Learn how non-US residents can apply for an EIN (Employer Identification Number) from the IRS. Step-by-step instructions, common mistakes to avoid, and why using professional services can prevent costly delays.
Complete EIN Application Guide for Non-US Residents: Avoid Delays & IRS Rejections
If you are a non-US resident planning to start a business in the United States or work with US clients, you will likely need an EIN (Employer Identification Number).
But here’s the challenge: the IRS does not allow non-US residents to apply for an EIN online.
Instead, you must use Form SS-4, submit it manually, and follow strict rules — or risk weeks of delay and possible IRS rejection.
In this guide, you’ll learn:
- What an EIN is and why it’s essential
- The exact steps to apply as a non-US resident
- The 18 sections and 35+ required fields in Form SS-4
- Common mistakes that cause rejection
- How to get your EIN faster and safer
1. What is an EIN?
EIN stands for Employer Identification Number. It is a unique 9-digit number issued by the IRS to identify a business entity for tax purposes.
Think of it as a business “Social Security Number” — required for many legal and financial activities.
You need an EIN if you:
- Form an LLC or Corporation in the US
- Hire employees in the US
- Open a US business bank account
- Apply for certain licenses or permits
- File US tax returns
2. Why Non-US Residents Cannot Apply Online
According to IRS Publication 1635, the online EIN Assistant is only available to applicants who have a US-based Responsible Party with a valid SSN or ITIN.
If you are outside the US, you must:
- Download Form SS-4 from the IRS website.
- Fill in all 18 sections with correct and consistent information.
- Submit by fax or mail to the IRS.
Processing times:
- Fax: 10–15 business days (if done correctly)
- Mail: 4–6 weeks (plus international shipping delays)
3. EIN Application Steps for Non-US Residents
Step 1 — Determine Your Entity Type
Common types include:
- Single-Member LLC (most popular for small business owners)
- Multi-Member LLC
- Corporation (C-Corp or S-Corp)
💡 The wrong choice here can have serious tax consequences. Many self-applicants choose incorrectly.
Step 2 — Prepare Your US Mailing Address
The IRS will send your CP-575 Confirmation Letter to this address.
If you cannot receive mail at the address you provide, you may never get your EIN confirmation.
Step 3 — Complete Form SS-4
Below is a simplified overview of the key fields:
| Field # | Description | Common Mistake |
|---|---|---|
| 1 | Legal name of entity | Spelling errors not matching registration documents |
| 3 | Executor, administrator, or Responsible Party | Using an agent instead of the true owner |
| 4a–4b | Mailing address | Providing a non-functional address |
| 7a–7b | Responsible Party SSN/ITIN | Leaving blank or entering fake numbers |
| 9a | Type of entity | Choosing LLC when incorporated as a Corporation |
| 10 | Reason for applying | Selecting “Compliance” incorrectly |
| 18 | Date business started | Confusing incorporation date with actual start date |
Step 4 — Submit Your Application
- Fax: Preferred method for speed
- Mail: Use international courier if mailing from outside the US
4. Common EIN Application Mistakes
- Leaving fields blank instead of writing “N/A”
- Using an invalid mailing address
- Listing a third-party Responsible Party (violation of IRS rules)
- Wrong entity classification (LLC vs Corporation)
- Missing or incorrect signature
5. IRS Responsible Party Rules
From IRS Publication 1635:
The Responsible Party must be the individual who ultimately owns or controls the entity.
⚠ Many service providers break this rule by inserting their own staff as the Responsible Party. This is risky because:
- The IRS may revoke your EIN
- You may face compliance issues during audits
- Bank account opening may be denied
6. CP-575 Letter — Why It Matters
The CP-575 Letter is the official IRS confirmation of your EIN.
Banks, payment processors, and government agencies often require this document.
If you lose it, replacing it can take weeks.
7. How SpeedEIN Can Help
While the IRS charges $0 for an EIN, the process is not free of headaches.
SpeedEIN offers:
- Review of your SS-4 form for compliance
- Correct Responsible Party assignment
- Fast submission (EIN within 10 business days, CP-575 within 20 business days)
- Step-by-step guidance to avoid rejection
EIN Processing Time Comparison
| Method | Processing Time | Risk of Rejection |
|---|---|---|
| Self-apply by fax | 10–15 days | High (if form has errors) |
| Self-apply by mail | 4–6 weeks | High |
| SpeedEIN Service | 10 business days | Low |
8. Final Checklist Before Applying
✅ Correct entity classification
✅ Valid US mailing address
✅ Responsible Party matches IRS rules
✅ All fields completed (no blanks)
✅ Signed and dated form
Conclusion
If you’re a non-US resident starting a US business, applying for your EIN correctly is crucial.
One small mistake can delay your business launch by months.
With SpeedEIN, you get your EIN fast, avoid costly errors, and ensure full IRS compliance.
💡 Pro Tip: Always keep multiple copies of your CP-575 letter in secure locations — both digital and physical.