What happens if I lose my EIN Letter?

Losing track of essential business documents is a reality for almost every entrepreneur. In the rush of launching and managing an LLC, that critical piece of paper—the Employer Identification Number (EIN) confirmation letter, officially known as the IRS Notice CP 575—can easily get misplaced. Unlike many other documents, your EIN is truly the lifeblood of your business. It is your Limited Liability Company’s official Social Security Number, mandatory for everything from opening bank accounts and securing loans to applying for state licenses and filing federal taxes.

The immediate panic when you realize the CP 575 Notice is missing is understandable. Without it, you might fear that critical operations, like opening a new business bank account, will grind to a halt. However, the good news is that losing the physical letter does not mean your EIN is lost forever. The process to retrieve and officially verify your EIN is straightforward, provided you know exactly which steps to take. This comprehensive guide is designed to walk you through the precise, IRS-approved methods for recovering your EIN and obtaining the necessary documentation, ensuring your LLC remains compliant and operational without unnecessary delays.

The Essential Difference: EIN vs. CP 575 Notice

Before diving into retrieval methods, it is crucial to understand the distinction between the nine-digit EIN itself and the CP 575 Notice. Misunderstanding this difference is what often leads to frustration.

• The EIN: This is the unique nine-digit number assigned by the Internal Revenue Service (IRS) to identify your business entity. You need this number for all tax filings and federal compliance. You can almost always find this number recorded somewhere.
• The CP 575 Notice: This is the original, physical confirmation letter that the IRS sent you after your initial application (Form SS-4). This letter serves as the official, written proof that the EIN belongs to your business. Financial institutions, particularly banks and lenders, frequently demand this specific document to verify your LLC’s legal standing.

Here is the most critical fact you must know: the IRS does not provide replacement CP 575 notices. If you lose the original, you cannot simply request a duplicate. Therefore, the strategy involves two stages: quickly locating the nine-digit number, and then, if necessary, obtaining an IRS-accepted alternative document for official verification.

Phase 1: Locating Your Nine-Digit EIN (Quick Fix)

If you only need the nine-digit number for a quick tax filing or internal reference, the fastest solution is almost certainly already in your files. Before calling the IRS and enduring potential hold times, check these common business locations where your EIN is likely recorded. Most entrepreneurs will find their number in one of these spots, eliminating the need for further steps.

• Business Bank Statements or Checks: Your EIN is routinely used on deposit slips, printed checks, or reflected in your official bank statements and new account paperwork. Check your original account opening packet.
• Prior Tax Returns: The EIN is prominently displayed on your LLC’s previous tax filings. Look on Schedule C (for single-member LLCs taxed as sole proprietors) or Form 1065 (for multi-member LLCs). If your LLC filed as an S-Corp or C-Corp, check the relevant 1120 series forms.
• State Formation Documents: Some states require the EIN to be listed on your Articles of Organization, annual reports, or other compliance filings, particularly if the state needs to cross-reference your federal registration.
• Loan or Credit Applications: If you've ever applied for business credit, financing, or grants, the EIN would be logged within that application paperwork, as lenders require it for reporting purposes.
• Payroll or Merchant Service Accounts: Any account set up with a payment processor (like Square or PayPal) or payroll service must have your EIN linked to the account profile for tax reporting and issuing 1099s or W-2s.

If you successfully find the number in these locations, you may be done. However, if an external party like a bank requires formal written proof from the IRS—a document that explicitly verifies the EIN belongs to your business—you must proceed to Phase 2.

Phase 2: Retrieving Official IRS Verification Documentation

When the nine-digit number alone is insufficient, you need the official authority of the IRS to verify its assignment to your LLC. Because the CP 575 notice cannot be reissued, the following steps secure the recognized alternative document.

Step 1: Retrieve the EIN Directly from the IRS Tax Line

The most reliable method to retrieve your number is by calling the IRS Business and Specialty Tax Line. The IRS staff will verify your identity and confirm the number associated with your business.

