A “business registration number” usually refers to one of two things: a federal Employer Identification Number (EIN) issued by the IRS, or a state registration number you receive when you formally register your business entity with your state. Most businesses need both, and the process for each is straightforward. Here’s how to get them.
What Counts as a Business Registration Number
There is no single universal “business registration number” in the United States. Instead, you may need several identifiers depending on your business structure and where you operate:
- Federal EIN: A nine-digit number the IRS assigns for tax filing, hiring employees, and opening a business bank account. Think of it as a Social Security number for your business.
- State registration number: A number your state’s Secretary of State (or equivalent agency) assigns when you file formation documents for an LLC, corporation, or partnership.
- State tax ID: A separate number some states issue for sales tax collection or state income tax withholding.
When a bank, vendor, or application form asks for your “business registration number,” they typically want your EIN. If they ask for a state registration or filing number, they want the one from your Secretary of State.
How to Get a Federal EIN
The IRS issues EINs for free, and the fastest way to get one is through the online application at IRS.gov. If your application is approved, you receive your EIN immediately on screen. The entire process takes about 10 to 15 minutes.
To use the online application, you need three things: your business entity type (LLC, corporation, sole proprietorship, etc.), the Social Security number or Individual Taxpayer Identification Number of the “responsible party” who controls the entity, and a U.S.-based principal place of business. If your business is outside the U.S., you’ll need to apply by phone, fax, or mail instead.
One important prerequisite: if you’re forming an LLC, corporation, partnership, or nonprofit, register the entity with your state first. The IRS recommends completing state formation before applying for an EIN, because applying in the wrong order can delay your application.
Online Application Details
The IRS online EIN tool is available Monday through Friday from 6:00 a.m. to 1:00 a.m. Eastern, Saturday from 6:00 a.m. to 9:00 p.m., and Sunday from 6:00 p.m. to midnight. You must complete the application in one session because there’s no option to save and return later. The session expires after 15 minutes of inactivity, forcing you to start over. You’re also limited to one EIN per responsible party per day.
Have your information ready before you start. You’ll choose your entity type, enter the responsible party’s tax ID, provide your business name and address, and answer a few questions about why you need the EIN (starting a new business, hiring employees, opening a bank account, etc.). Once submitted and approved, you can download or print the confirmation letter with your new EIN.
Applying Without the Online Tool
If you can’t use the online system, you can apply by fax using Form SS-4 and typically receive your EIN within four business days. Mailing Form SS-4 takes four to six weeks. International applicants can call the IRS directly during business hours. All methods are free.
How to Get a State Registration Number
If your business is an LLC, corporation, partnership, or nonprofit, you’ll need to register with your state, and that registration produces a state-level identification number. Most states handle this through the Secretary of State’s office, though some use a different business agency.
The document you file depends on your structure:
- LLC: Articles of organization
- Corporation: Articles of incorporation (sometimes called a certificate of incorporation)
- Limited partnership: Certificate of limited partnership
- Limited liability partnership: Certificate of limited liability partnership
Before you file, you’ll need a registered agent in the state where you’re registering. A registered agent is a person or service designated to receive legal documents and official notices on behalf of your business. The agent must have a physical address in the state.
Information You’ll Need to File
State applications typically require your business name, business address, ownership or management structure, registered agent details, and (for corporations) the number and value of shares the company will issue. Most states let you file online through their Secretary of State website, though some still require paper forms.
Filing fees vary by state and business type, but the total cost to register is typically less than $300 according to the SBA. Some states charge under $50, while others charge several hundred dollars, especially for corporations. Once approved, you’ll receive a certificate of formation or registration that includes your state business identification number.
After You Register
Many states require you to file an initial report or register with the state tax board within 30 to 90 days of formation. Missing these early deadlines can trigger late fees or even administrative dissolution of your entity, so check your state’s requirements right after you receive your registration.
If you conduct business in more than one state, you may also need to file for “foreign qualification” in each additional state. This involves filing a Certificate of Authority and sometimes providing a Certificate of Good Standing from your home state. Each state charges its own fee for this.
Do Sole Proprietors Need a Registration Number?
Sole proprietors and single-member LLCs that have no employees are not required to get an EIN. The IRS allows you to use your personal Social Security number for tax purposes. However, there are good reasons to get an EIN anyway: it keeps your SSN off invoices, tax forms you send to clients, and bank paperwork, reducing your exposure to identity theft. Getting one is free and takes minutes, so there’s little reason not to.
Sole proprietors generally don’t need to register with the Secretary of State either, since there’s no separate legal entity to form. You may, however, need to file a “doing business as” (DBA) name registration with your county or state if you operate under any name other than your own legal name. And if your state has a sales tax and you’re selling taxable goods or services, you’ll need a state sales tax permit, which comes with its own ID number.
Business Registration Numbers Outside the U.S.
If you’re searching from another country or doing business internationally, the equivalent identifier goes by different names. In Canada, the Canada Revenue Agency issues a Business Number (BN) when you register. You receive it automatically if you incorporate federally or register through certain provincial portals, and you can find it by signing in to your CRA account or checking Corporations Canada and provincial business registries.
In the UK, the equivalent is a Company Registration Number issued by Companies House when you incorporate. In Australia, every business receives an Australian Business Number (ABN) through the Australian Business Register. Each country has its own online application process, and the numbers serve a similar function: identifying your business for tax and regulatory purposes.
Costs and Timeline Summary
A federal EIN is completely free, no matter which application method you use. Online applications produce an EIN instantly. Fax applications take roughly four business days, and mail applications take four to six weeks.
State registration costs vary widely but generally fall under $300. Processing times depend on the state and whether you file online or by mail. Many states process online filings within a few business days, while paper filings can take several weeks. Some states offer expedited processing for an additional fee.
Be cautious of third-party websites that charge fees to obtain an EIN on your behalf. The IRS application is free, and no intermediary is required. If a site is asking you to pay for an EIN, you’re paying for a service you can handle yourself in minutes at IRS.gov.