How to get an EIN (US business tax ID) for a UK company

Introduction

If you have a UK company, selling your products in the US can give you access to an exciting market with over 340 million people and 33 million businesses. To start trading there, you’ll need to know how to get an EIN (Employer Identification Number) for your business. This number enables you to open a bank account, access payment and e-commerce platforms, hire employees, and meet tax obligations in the US. This article explains what an EIN is, who needs one, and how the application process works for UK companies.

What is an EIN or business tax ID number?

An EIN is a federal tax ID number for companies that want to sell products or services in the US. The US tax authority – the Internal Revenue Service (IRS) – issues this ID and uses it to track your activity in the tax system, similar to the way your unique tax reference number works as a business tax ID in the UK.

When you get an EIN, it’s yours for the life of your company. You don’t need to renew it, but you must update any new information – such as name, address or ownership information – with the IRS promptly.

Who needs an EIN?

UK companies that sell products or services to US customers require an EIN. This tax ID enables you to:

• Open an account with most US banks and apply for credit. The banks use it for compliance and tax reporting.
• Use payment systems such as Stripe and e-commerce platforms like Amazon in the US. They require an EIN to verify your company.
• Apply for federal and local business registrations and licences. You might need an EIN for these, even if you sell remotely with no physical US presence.
• Meet reporting requirements. For example, if you have a US branch or subsidiary, you’ll need an EIN to file US corporate tax returns.
• Hire employees - a tax ID is essential for payroll and employment tasks such as reporting wages and filing W-2 statements.

IRS tax information for businesses provides details on what you may need to pay, and which returns you may need to file. Having an EIN doesn’t itself create a US tax liability unless other business activities are triggered.

Can a UK company apply for an EIN?

Yes. Any non-US resident can apply for a federal tax ID for their company. You don’t need a US address, social security number (SSN), bank account, or US incorporated entity. You also don’t need a US intermediary or address service – you can apply directly to IRS.

However, unlike US companies, those in the UK cannot apply online due to the perceived added risk and complexity involved – you must do it by phone, fax, or post.

How to apply for an EIN from the UK

Applications from the UK can be made by phone, fax or post. Phone is the quickest way, as the agent will complete the form for you on the phone and help you address any queries.

1. If you’re starting a company, register it before you apply for an EIN.
2. Download and fill in Form SS-4.
3. Apply by phone by calling (001)267-941-1099 Monday to Friday, 6am to 11pm Eastern Time. Or, submit your completed form by:
   • Fax (+001)304-707-9471 – you can use an online fax service
   • Posting it to the IRS, EIN International Operation, Cincinnati, OH 45999, USA.

If you have multiple companies that want to sell into the US, submit one application for each. If applying by phone, write down your EIN on your form when you get it, and keep it for your records.

Required information on Form SS-4

Form SS-4 contains 18 sections and 35 fields. Mistakes on any of these can cause rejections or delays, so follow the instructions carefully for each line to avoid unnecessary IRS requests for additional information. Enter “NA” on the lines that don't apply, such as the one asking for your SSN.

The information you’ll need includes:

1. Legal name of your company and trading name, if you have one. Enter this exactly as it appears on legal documents.
2. Your business mailing address and physical address, if different. Don't use abbreviations, even for the country name.
3. Full name of the “responsible party” – the person who ultimately owns or controls your company.
4. The type of business – if you have a limited company, tick “corporation”.
5. Why you’re applying – for example, “started new business”, “purchased going business”, or “hired employees”.
6. Date your company started or was acquired.
7. The closing month of your accounting year.
8. The highest number of employees you expect to have in the next 12 months and the first date their wages were or will be paid.
9. Your main business activity plus details about your service or product.
10. Whether you’ve been issued a federal tax ID before.
11. Contact details if IRS has a query.
12. If applying by fax, include a return number where the IRS can fax your EIN confirmation.

How long does it take to receive an EIN?

If you apply by phone with fully correct information, the IRS will issue your EIN during the call, then send a formal confirmation letter. Fax applications generally take around four working days to receive a reply. For posted forms, it may take around 10 days to receive your number. These are average durations, and delays can occur, especially near US tax deadlines or holidays. International mailing delays may lengthen that process.

• Not sure how to answer any of the questions on the form? We recommend applying by phone rather than fax or mail so you can discuss any queries directly with the IRS agent.
• Haven’t received your EIN within 10 days? Try calling the IRS Specialty Tax and EIN Assignment line on (001)800-829-4933.

Next steps for getting your EIN

Obtaining a tax ID to sell in the US should be straightforward for most UK companies, but it can take time so make your application as soon as you can. 1st Formations can help you set up your UK limited company quickly, so you can apply for your ID number and start accessing the US market immediately.