Learn how to apply for an EIN (Employer Identification Number) as a non-US resident. Step-by-step guide, common mistakes to avoid, IRS requirements, and why professional help can save weeks of delay.
EIN Application for Non-US Residents: The Definitive Guide to Success
If you are a non-US resident or your business is based outside the United States, applying for an EIN (Employer Identification Number) with the IRS is not as simple as filling out an online form.
For non-residents, the IRS does not allow online EIN applications via the EIN Assistant. Instead, you must submit Form SS-4 manually—by fax or mail—following strict formatting rules.
A single typo, missing field, or misunderstanding of IRS terminology can delay your application by weeks or even months.
This guide will walk you through:
- What an EIN is and why it’s important
- The 18 sections and 35+ fields on the SS-4 form
- Common rejection reasons from the IRS
- Address & Responsible Party rules (most service providers get this wrong)
- Why professional EIN services can save you significant time and frustration
1. What is an EIN?
The EIN stands for Employer Identification Number, also known as a Federal Tax Identification Number.
It’s issued by the IRS to identify a business entity for tax purposes—similar to a Social Security Number (SSN) for individuals.
Who needs an EIN?
- LLCs and Corporations (including those owned by non-US residents)
- Partnerships and some sole proprietors
- Entities hiring employees in the US
- Businesses required to file certain US tax returns
2. Why EIN Application Is Difficult for Non-US Residents
According to IRS Publication 1635, the online EIN Assistant is only available to applicants with a US-based Responsible Party who has an SSN or ITIN.
If you are outside the US, you must complete Form SS-4 manually and fax or mail it to the IRS.
Challenges include:
- No online submission → longer processing times
- Complex form structure → 18 sections with 35+ required fields
- Strict format rules → even minor spelling errors can cause rejections
- IRS communication delays → letters sent internationally take weeks
⚠ Real Risk: Many people submit SS-4 forms with the wrong Responsible Party or an invalid mailing address, leading to:
- EIN revocation
- IRS compliance notices
- Missed tax deadlines
3. Breakdown of SS-4 Form Fields
| Field | Description | Common Mistake |
|---|---|---|
| 1 | Legal name of entity | Spelling errors not matching incorporation documents |
| 3 | Executor, administrator, or Responsible Party name | Using an agent instead of the actual owner |
| 4a–4b | Mailing address | Using an address that cannot receive IRS mail |
| 7a–7b | Responsible Party SSN/ITIN | Leaving blank or entering fake data |
| 9a | Type of entity | Selecting wrong type (LLC vs Corporation) |
| 10 | Reason for applying | Selecting “Started a new business” incorrectly |
| 18 | Date business started | Using incorporation date instead of operational date |
4. Responsible Party Rules
From IRS Publication 1635:
The “Responsible Party” must be an individual who ultimately owns or controls the entity.
Agents, nominees, or third-party designees cannot be listed unless they are the true owner.
Many EIN service providers fill in their own name as the Responsible Party. This is a violation and can cause:
- IRS revocation of EIN
- Legal non-compliance issues
- Problems opening US bank accounts
5. Mailing Address Requirements
The IRS will send all official communications, including the CP-575 EIN Confirmation Letter, to the mailing address on Form SS-4.
If this address is incorrect or unable to receive mail, you may never receive your EIN confirmation.
Tip: Always use a reliable US mailing address.
SpeedEIN does not provide addresses but guides you on how to set one up legally.
6. Common EIN Application Mistakes
- Leaving fields blank when “N/A” is required
- Using a PO Box instead of a physical address (when not allowed)
- Incorrect entity classification
- Inconsistent start dates across documents
- Not signing the form properly
7. EIN Processing Time
| Method | Processing Time | Risks |
|---|---|---|
| Fax (US number) | 10–15 business days | Delay if fax is unreadable |
| 4–6 weeks | International delivery delays | |
| Professional service (SpeedEIN) | 10 business days for EIN + CP-575 within 20 business days | Guided process, reduced risk |
8. How SpeedEIN Helps
Unlike many “template” service providers, SpeedEIN:
- Reviews your documents for IRS compliance
- Ensures Responsible Party details meet IRS rules
- Guides you in choosing the correct entity type
- Submits your form correctly the first time
- Follows up to ensure you receive the CP-575 letter
Our promise: No hidden fees, no fake addresses, no illegal shortcuts.
9. Why DIY EIN Applications Often Fail
While the IRS charges $0 for an EIN, the hidden cost of delays, rejections, and compliance risks can be much higher.
Example:
A client submitted their SS-4 form alone and waited 8 weeks before receiving a rejection notice for an incorrect Responsible Party. They then had to restart the process—losing 3 months of business time.
10. Final Checklist Before Submitting EIN Application
✅ Correct entity name and classification
✅ Valid Responsible Party with legal authority
✅ Reliable mailing address for IRS correspondence
✅ All mandatory fields filled
✅ Form signed and dated
📌 Conclusion
If you are a non-US resident planning to do business in the US, your EIN application is the first legal step.
Doing it incorrectly can set your business back months. With SpeedEIN, you can secure your EIN within 10 business days and your CP-575 confirmation within 20 business days, with full compliance to IRS rules.
💡 Pro Tip: Always keep a copy of your EIN confirmation letter (CP-575) for banks, payment processors, and tax filings. Losing it can cause future delays.