Getting an Employer Identification Number (EIN) is a key step for international business owners who want to start or expand a business in the United States. The IRS issues EINs through Form SS-4, but the process can feel confusing if you are applying from outside the U.S.
You may be wondering where to find Form SS-4, or whether you can fill out Form SS-4 as a foreign entrepreneur. Also, you may want to know what non-residents need to fill out the Form SS-4.
In addition, it’s important to understand common mistakes that could delay your application. This article explains how you can file IRS Form SS-4 for an EIN in 2025 and avoid costly errors. A step-by-step guide for non-residents applying for an EIN using Form SS-4 is included below.
What is the IRS Form SS-4?
Form SS-4 is the official application used to request an EIN from the IRS. An EIN is a unique nine-digit number assigned by the IRS that acts as your business’ federal tax ID, required for meeting U.S. tax obligations, hiring staff, and opening a business bank account in America.
Why you need the SS-4 Form
For non-resident entrepreneurs setting up a company in the United States, obtaining an EIN is not optional; it’s a fundamental requirement. The SS-4 Form is the official application to secure this number, and it plays a role in several essential aspects of running your U.S. business:
- Business registration: Whether forming an LLC or a corporation, the IRS requires an EIN for tax identification. Without it, your company cannot be officially recognized for federal tax purposes.
- Opening a U.S. business bank account: Most U.S. banks will not allow a foreign-owned business to open a corporate account without an EIN. This makes the SS-4 a critical step for managing your company’s finances.
- Hiring employees: If you plan to employ staff in the United States, an EIN is mandatory for payroll reporting, paying employment taxes, tax withholding, and other employment-related compliance.
- Meeting tax obligations: For corporations and LLCs, an EIN simplifies federal tax filing and is used for reporting purposes to the IRS, ensuring you meet legal requirements for annual returns and reports.
The EIN is also necessary for managing your business account with the IRS, which is important for tax compliance.
Without an EIN, you cannot carry out many core business functions in the U.S., from processing payroll to opening a bank account. Completing the SS-4 Form is therefore a key step in establishing your business presence.
Can foreign company owners get an EIN from outside the US?
Yes, non-residents can obtain an EIN without being physically present in the United States. However, the online EIN application system is limited to entities with a U.S. address, so foreign business founders must use alternative methods such as phone, fax, or mail.
International applicants should note that if online, mail, and fax options are not available, they must follow special instructions, such as calling the IRS to apply for an EIN.
Another option is to submit the completed Form SS-4 via fax. If you include a return fax number, the IRS usually responds with your EIN within four business days, making this a relatively quick and convenient choice.
The slowest route is mailing the completed Form SS-4 to the IRS. This method typically takes about four weeks, which can be a drawback if you need the EIN urgently to open a bank account or complete legal filings.
For any application method, you must prepare all necessary details in advance, including your company’s legal name, its primary business activities, the responsible party’s full name and address, and the specific reason you are requesting an EIN.
What do non-residents need to fill out the IRS Form SS-4?
When applying for an EIN as a non-resident business founder, you will need to provide detailed information on Form SS-4. Each item serves a specific purpose in helping the IRS identify and register your business. Businesses must provide accurate information to ensure they can file tax returns and meet IRS requirements.
The main requirements include:
Legal name of the entity: This is the official business name exactly as it appears in your home country’s registration records. The name must match your incorporation or business formation documents to avoid processing delays.
Type of entity: You must indicate the legal structure of your business, such as corporation, limited liability company (LLC), partnership, or sole proprietor. Specifying the correct business type is important because different business types have distinct requirements and sections to complete on the SS-4 form.
Providing accurate details about your structure ensures the IRS applies the correct tax classification. Options include sole proprietor, partnership, LLC, and corporation.
Sole proprietors and sole proprietorships may have different EIN requirements compared to other business types. Certain businesses, such as corporations and partnerships, are required to obtain an EIN to file income tax returns and tax returns.
Reason for requesting an EIN: Clearly state the purpose of your application. Common reasons include starting a U.S. business, hiring American employees, or opening a U.S. bank account.
Responsible party: Identify the individual who has the authority over the company’s finances and assets. For non-residents, this is often a principal officer or controlling owner.
While U.S. residents provide a Social Security Number (SSN), non-residents can use a foreign passport number or other acceptable identification.
Mailing address: If your business does not maintain a U.S. mailing address, you may list an international address where official IRS correspondence can be sent.
Principal business activity: Describe the main nature of your business, specifying the products you sell or the services you provide. This helps determine the appropriate industry classification.
Number of employees: If you plan to hire U.S.-based employees within the next year, provide an estimate along with the employee category (agricultural, household, or other).
