Do I pay to get an EIN?

No. The IRS issues an EIN at no charge when you complete Form SS-4 online or submit it by mail or fax; third-party services may charge a fee for assistance.

What if I entered the wrong TIN?

If the responsible party TIN was entered incorrectly, contact the IRS to correct the record; mismatched TINs can trigger backup withholding or delays in account setup.

Can the SS-4 be signed electronically?

Yes. Electronic signatures that meet ESIGN and UETA criteria are acceptable for internal authorization and recordkeeping; retain an audit trail demonstrating intent, attribution, and retention.

How soon can I use the EIN?

An EIN issued online is available immediately; fax or mail submissions require additional processing time before you may use the number for banking and payroll.

Do states accept the federal EIN for registration?

Most states accept the federal EIN for payroll and tax registration but require separate registration with state workforce or tax agencies once you hire employees.

When should I consult an attorney?

Seek legal or tax counsel before applying if your entity classification is unclear, you expect complex ownership, or you need assistance to avoid tax or employment misclassification risks.

Electronic Signature
Templates
HR
Employment Employer Identification Application

Employment Employer Identification Application

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYMENT EMPLOYER IDENTIFICATION APPLICATION

Complete this application in full. This form gathers applicant identification, employment history, education, references and, where applicable, employer identification information. Submission of this application does not constitute an offer of employment. Providing false, misleading or omitted information may result in denial of employment or immediate termination. By signing, the applicant certifies the truthfulness of the information and consents to verifications and background checks as described below.

Employer Identification (Complete if applying on behalf of an employer)

Employer/Business Legal Name Employer Identification Number (EIN) / Tax ID Business Address Primary Contact

Phone:

Email:

Business Entity Type

Sole Proprietorship Partnership Corporation LLC Nonprofit Other:

Personal Information

Full Legal Name Preferred Name / Nickname Current Address

Primary Phone:

Email:

Date of Birth: Social Security Number (last 4 digits) (optional):

Driver's License No.:

State of Issue:

Position Information

Position Applied For / Employer Role Department / Business Unit Reporting Manager / Supervisor

Desired Start Date: Employment Type: Full-time Part-time Temporary Contract

Offered or Desired Salary / Rate

Employment History (Most Recent First)

Employer 1 - Company Name

Job Title:

Start Date: End Date:

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Job Title:

Start Date: End Date:

Primary Responsibilities Reason for Leaving Employer 3 - Company Name (Optional)

Job Title:

Start Date: End Date:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Credential Institution

Graduation Date: Major / Field of Study:

Additional Training or Certifications

Professional References

Reference 1 - Name

Phone:

Email:

Relationship & Years Known Reference 2 - Name

Phone:

Email:

Relationship & Years Known Reference 3 - Name

Phone:

Email:

Relationship & Years Known

Legal Disclosures and Authorizations

At-Will Employment: Employment with this organization is at-will unless expressly provided otherwise in a written agreement signed by an authorized representative. Either the employer or the employee may terminate the employment relationship at any time, with or without cause and with or without notice.

Equal Opportunity: The employer is an equal opportunity employer. Decisions regarding recruitment, hiring, promotion, compensation and other terms and conditions of employment are made without regard to legally protected characteristics in accordance with applicable law.

Background and Reference Checks: By checking the box below, the applicant authorizes the employer, its agents and designated background-check providers to obtain consumer reports, criminal background checks, verification of education, employment references and other information necessary to evaluate suitability for employment. Background checks may include criminal history, credit reports where permitted by law, motor vehicle records and drug screening where job-related and authorized.

I authorize the employer to obtain background checks and to contact prior employers, educational institutions and references for employment-related information.

Scope of Consent for Checks:
Credit Check (if job-related) Criminal History Check Drug Screening

Conviction Disclosure (If applicable)

Applicant Certification and Authorization

I certify under penalty of perjury that the information provided on this application and any attachments is true, accurate and complete to the best of my knowledge. I understand that misrepresentation or omission of facts may result in refusal to hire, or if employed, may result in disciplinary action up to and including termination. I authorize the investigation of all statements contained in this application and authorize previous employers, educational institutions and references to release information regarding my employment and qualifications. I release from liability all persons and organizations providing information to the employer and hold harmless the employer for its use of such information as permitted by law.

Applicant acknowledges receipt of the above disclosures and authorizations by checking the box below and signing at the end of this form.

I acknowledge and certify the above statements and authorize the described verifications.

Applicant Printed Name:

Signature:

Date:

What the Employment Employer Identification Application Is

The Employment Employer Identification Application (commonly the IRS Form SS-4) is the federal application used to obtain an Employer Identification Number (EIN) for a business entity, sole proprietor, trust, estate, or other employer-related account. An EIN is a unique taxpayer identification number the Internal Revenue Service uses to administer employment taxes, file information returns such as W-2s and 1099s, and manage federal tax deposits and correspondence. The EIN also appears on payroll tax returns, bank accounts, and many vendor and licensing applications.

Why an Accurate EIN Application Matters

Correctly completing the Employment Employer Identification Application avoids payroll delays, backup withholding triggers, and filing penalties; it establishes the employer’s federal tax identity and enables timely reporting and tax deposits.

Who Completes and Uses the EIN Application

The EIN application is completed by responsible parties who register an employer tax account or establish a business entity for federal tax purposes.

Small business owners and LLC organizers who must report payroll and employment taxes.
Payroll or HR teams that set up deposit schedules and withholding accounts.
Accountants and tax preparers handling employer filings and information returns.

After issuance, the EIN is used by payroll staff, accountants, and government agencies to identify the employer on tax and information returns.

