How can I verify the status of my EIN request?

At Firstbase, we understand the importance of obtaining your EIN from the IRS on time. 

There are two methods to request the EIN for your company: the first is exclusively for customers with SSN or ITIN, who can apply for the EIN online through the IRS website, which allows them to obtain the EIN letter expeditiously (2-3 business days). The second option is for foreign founders, as well as US founders who encounter issues when applying online. For these customers, the EIN application is submitted by filling out the SS-4 form, which is later faxed to the IRS.  Then, within 20-30 business days, our team contacts the IRS to request the EIN confirmation letter if this hasn’t previously arrived at the mailing address. 

Other EIN-related processes, such as correcting a spelling error on the EIN letter, or requesting a change in the EIN information (whether is the company’s name, responsible party, or business address), involve sending documents manually by fax or mail and calling the IRS to request a status update after some processing time. 

However, these processes might take several weeks as the IRS  needs to manually review your requests and account for mailing time once everything is confirmed. Along with that, It's important to be aware that the IRS's ability to process requests may be affected by a lack of funding. 

Therefore, it’s highly recommended to check the status with the IRS directly if you need to:

• Correct a typo in your EIN letter. 
• Request an update on your company's name/address/responsible party change request.
• Updates on your EIN request before the 20 business days timeline.

We've observed that the outcomes are significantly better when the company's responsible party makes the call themselves, rather than relying on the authorized representative, who in this case would be Firstbase.

In this article, we will guide you through the process of contacting the IRS directly to request your EIN or an updated letter in the mentioned situations.

How to Call the IRS to Obtain Your EIN

To initiate the process of obtaining your EIN if you don’t already have it, please follow the instructions below:

1. Go to your dashboard and download the SS-4 form, this will provide you with all the necessary information required during your call with the EIN. Make sure that you are the designated Responsible Party for your company's SS-4 form. 
2. Before calling, have your SS-4 form readily available before contacting the IRS. The agent will ask you questions to confirm your authorization to receive the company's EIN.
3. Call the IRS: Dial the Business and Specialty Tax Line and EIN Assignment, which is ([phone]. When prompted by the menu options, select option 1 for English or 2 for Spanish, followed by option 1 for EIN inquiries, and finally, option 3.

The IRS operates from 7:00 a.m. to 7:00 p.m. Eastern Standard Time (GMT-5). The shortest wait times are typically observed between 7:00 a.m. - 8:00 a.m. and 3:00 p.m.- 7:00 p.m. ET. Please note that call wait times can occasionally be up to 1 hour long during busy periods.

4. Consider Alternate Calling Options: Depending on your phone service and location, there may be fees associated with calling the IRS. To avoid potential costs, you may want to explore alternative options such as Google Voice or Skype.

Tips for Communicating with an IRS Representative:

During your conversation with the IRS representative, please use the following script as a reference:

"I’m calling to obtain the EIN for my company, [your company name here]. The SS-4 was faxed on [month and year of the start date, AKA incorporation date] and I have not received my EIN or letter."

Additionally, the IRS agent will require specific information about your company. Ensure you have the following details available:

• Name of the company (as it appears on Line 1 of the SS-4 form)
• Spell out the letters in the company name clearly
• Indicate any spaces or punctuation in the company name
• Responsible Party's name (as mentioned on Line 7a of the SS-4 form)
• Company address (as specified on Lines 4a and 4b of the SS-4 form)
• Date of formation (as stated on Line 11 of the SS-4 form)
• Social Security Number (if applicable, state "Foreign" on Line 7b)
• Type of entity (as indicated on Line 9a of the SS-4 form)
• Title or position in the company (inform the IRS that you are the Responsible Party)

Receiving Your EIN and Forwarding to Firstbase

The IRS representative will ask if you prefer to receive the EIN letter via fax or mail. We always recommend going for the fax option as you will immediately receive the letter, while it might take up to 2 weeks or more to receive it by mail. Therefore, please follow these instructions:

1. Tell the IRS agent to fax the EIN letter to your fax number. If you don’t have one, ask them to fax the letter to 4242532197. Our team is available during business hours and will be near to the fax machine to receive the fax. If you do have a fax number, please remember to share the EIN letter with us so that we can upload it to your dashboard and finalize the process. 
2. In case the IRS declines to fax the EIN to this fax number, there is no need to be concerned. The EIN letter will be mailed to your company’s address. Nevertheless, you can write down the EIN number and contact our support team so that they can forward it to the corresponding team. 

Important note: If more than three weeks have passed and your company's EIN has not been assigned, please contact us. We will assist you in submitting a second SS-4 application.

EIN typos:

If you need to fix a typo on the EIN letter,  please follow these steps:

1. Call the IRS: Dial the IRS number ([phone] and follow the menu options mentioned earlier to reach the EIN inquiries department.
2. Explain the Issue: State that you need to fix a spelling mistake on the company and/or responsible party name. You can use the following script as a reference:

"Hello, I am calling today to request assistance in correcting a spelling typo on my EIN letter."

You will be asked to provide the EIN and any relevant information. 

"My EIN is [Your EIN Number]. The mistake is a spelling error in the company name/responsible party name on the official EIN letter. It needs to be corrected as soon as possible."

3. Once the IRS Representative reviews the information on their system, they will ask you a few questions to verify your identity, such as the company name, business address, responsible party's name, title or position within the organization, and contact information. After verifying who you are, the representative will question what the typo is to fix it and update the information on the system.
   
   Please note that you may have to submit additional documentation by fax, so be prepared to follow their instructions accordingly. You will find multiple online fax service options that can help you with this task, such as Myfax or Nextiva. 
   
   
4. After the correction has been made,  the representative will ask if you prefer to receive the EIN letter via fax or mail. Please go to the Receiving Your EIN and Forwarding to Firstbase section above for further information. 

EIN updates

If you need to request an update on your name/address/responsible party change, please follow the instructions:

1. Call the IRS: Dial the IRS number ([phone] and follow the menu options mentioned earlier to reach the EIN inquiries department.
2. Explain the Issue:

Hello, I am calling today to request an update on the status of my business name/address/responsible party change request.

You will be asked to provide the EIN and any relevant information, for example, when the request was submitted. 

My EIN is [Your EIN Number]. I recently submitted a request to update my business name/address/responsible party. I would like to know the status of that request and if any further action is required from my end.

3. Once the IRS Representative reviews the information on their system, they will ask you a few questions to verify your identity, such as the company name, business address, responsible party's name, title or position within the organization, and contact information. Upon review, they will check the status of your request and provide you with an update.
4. If the change request is currently in process, usually no further action is required from your end, but you can ask the IRS representative if there is anything else to do at that point or an estimated timeline. If the change has been approved, you can request an updated copy of the EIN letter be faxed to you. Please go to the Receiving Your EIN and Forwarding to Firstbase section above for further information.

Conclusion:

Obtaining and managing your EIN is a crucial aspect of your business operations, and we are committed to assisting you throughout this process. By following the steps outlined in this article and proactively contacting the IRS, you can retrieve your EIN promptly and address any issues or updates that may arise.

At Firstbase, we are here to support you every step of the way. If you have any further questions or require additional assistance, please do not hesitate to reach out to our customer service team. We appreciate your trust in us, and we look forward to serving you with the utmost professionalism.