First date wages or annuities were paid: This applies only if your company will have employees in the United States and has already issued payments.
Having this information organized before submitting your application will save time, reduce errors, and improve your chances of receiving your EIN without delays.
How to fill in the IRS SS-4 Form
Below is a step-by-step outline designed for foreign business founders who want to register a company in the United States and avoid common mistakes. The business owner or their authorized representative is responsible for completing the SS-4 form.
When providing business information, make sure that responsible parties are accurately identified.
If you have questions about the SS-4 form or need assistance, you can contact the IRS specialty tax line for support.
1. Determine your entity type
Before starting the form, decide which business structure best applies to your company. This could be a Limited Liability Company (LLC) or a corporation. Your choice will affect how the IRS classifies your business for tax purposes and may influence future filing obligations.
If unsure, consider consulting a U.S. business formation agent or tax professional to ensure your selected entity type aligns with your operational and legal goals.
2. Enter your business information
Provide your company’s exact legal name as registered in your home country. Include your mailing address, ensuring it contains the city, province or state, postal code, and full country name for accuracy.
Add the name of the responsible party, usually the principal officer or primary owner, along with their identification details. If your physical location is different from your mailing address, provide both. This ensures that IRS communications reach you without delay or risk of being lost.
3. Provide reason for applying
Clearly state why you are requesting an EIN. Many foreign entrepreneurs select “Started a New Business” because it covers the most common situations, such as forming an LLC or corporation in the United States.
Do not select ‘banking purposes’ as a generic reason for applying for an EIN. Instead, choose the specific reason that best fits your situation, such as starting a business or hiring employees.
However, other valid reasons include opening a U.S. bank account or preparing to hire employees. Providing the right reason helps the IRS process your application correctly and prevents unnecessary follow-up questions or document requests.
4. Include foreign entity information
When the responsible party is based outside the United States, the IRS requires additional identifying details. This may include a foreign passport number or other acceptable government-issued ID if you do not have a U.S. Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).
Accuracy here is critical, as incomplete or incorrect information can lead to significant delays in issuing your EIN.
5. Submit the form
You can submit the SS-4 Form by fax or mail. Many choose fax for faster results, as it can take only a few business days. Mailing is slower but may be preferred when working closely with a U.S. business formation agent to ensure every detail meets IRS requirements.
Online filing process for international entrepreneurs
For non-residents seeking an Employer Identification Number (EIN), the IRS website offers an online application process that is both efficient and user-friendly—provided you meet certain requirements. To apply online, you must have either a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN).
If you already possess one of these taxpayer identification numbers, you can complete the application process directly on the IRS website.
The online EIN application typically takes about 15-20 minutes. You’ll need to provide detailed business information, including your legal business name, business address, and the type of business entity you are forming.
The system will guide you through each step, ensuring all necessary fields are completed. If you prefer, you can also authorize a Third Party Designee—such as a tax professional or attorney—to complete the application on your behalf.
Once you submit your application online, the IRS will review your information and, if everything is in order, assign your employer identification number EIN immediately. This instant issuance allows you to move forward quickly with opening business bank accounts, applying for business licenses, or fulfilling other business requirements.
Remember, the online application is only available during certain hours, so check the IRS website for current availability.
Fax filing process for foreign owners
If you do not have an SSN or ITIN, or if you prefer not to use the online system, you can apply for your EIN by fax. To do this, complete Form SS-4 with all required business information and fax it to the IRS at (855) 214-2220. Be sure to include a cover sheet listing your name, address, and a reliable contact phone number.
The IRS typically processes faxed SS-4 applications within about four business days, provided there are no errors or missing information. This method is faster than mailing and is a popular choice for non-residents who need their EIN quickly for business purposes.
Double-check your completed form before sending to avoid delays, and keep a copy for your records. Once processed, the IRS will fax your new EIN back to the number you provided.
Mail filing process for non-residents
For those who prefer traditional mail or are unable to use fax or online methods, the mail filing process is available. Complete Form SS-4 with all necessary business details and mail the completed form to: Internal Revenue Service, Attn: EIN Operation, Cincinnati, OH 45999. Make sure your form is filled out accurately, as incomplete or incorrect information can significantly delay processing.
The mail filing process is the slowest option, typically taking about four to five weeks for the IRS to assign your EIN. It’s important to keep a copy of your completed form SS-4 for your records and to monitor your mail for the EIN confirmation letter.
If you do not receive your EIN within the expected timeframe, follow up with the IRS to check on the status of your application. This method is best for those who are not in a rush and want to ensure every detail is carefully reviewed.