Core Elements of the Employment Employer Identification Application

A professional EIN application includes accurate entity identification, responsible party details, correct tax classification, clear business start and hire dates, and a valid mailing and contact address so the IRS can issue and record the number without delay.

Entity Name

Full legal business name exactly as registered with state authorities or on the formation documents.

Responsible Party

Name, SSN or ITIN, and title of the individual who controls, manages, or directs the entity.

Tax Classification

Entity type selection (sole proprietor, corporation, partnership, trust, estate, LLC classification).

Reason for Applying

Select the IRS-approved reason (new business, hiring employees, banking, tax reporting).

Business Start Date

Date when the business began or will begin operations for tax-reporting purposes.

Contact Information

Mailing address and phone number for IRS correspondence and verification.

Step-by-Step: Complete and Submit the EIN Application

Follow these sequential steps to prepare, complete, and obtain an EIN from the IRS with minimal processing friction.

01

Gather Documents: Collect formation documents, responsible party TIN, and business start date.
02

Complete Form SS-4: Fill fields precisely, using MM/DD/YYYY formats and legal names.
03

Choose Submission Method: Decide between online IRS application, fax, mail, or phone (international applicants).
04

Record and Distribute: Store the EIN securely and provide it to payroll, bank, and tax preparers.

How to Configure an Online EIN Application Workflow

When completing and sharing an electronic SS-4, configure fields, authentication, and storage to meet IRS matching and internal audit needs.

Field	Configuration
Required Fields	Make legal name, responsible party TIN, and business start date mandatory.
Signer Authentication	Use email plus SMS code or stronger ID verification for the responsible party.
Templates	Create a reusable SS-4 template to reduce repeated errors.
Retention	Enable secure archival and audit logs for at least the federal minimum retention.

Where to File and How Submission Works

The IRS issues EINs centrally; you can apply online, by phone (international), fax, or mail. Digital workflows capture signatures and evidence for secure recordkeeping.

Online IRS: Use IRS EIN online application for immediate issuance when eligible.
Fax or Mail: Send completed SS-4 to the IRS fax or mailing address for your region.
International Phone: International applicants may receive an EIN by calling the IRS international number.
Internal Distribution: Provide EIN to payroll, bank, and tax preparer once issued.

Digital Delivery and Integration Considerations

Choose a platform that preserves signed SS-4 records in PDF/A or standard PDF, supports secure access, and integrates with payroll or accounting systems.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported.
File Formats: PDF and Word DOCX preserve layout and metadata.
Authentication: Email+SMS, SSO, and advanced signer checks available.

Relevant Filing Deadlines and Timing to Note

The EIN application itself has no IRS filing fee and no set deadline, but obtaining an EIN affects other time-sensitive filings once you hire or pay contractors.

EIN Application Deadline:

No fee or fixed deadline; apply before payroll or vendor payments begin.

W-2 to Employee:

Employee copies due by Jan 31 each year.

1099-NEC:

Recipient and IRS copies due Jan 31 for nonemployee compensation.

Form 1040 Individual:

Individual tax returns due April 15; extensions available to Oct 15 with Form 4868.

State Payroll Registration:

Register with state workforce/tax agency immediately after hiring employees.

Key Milestones and Processing Stages

Track these sequential milestones from preparation through ongoing use to ensure EIN issuance and correct downstream reporting.

01

Prepare Application

Collect formation docs, responsible party TIN, and business details before starting.

02

Submit SS-4

Complete and submit online, by fax, or by mail to the IRS.

03

IRS Processing

Online issuance is immediate; mailed or faxed requests may take several business days.

04

Operational Use

Use EIN for payroll setup, banking, and tax filings once issued.

Common Preparation and Filing Errors to Avoid

Using an informal business name instead of the exact legal formation name can prevent the IRS from matching records.
Entering the wrong responsible party TIN or omitting it will delay issuance or require correction.
Failing to register with state payroll tax agencies after receiving an EIN can trigger state penalties and collection delays.
Not preserving signed copies and audit logs makes it difficult to verify authorization during audits or disputes.

Penalties and Risks from Incorrect EIN Filing or Use

Backup Withholding: 24% withholding when TIN is missing or incorrect

1099 Penalties: $60–$330 per form depending on lateness

Intentional Disregard: $660+ per form, no maximum

I-9 Violations: $281–$2,789 per violation

State Penalties: State fines for late payroll registration or deposits

Bank Account Issues: Delayed account opening or frozen deposits from mismatched EIN

Select eSignature Vendor Comparison for EIN Application Workflows

Compare basic pricing and compliance features across common eSignature vendors. signNow appears first to reflect plan and feature data used when preparing and distributing SS-4 documents.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the EIN Application

Answers to common questions about applying for an EIN, correcting errors, and using electronic signatures with employer tax documents.

Need help? Contact support

Do I pay to get an EIN?
No. The IRS issues an EIN at no charge when you complete Form SS-4 online or submit it by mail or fax; third-party services may charge a fee for assistance.
What if I entered the wrong TIN?
If the responsible party TIN was entered incorrectly, contact the IRS to correct the record; mismatched TINs can trigger backup withholding or delays in account setup.
Can the SS-4 be signed electronically?
Yes. Electronic signatures that meet ESIGN and UETA criteria are acceptable for internal authorization and recordkeeping; retain an audit trail demonstrating intent, attribution, and retention.
How soon can I use the EIN?
An EIN issued online is available immediately; fax or mail submissions require additional processing time before you may use the number for banking and payroll.
Do states accept the federal EIN for registration?
Most states accept the federal EIN for payroll and tax registration but require separate registration with state workforce or tax agencies once you hire employees.
When should I consult an attorney?
Seek legal or tax counsel before applying if your entity classification is unclear, you expect complex ownership, or you need assistance to avoid tax or employment misclassification risks.

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