To get a federal tax ID number in Florida, apply for an Employer Identification Number (EIN) directly with the IRS. It’s free, and if you apply online you get the number on screen in a few minutes. The IRS uses the EIN to identify your business for tax purposes, and you’ll need it to open a business bank account, hire employees and file business tax returns.
What is an EIN?
A nine-digit number the IRS issues in the format XX-XXXXXXX. Think of it as a Social Security number for your business. Despite the word “Employer,” you can need one with no employees at all.
You’ll also see it called a Federal Tax ID Number, a Federal Employer Identification Number (FEIN), or a Tax Identification Number (TIN). It’s the same number.
Do you need one?
You 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 (a retirement plan for the self-employed)
- Are involved with certain trusts, estates or nonprofits
A sole proprietor with no employees, no Keogh plan and none of those returns might not legally need one. We’d get one anyway. Banks require it to open business accounts, clients may ask for it for their 1099 reporting, and putting an EIN on business paperwork keeps your Social Security number off it.
| 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 |
How do you get a federal tax ID number in Florida?
There are three ways to apply: online, by fax or by mail. Online is the one to use if you can.
Online (our recommendation)
You get your EIN the moment you finish. A few rules: you have to complete it in one session because you can’t save and come back, it’s only open Monday through Friday, 7 a.m. to 10 p.m. Eastern, the responsible party needs a valid SSN or ITIN, and the business has to be located in the United States or a U.S. territory.
- Go to irs.gov and search for “EIN application” to reach the EIN Assistant.
- Choose your entity type: LLC, corporation, partnership, sole proprietor, estate, trust or nonprofit organization.
- Answer the questions about why you’re applying (starting a new business, hiring employees and so on), how many members or owners there are, the state of organization (Florida) and the date the business started or was acquired.
- Enter the responsible party, the individual who controls the entity, with their full legal name, SSN or ITIN and home address.
- Enter the business details: the legal name exactly as registered in Florida, any trade name or DBA, the Florida business address, county and mailing address.
- Answer the closing questions about expected employees, the first date wages will be paid, your principal business activity and your main product or service.
- Submit. Your EIN appears on screen, and you can download, save and print the confirmation letter (CP 575).
Save that letter as soon as you see it. The IRS mails a paper copy, but it can take 4+ weeks to arrive.
By fax
Download Form SS-4 from irs.gov, fill in every section that applies, and fax it to the IRS at (855) 641-6935. The IRS faxes your EIN back in about 4 business days.
By mail
This is the slowest route, at 4 to 6 weeks. Download Form SS-4 from irs.gov, complete it, and mail it to:
Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999
What should you have ready?
Everything the steps above ask for: the legal name exactly as registered with Florida, any DBA, both addresses, the county, the responsible party’s name and SSN, the start date, the business activity, and the number of employees you expect in the next 12 months.
LLCs also need the number of members, the formation date from the Articles of Organization, and whether the LLC will elect to be taxed as a corporation. Corporations need the state and date of incorporation and the stock authorized.
Tips for Florida LLCs
Pick “Limited Liability Company (LLC)” and enter the number of members. For a single-member LLC, the responsible party is usually the sole member. For a multi-member LLC, it’s typically a managing member.
“Started new business” is the usual reason for applying. “Banking purposes” fits if that’s mainly why you need it. Enter the name exactly as registered (for example, “Sunshine Services LLC”) and a trade name only if you use a DBA.
On the tax questions, most LLCs keep the default: taxed as a sole proprietorship with one member, or as a partnership with two or more. An S corporation election is a separate filing.
What happens after you get it?
Keep the CP 575 confirmation letter with your business records. It’s your official EIN documentation. If you ever lose the number, call the IRS Business & Specialty Tax Line at (800) 829-4933.
You’ll use the EIN to open business bank accounts, report payroll taxes, file business tax returns, apply for business credit, and fill out vendor and client paperwork in place of your SSN.
When do you need a new EIN?
You need a new one if you form a new business entity, convert from a sole proprietorship to an LLC or corporation, merge corporations, create a new corporation after dissolving the old one, or form a partnership from a sole proprietorship.
You don’t need a new one to change your business name, business address or registered agent. Adding members to an LLC doesn’t require one either, unless it changes the LLC’s tax classification.
Mistakes that slow people down
Getting the name slightly wrong. Enter the legal name exactly as registered with Florida. “Sunshine Services LLC” and “Sunshine Services, LLC” are different names. Copy it from your Articles of Organization.
Walking away mid-application. The online form can’t be saved. If you leave, you start over.
Applying twice. If you aren’t sure an application went through, wait a few days instead of applying again. Two EINs for the same entity is a mess to sort out.
Giving the bank the number too soon. You can use the EIN right away for most things, but some financial institutions verify it with the IRS first. The IRS updates its records overnight, so wait at least 24 hours before using the EIN with a bank.
Paying for something free. Some websites charge $50 to $100 or more to get an EIN for you. Unless that’s bundled with real work, like forming your LLC or handling compliance, you’re paying for a form you can file yourself at no cost.
Frequently asked questions
How much does an EIN cost?
Nothing. The IRS doesn’t charge for an EIN, whether you apply online, by fax or by mail.
How long does it take to get an EIN?
Online, within seconds. By fax, about 4 business days. By mail, 4 to 6 weeks.
Do I need a separate EIN for each business?
If one LLC runs several DBAs, they all use the LLC’s single EIN. If you have several LLCs, each one needs its own.
Can I apply for an EIN before my LLC is approved?
You can, but we’d wait until you have confirmation that the LLC was filed. You’ll need its formation date and exact legal name for the application.
What if I’m not a U.S. resident?
You can still get an EIN, but you can’t use the online application. Apply by phone at (267) 941-1099 (not toll-free), or by fax or mail using Form SS-4.
Does my EIN ever expire?
No. Once issued, an EIN is permanent. Even if the business closes, the number stays assigned to that entity.
Get your EIN and keep moving
If your Florida LLC is already approved, apply online on a weekday with your Articles of Organization open. You’ll leave with your EIN and a CP 575 letter to bring to the bank.
IncCraft includes EIN application help with our LLC formation packages. We handle the application and keep your EIN documentation organized with the rest of your business records.
Get started with your Florida LLC today.