1. Call the Business & Specialty Tax Line: The number is typically 800-829-4933. This line handles EIN-related queries.
2. Prepare Verification Information: For security purposes, the representative will only provide the EIN to an authorized person (the owner, a partner, a corporate officer, or the Registered Agent listed on the original Form SS-4). Have the following readily available to speed up the process:
   • The full legal name of your LLC exactly as it was filed.
   • The address used when you originally applied for the EIN.
   • Your name and title (e.g., Owner, Member, Manager).
   • Your Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).
3. Ask for the Number: Once verified, the representative will tell you the EIN over the phone. Make sure to write it down and save it immediately.

Step 2: Request the 147C EIN Verification Letter

If your financial institution or government agency demands official written proof, you must request the IRS-accepted alternative: the 147C Letter.

The 147C Letter is a document transmittal provided by the IRS that officially verifies your LLC’s legal name, address, and EIN. It is universally accepted by banks, lenders, and government agencies as the official replacement for the lost CP 575 notice.

1. Call the Business & Specialty Tax Line: Use the same number (800-829-4933).
2. Specifically Request: Clearly ask the representative for a "147C EIN Verification Letter." Be specific, as requesting a "copy of the CP 575" will result in the representative explaining they cannot provide one.
3. Processing Time: This letter is mailed to the address the IRS has on file for your LLC. Expect processing and mailing to take approximately 4 to 6 weeks to arrive. If you need to open a bank account or finalize a loan immediately, this delay requires you to plan accordingly.

Phase 3: Ensuring Future Compliance (Address Changes)

A frequent issue that complicates the retrieval of the 147C Letter is an outdated address on file with the IRS. If you have moved your business or changed your mailing address since applying for the EIN, the 147C letter will be mailed to the old address, starting the retrieval cycle over again and adding weeks to your compliance timeline.

Filing a Business Address Change with Form 8822-B

To ensure you receive all current and future IRS correspondence, you must file a formal business address change using Form 8822-B, Change of Address or Responsible Party. This is a critical compliance step that should be handled as soon as any move occurs:

• Complete the Form: Fill out the entire Form 8822-B, clearly specifying both the old and new addresses.
• Update Responsible Party: Use this form simultaneously to update the contact person if the main owner or manager of the LLC has changed since the original EIN application.
• Mail the Form: Send the completed 8822-B to the address listed in the form instructions (the correct mailing location depends on your state of operation).

Filing this form ensures the IRS records are current, which is essential not only for receiving the 147C letter but also for avoiding future missed tax notices and potential penalties for non-compliance.

Preventing Future Loss: Digital Compliance and Organization

The most robust defense against the stress of a lost EIN letter is implementing strong digital and physical document management practices from day one. Treat your EIN documentation as a foundational piece of your business structure:

• Scan and Digitize Immediately: As soon as you receive the original CP 575 notice or the replacement 147C letter, scan it into a high-resolution PDF. Save this file in multiple secure, backed-up digital folders, such as encrypted cloud storage and a local hard drive.
• Maintain a Hard Copy File: Keep the original paper copy in a dedicated, fireproof business filing cabinet. This should be a permanent home for your LLC’s foundational documents, including your Articles of Organization, Operating Agreement, and corporate minutes.
• Utilize a Registered Agent Service: If you use a professional Registered Agent service, they often maintain secure digital copies of essential formation and IRS documents for their clients, providing a secondary, off-site retrieval pathway should your personal files be compromised or lost.

Losing your EIN confirmation letter is a common inconvenience, but it is not a catastrophic event for your LLC. By following these methodical steps—locating the number in existing records, calling the IRS, and requesting the official 147C verification letter—you can easily restore your business's official documentation. Taking these proactive measures ensures that your LLC maintains full legal and financial compliance, allowing you to focus your attention back on growth and profitability.