Third party designee: Authorizing someone to act on your behalf
If you prefer not to handle the EIN application process yourself, you can appoint a Third Party Designee to act on your behalf. This can be a tax expert, attorney, or another trusted individual who is familiar with IRS forms and procedures. To authorize a Third Party Designee, simply complete Section 5 of Form SS-4, providing the designee’s name, address, and phone number.
The Third Party Designee will be able to communicate with the IRS, receive your EIN, and answer any questions about your application. This is especially helpful for non-residents who may not be familiar with U.S. tax forms or who want to ensure their application is handled correctly.
Make sure your designee is trustworthy and has the authority to act for your business, as they will be responsible for important communications during the application process.
Common mistakes to avoid when filing Form SS-4
Errors in your SS-4 application can cause delays, extra correspondence with the IRS, and even rejection of your request for an EIN. Here are the common mistakes you should avoid when filling out Form SS-4.
Providing an invalid or unreliable address
If you do not have a U.S. mailing address, you must list an international address that is accurate and consistently monitored. This is where the IRS will send your EIN confirmation letter and any follow-up requests.
An incorrect or unstable address can cause important documents to be lost or delayed. Working with a US business formation agency will help you avoid this mistake, as the package usually comes with a US mailing address.
Submitting incorrect responsible party information
The IRS requires complete and accurate details for the individual who controls the company’s funds and assets. This includes the person’s full legal name and acceptable identification, such as a foreign passport number. Incomplete or incorrect entries can halt your application until the errors are corrected.
Overlooking identification requirements for non-U.S. residents
If you do not have a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN), you must follow the IRS’s foreign entity instructions and provide an alternate acceptable ID. Missing this step can result in processing delays or rejection.
EIN fraud: How to protect your business identity
Protecting your business identity is crucial, especially when it comes to your IRS business records and Employer Identification Number. EIN fraud can occur if someone uses a stolen or fake EIN to commit tax fraud or other financial crimes. To safeguard your business, only share your EIN with trusted parties such as banks, the IRS, and legitimate business partners.
Regularly monitor your business credit reports and IRS tax accounts for any unusual or unauthorized activity. If you suspect that your EIN has been compromised, contact the IRS immediately and file Form 14039, Identity Theft Affidavit, to report the issue. The IRS will investigate and take steps to secure your business identity.
Additionally, protect your EIN by using strong passwords for online accounts, keeping your business software updated, and being cautious when sharing sensitive information online or over the phone. Taking these precautions will help ensure your business remains secure and compliant with IRS requirements.
Globalfy takes care of the Form SS-4 submission
Starting a business in the United States as a non-resident can be challenging, especially when it comes to applying for your EIN. Normally, foreign entrepreneurs must complete IRS Form SS-4 themselves, navigate IRS requirements, and handle international correspondence.
With Globalfy, this tedious process is fully managed for you as part of their company formation packages, saving time, reducing errors, and ensuring compliance from day one.
Globalfy provides a complete structure to safely open, manage, and grow your U.S. business. Whether you want to form a Delaware LLC as a foreigner, understand the steps to start a US business, or explore the benefits of an LLC for foreigners, Globalfy covers every stage of the process.
By choosing Globalfy, you avoid the stress of handling IRS paperwork yourself. Our team ensures your EIN is obtained quickly and correctly, allowing you to focus on building your U.S. business without unnecessary delays. Take the first step toward making your American business dream a reality.
Conclusion
Filing IRS Form SS-4 as a non-resident is an essential step in securing your Employer Identification Number (EIN), which serves as your business’s tax identity in the U.S. While the process may seem complex, especially when dealing with U.S. tax terms, entity types, and responsible party requirements, careful preparation can ensure a smooth application.
By providing accurate details and choosing the right submission method, you can avoid unnecessary delays. For those wanting a stress-free experience, using a trusted U.S. business formation service like Globalfy can simplify the process and guarantee compliance from the start.
Start your U.S. company with Globalfy today
Frequently asked questions
Can a non-US citizen get an EIN?
Yes. A non-US citizen can obtain an EIN to operate a business in the U.S. This can be done without a Social Security Number by applying via mail, fax, or phone using IRS Form SS-4.
What is the IRS form for a non-resident?
The IRS Form SS-4 is used by non-residents to apply for an EIN. This form collects essential business and responsible party details needed for tax identification and compliance with U.S. federal tax requirements.
Do I need to file Form SS-4?
You need to file Form SS-4 if you are a non-resident starting a U.S. company, hiring employees, or opening a business bank account. Without an EIN from Form SS-4, most U.S. business activities cannot proceed.
How do I obtain the SS-4 from the IRS?
You can download Form SS-4 directly from the IRS website instantly. There’s no waiting period for access, and the form is available in PDF format. After completing it, you can submit it by mail, fax, or phone.