Step-by-step: How to Get a U.S. EIN (for Indians)

Quick summary

An EIN is a 9-digit tax ID the U.S. IRS gives to businesses and other entities. Indians need an EIN when they form or operate a U.S. entity, hire U.S. employees, or have U.S. tax-reporting obligations (for example to file Form 1042/1042-S, payroll returns, or corporate tax returns). IRS

Do you actually need an EIN?

Common reasons Indians need an EIN:

You incorporated a U.S. company (LLC, C-corp, S-corp) and will file U.S. taxes.
You will hire U.S. employees or run payroll in the U.S.
You will pay U.S.-source income to foreign persons and must withhold or report (Form 1042/1042-S).
A U.S. bank asks for an EIN to open a business account.
If none of the above apply, you probably don’t need an EIN — check first with your US adviser or bank. IRS

Which form / route is used

Form SS-4 is the official application for an EIN. You’ll fill basic entity info, the “responsible party” details, purpose of the EIN, and contact details. IRS

How Indians (outside the U.S.) can apply — step by step

Step 1 — Prepare Form SS-4 details

Have this ready before you call or send the form:

Legal name of entity, trade name (if any) and mailing address.
Entity type (LLC, corporation, partnership, trust, etc.).
Date business started / date of incorporation.
Name and details of the responsible party (the person who controls the entity). The IRS requires a real person — nominees are not recommended. IRS+1

Step 2 — Choose your application method (pick one)

A. By phone (fastest for international applicants)

If your principal place of business is outside the U.S., international applicants can call the IRS EIN number: +1-267-941-1099 (not toll free). This line operates Monday–Friday (check latest IRS hours). The IRS can assign the EIN over the phone during that call. Keep Form SS-4 filled so you can answer questions. IRS+1

B. By fax (fast, common option)

Fax your completed Form SS-4 to the IRS international fax number (check the live IRS page for the correct fax for outside-U.S. filing). If you include a return fax number, the IRS will generally fax the EIN back in about 4 business days (timings may vary). IRS+1

C. By mail (slowest)

Mail the signed Form SS-4 to the IRS EIN International Operation address. Expect about 4–6 weeks turnaround — allow extra time during busy seasons. IRS+1

Important: The IRS online EIN application is generally not available to applicants whose principal place of business is outside the U.S., or if the responsible party does not have a U.S. SSN/ITIN. International applicants should use phone, fax, or mail. IRS+1

Step 3 — Responsible party & ID notes

The SS-4 asks for the responsible party’s name and taxpayer ID (SSN/ITIN). If the responsible party lacks an SSN/ITIN, you still may apply — leave SSN/ITIN blank and explain on the fax or phone call. The IRS accepts these cases for foreign applicants; you do not have to get an ITIN first to get an EIN. IRS+1

Step 4 — Third-party designee (optional)

If you want a U.S. lawyer, accountant or agent to receive the EIN on your behalf, complete the “Third-Party Designee” section on Form SS-4 and provide the designee’s contact details. The designee can receive the EIN directly. IRS

Step 5 — After you get the EIN

Save the acknowledgement/fax confirmation or write down the EIN if granted by phone. Keep a copy of the filled SS-4. Use the EIN when opening U.S. bank accounts, filing payroll, or submitting U.S. tax returns. If contact details or responsible party change later, update IRS using Form 8822-B. IRS

Timelines — what to expect

Phone: immediate (EIN issued during the call). Ebizfiling
Fax: typically about 4 business days if a return fax number is provided; can take longer. IRS+1
Mail: roughly 4–6 weeks (allow more time during peak periods). IRS+1

Fees & official cautions

There is no fee charged by the IRS to apply for an EIN. Beware of third-party websites that charge you to submit the form. Use IRS pages or trusted advisers. IRS

Practical tips (Saving Mantra advice)

If you need the EIN quickly, call the IRS international number early in their day — lines can be busy. Have Form SS-4 filled and scanned (if faxing later). Manay CPA
Don’t invent a “responsible party” — IRS expects a real person who can be contacted and whose identity is verifiable. Nominee entries can cause problems. IRS
If a U.S. bank insists on an EIN before account opening, get the EIN first and then use it to open the account; for banks that require an SSN/ITIN for signatories, discuss options with the bank (some banks accept non-U.S. signatories with alternative docs).
Always keep a signed copy of the SS-4 and the EIN acknowledgement for your records — you’ll need them for U.S. tax returns and bank/KYC. IRS

Short checklist (ready)

Decide you need an EIN (incorporation, payroll, withholding, bank).
Fill Form SS-4 with accurate entity & responsible-party details. IRS
Choose method: phone (+1-267-941-1099), fax, or mail. IRS+1
Have ID & contact info of responsible party ready.
Save EIN confirmation and Form SS-4 copy; update IRS later with Form 8822-B if needed. IRS

Short FAQ (common quick answers)

Q: Can I apply online from India?
A: No — the IRS online EIN tool is normally only available to applicants with a U.S. principal place of business and the responsible party’s SSN or ITIN. International applicants must use phone/fax/mail. IRS+1

Q: Do I need an ITIN before applying?
A: No. You do not have to get an ITIN first; the IRS assigns EINs to foreign applicants by phone/fax/mail without an ITIN. IRS+1

Q: How long before I can use the EIN?
A: If issued by phone or fax, you can use it immediately. If by mail, wait for the letter — but you can indicate “Applied For” on forms if a tax return is due. IRS+1

Where to read official IRS guidance

Primary IRS pages to bookmark and follow:

IRS — Employer Identification Number (main EIN page). IRS
IRS — About Form SS-4 (instructions & PDF). IRS+1

Disclaimer

This guide is for general informational purposes only. Rules, phone numbers, fax numbers, and processing times can change. Always verify the latest procedures on the official IRS website (irs.gov) before applying. For complex cases (cross-border tax issues, treaty questions, payroll withholding, or banking KYC), consult a qualified U.S. tax advisor, CPA, or immigration attorney. Saving Mantra is not responsible for actions taken on the basis of this guide.