yourself for free.
Frequently Asked Questions
How long does it take to get an EIN?
Online: Immediate (within seconds) Fax: About 4 business days Mail: 4-6 weeks
Do I need a separate EIN for each business?
If you have one LLC operating multiple DBAs, you use one EIN. If you have multiple LLCs, each LLC needs its own EIN.
Can I apply for an EIN before my LLC is approved?
Yes, but wait until you have confirmation that your LLC was filed. You’ll need the formation date and exact legal name.
What if I’m a non-U.S. resident?
You can still get an EIN, but cannot use the online application. Apply by phone at (267) 941-1099 (not toll-free) or by fax/mail using Form SS-4.
Does my EIN ever expire?
No. Once issued, your EIN is permanent. Even if the business closes, the EIN remains assigned to that entity forever.
Get Your EIN Today
Getting an EIN is free, fast, and essential for your Florida business. Apply online through the IRS and receive your number immediately. With your EIN in hand, you can open business bank accounts, hire employees, and properly identify your business for all tax purposes.
IncCraft includes EIN application assistance with our LLC formation packages. We handle the application process and ensure your EIN documentation is properly organized with your other business records.
Get started with your Florida LLC today.