What Is An IRS Form SS‑4 and Why Is It Important?
Form SS‑4 is an official IRS document that businesses use to apply for an Employer Identification Number (EIN). Think of the EIN as your business’s Social Security number; it’s what the IRS uses to identify your company for tax purposes.
If you’re a foreign business owner, you need an EIN to:
- Open a US business bank account
- Register a US LLC or corporation
- Work with US payment processors like Stripe or PayPal
- File US tax returns (even if you don’t owe tax)
- Sell on platforms like Amazon or Etsy
Even if you’re not based in the US, the IRS still needs to know who you are if you’re making money through a US entity. That’s why you need to fill out SS‑4 for foreigners correctly the first time so your EIN request doesn’t get delayed or rejected.
In the next section, we’ll break down each part of the form and show you exactly what to write.
Key Things to Know Before You Start
Before you dive into filling out Form SS‑4, it’s important to know a few key details that can save you time and prevent mistakes.
You don’t need a Social Security Number (SSN)
Many non-US residents think they must have an SSN or ITIN to apply for an EIN. That’s not true. You can still apply without one. Just leave the SSN/ITIN field blank or write “N/A” if the instructions allow.
You’ll need a US mailing address (but it doesn’t have to be yours)
The IRS requires a mailing address where they can send your EIN letter. This can be your registered agent’s address, a virtual mailbox, or even your US business address if you already have one set up.
Fax is often the fastest method
If you’re a non-resident applying from outside the US, the fastest way to send your SS‑4 form is via fax. Processing times vary, but fax submissions typically get processed faster than mailed forms.
Know your entity type
You’ll need to clearly state your business type on the form, whether it’s a single-member LLC, a corporation, a partnership, or something else. If you’re unsure, double-check with whoever helped you register your business.
You can be your own “responsible party”
If you’re the person in charge of the business, you can list yourself as the responsible party, even if you live outside the US. The IRS just wants a real person they can contact.
Step-by-Step Walkthrough of SS‑4 for Foreigners
Filling out a blank Form SS‑4 downloaded from the IRS as a non-US resident can feel overwhelming. But don’t worry, we’ll walk you through each part in simple steps so you know exactly what to write and why.
- Line 1 – Legal Name of Entity (or Individual)
Write the full legal name of your business or your name if you’re a sole proprietor.
- Line 2 – Trade Name of Business (If Different)
Only fill this out if your business uses a name that’s different from the legal name you wrote on Line 1.
- Line 3 – Executor, Administrator, or “Care of” Name
If someone else (like a registered agent or lawyer) is handling your mail, you can put their name here.
- Line 4a and 4b – Mailing Address
This is where your EIN confirmation letter will be sent. Use your US mailing address (like a virtual mailbox or registered agent address).
- Line 5a and 5b – Street Address (If Different)
Only fill this out if your business operates at a different physical location than the mailing address.
- Line 6 – County and State
Write the US county and state of your mailing address or business location.
- Line 7a and 7b – Responsible Party
Enter your full name and ITIN/SSN if you have one. If you don’t have either, just write “N/A.” The responsible party must be an individual, not a company.
- Line 8a–c – LLC Information
If your business is an LLC, answer these questions. For example, if you’re a single-member LLC, you would mark “Yes” and “1.”
- Line 9a – Type of Entity
Choose the option that matches your business. Most foreigners select “Other (specify)” and write “Foreign-owned Single-Member LLC” if that’s accurate.
- Line 10 – Reason for Applying
Select “Started a new business.” If you’re doing this to open a US bank account or to sell on Amazon, that still counts.
- Line 11 – Date Business Started
Use the date your company was officially registered, even if it hasn’t started operations yet.
- Line 12 – Closing Month of Accounting Year
Most choose “December” unless you have a different fiscal year.
- Line 13 – Number of Employees Expected
If you have no employees, write “0.” This won’t affect your application.
- Line 14 – First Wages Paid
If you won’t pay wages, write “N/A.”
- Line 15 – Principal Business Activity
Choose a general category like “Retail,” “Consulting,” or “E-commerce,” then briefly describe your activity.
- Line 16 – Principal Product or Service
This is a short description of what you sell or provide, like “online digital courses” or “handmade clothing.”
- Line 17 – Have You Ever Applied Before?
If this is your first EIN application, write “No.”
- Line 18 – Third Party Designee
If someone else (like a lawyer or service provider) is allowed to speak to the IRS on your behalf, put their name and phone number here. If not, leave this blank.
- Signature Section
Print your name, title (e.g., “Owner”), and sign and date the form. And that’s it!
Following the form SS-4 instructions for foreigners carefully can save you from delays and confusion. Once complete, you’re ready to send it. Don’t worry, we’ll guide you through that part next.
Where and How to Submit the Form
Once you’ve filled out Form SS-4, the next step is submitting it to the IRS. As a non-US resident or business owner, there are two main ways to apply for an EIN: by fax or mail. The online application is only available to applicants with a US Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN), so most foreigners must use fax or mail.
Here are the steps on how to submit your form:
Option 1: Fax (Fastest for Foreigners)
Faxing is the quickest and most reliable option for non-residents. You can fax your completed Form SS-4 to:
IRS International EIN Department
Fax number: +1-855-215-1627 (within the US) or +1-304-707-9471 (from outside the US)
Tips:
- Use a reliable online fax service like HelloFax, Fax.Plus, or eFax. These services come at subscription rates, so do your due diligence to research them first
- Expect to receive your EIN by return fax within 3–5 business days, but sometimes it may take longer, depending on the IRS backlog
Option 2: Mail (Slower)
If you prefer or need to send it by mail, you can send the form to:
Internal Revenue Service
Attn: EIN International Operation
Cincinnati, OH 45999
USA
Tips:
- Include your international mailing address carefully
- Processing by mail may take up to 4 weeks or longer
- You won’t get confirmation until the IRS processes and sends back a letter by mail
In a nutshell, choosing fax is the best route for most international business owners. It’s fast, traceable, and more commonly used in 2025 by foreign applicants.
Common Mistakes to Avoid
Filling out Form SS-4 as a foreigner can be quite tricky, especially when you’re not familiar with US tax forms. Small errors can lead to delays, rejection, or confusion. Here are some of the most common mistakes non-residents make, and how to avoid them.
Leaving Line 7b Blank
Field 7b asks for your SSN, ITIN, or EIN. As a non-resident, you might not have any of these, and that’s okay. But here’s where many people make a mistake:
- If you don’t have an SSN or ITIN, you must write “Foreign” in this box
- Leaving it blank can lead to application delays or rejection
This is one of the most common mistakes in Form SS-4 field 7b for foreigners, so double-check this before you send your form.
Using the Online EIN Application Without a US ID
The IRS’s online system is tempting, but it only works if you have a US SSN or ITIN. Most foreign founders are not eligible. If you try it and get stuck midway, you’ll need to start over via fax.
Using a Personal Name Instead of the Business Name
If you’ve already formed a US LLC or corporation, make sure to use the exact legal business name as registered in your Articles of Organization. Using your name in the wrong field can potentially confuse the IRS.
Not Listing a Responsible Party
The IRS wants to know who controls the business. Make sure you complete Line 7a with your full legal name as the responsible party.
Sending a Low-Quality Fax
Blurry or cut-off forms will likely be rejected. Always use PDF format and a reliable fax tool. Double-check that your fax went through and include a cover page if possible.
Final Thoughts
Filling out the SS-4 form as a non-US resident might seem overwhelming at first, but with the right guidance, it’s entirely doable. By understanding what the form is all about, filling up the correct details, and avoiding common mistakes, you can confidently submit your application and get your EIN without unnecessary delays.
If you’re still unsure about how to fill out Form SS-4 for foreigners or just want to keep track of processing times, head over to EINwaittime.com. We offer live data, helpful tools, and up-to-date guides tailored for international business owners just like you.