How to Get an EIN for a Charity: Free Step-by-Step Guide

What Is an EIN for a Charity?

An Employer Identification Number is a unique nine-digit federal taxpayer identification number assigned by the IRS.

You may also hear it called a:

• Federal tax ID number
• Federal taxpayer identification number
• Federal Employer Identification Number
• FEIN
• Business tax ID
• Nonprofit tax ID
• Charity tax ID

For practical purposes, EIN and FEIN generally refer to the same federal identification number.

Your charity may use its EIN when dealing with:

• The IRS
• Banks and credit unions
• Employees
• Payroll companies
• State agencies
• Donors
• Grant-making organizations
• Vendors
• Payment processors
• Government agencies
• Insurance companies

Once you receive the number, keep the IRS confirmation document permanently. If you ever need to establish that the EIN belongs to your organization, review How to Prove You Have an EIN Number.

Do You Need an EIN If Your Charity Has No Employees?

Yes, you may still need an EIN even when your charity has no employees.

The word “Employer” in Employer Identification Number causes a lot of unnecessary confusion. An EIN is not limited to organizations that employ workers.

The IRS states that an organization applying for recognition of tax exemption should obtain an EIN even when it does not have employees.

You may need the EIN to:

• Apply for 501(c)(3) recognition
• Open a nonprofit bank account
• File Form 990-series information returns
• Complete state charity registrations
• Accept certain donations
• Apply for grants
• Establish payroll later
• Provide taxpayer identification information
• Complete financial and administrative applications

That means you should not wait until you hire your first employee to obtain the EIN.

Get Your Charity Legally Formed Before Applying for an EIN

This is one of the most important steps.

You should generally establish the charity as a legal organization before requesting its EIN.

Depending on the organization you are creating, that may involve establishing a:

• Nonprofit corporation
• Trust
• Unincorporated association
• Church or religious organization
• Charitable foundation
• Other qualifying nonprofit entity

For example, if you intend to create a nonprofit corporation, you would normally complete the required state formation process before applying for the federal EIN.

The IRS specifically cautions exempt organizations against applying for an EIN before they are legally formed.

Why applying too early can create problems

Once you obtain an EIN, the IRS considers the organization established for federal filing-compliance purposes.

Many tax-exempt organizations must file an annual Form 990-series return or notice. An organization that is required to file and fails to do so for three consecutive years can have its tax-exempt status automatically revoked.

That is why you should avoid getting an EIN months before you are actually prepared to operate the organization and handle its filing obligations.

EIN vs. 501(c)(3): Understand the Difference Before You Apply

An EIN and 501(c)(3) status are not the same thing.

Your EIN is simply your organization’s federal taxpayer identification number.

501(c)(3) recognition generally refers to federal income tax-exempt status for qualifying charitable, religious, educational, scientific, and certain other organizations.

Getting an EIN does not mean:

• Your organization has been approved as a 501(c)(3).
• Contributions are automatically tax deductible.
• You have completed state charitable registration.
• Your nonprofit has received an IRS determination letter.
• You are exempt from every federal, state, or local tax.

Think of the process this way:

Form your organization → Obtain your EIN → Determine and complete the appropriate federal tax-exemption process.

The IRS states that an organization cannot file Form 1023 without already having an EIN.

What Information Do You Need to Get an EIN for a Charity?

Gather your information before beginning the application.

You will commonly need the following.

1. Your charity’s exact legal name

Use the organization’s legal name exactly as it appears on its formation documents.

Avoid casually shortening the name or entering a fundraising campaign name instead of the actual organization’s name.

Keeping names consistent can prevent problems later when you open a bank account or submit an application requiring EIN verification.

2. Your organization’s mailing address

You will need the address where the organization should receive IRS correspondence.

Use an address that authorized organization representatives can reliably access.

If the address changes later, you may need to notify the IRS. You can learn more in Form 8822-B Change of Address: Complete Guide.

3. Your charity’s entity type

You need to accurately identify what you created.

Depending on your circumstances, your organization might be structured as a:

• Corporation
• Trust
• Association
• Church
• Church-controlled organization
• Other nonprofit organization

The IRS specifically instructs exempt organizations applying for an EIN to properly identify themselves as a church or church-controlled organization or another nonprofit organization when appropriate.

Do not choose an entity type simply because it sounds closest to what you are doing. Your EIN application should correspond with the legal structure you actually formed.

4. Your responsible party

Your EIN application must identify the organization’s responsible party.

For a nonprofit organization, the responsible party is generally the individual who ultimately exercises effective control over the entity and its funds or assets.

The IRS generally requires the responsible party to be an individual rather than another organization, with a limited exception for government entities.

Depending on your organizational structure, this could be an:

• Officer
• Director
• Trustee
• Founder
• President
• Other individual exercising ultimate control

Do not automatically list your registered agent, accountant, attorney, or formation company merely because that person helped create the organization.

5. The responsible party’s taxpayer identification number

If you are using the IRS online EIN system, you should have the responsible party’s qualifying taxpayer identification information available.

The IRS currently states that an eligible online applicant must have the responsible party’s Social Security number or Individual Taxpayer Identification Number.

6. Your organization’s formation date

Have your official formation date available.

Use the date supported by your organization’s legal formation documents rather than an approximate date when you first thought about starting the charity.

7. Your reason for applying

Your organization may be obtaining an EIN because you recently established the entity.

Answer the IRS application questions according to your actual circumstances rather than trying to choose an answer you believe will accelerate approval.

How to Get an EIN for a Charity Online

For many U.S.-based charities, applying online is the fastest method.

The IRS offers an online EIN application for eligible organizations whose principal place of business, office, or agency is located in the United States or a U.S. territory.

Step 1: Make sure the charity is already legally formed

Do not start with the EIN and plan to create your organization later.

Complete the applicable state or organizational formation requirements first.

Step 2: Gather your charity’s records

Have the following in front of you:

• Legal organization name
• Formation date
• Mailing address
• Physical address, when applicable
• Entity structure
• Responsible party’s name
• Responsible party’s taxpayer identification number
• Basic information about the organization’s activities

Having everything ready reduces the chance of entering inconsistent information.

Step 3: Use the official IRS EIN application

You can obtain an EIN directly from the IRS.

There is no IRS fee for obtaining an EIN. The IRS specifically warns applicants that they never need to pay a fee merely to receive an EIN.

Third-party companies may charge you for preparing or submitting an application, but that is a separate commercial service. You do not have to pay a third party simply to get an EIN.

Step 4: Identify the organization correctly

Select the classification that accurately reflects the charity’s legal organization.

If your organization is a nonprofit, church, or church-controlled organization, make sure your answers properly identify that status where requested.

Do not select an LLC, corporation, trust, or other classification simply because you think it will lead to faster approval.

Your legal formation documents should guide your answer.

Step 5: Identify the responsible party

Enter the responsible party’s information accurately.

The responsible party is not necessarily the person completing the application.

For example, your attorney might assist with paperwork, but the responsible party could be your organization’s president, officer, trustee, or another individual who actually exercises ultimate control.

Step 6: Enter your legal organization name carefully

This is an easy place to create future problems.

Make sure the legal name matches your formation documents.

For example, if the charity was legally created as:

Helping Families of Central Maryland, Inc.

do not enter:

Helping Families

unless that is actually the legal name.

Banks, government agencies, grant organizations, and other institutions frequently compare the legal name against EIN documentation.

Step 7: Review your application before submitting it

Double-check:

• Legal name
• Address
• Formation date
• Responsible party
• Taxpayer identification information
• Entity classification
• Reason for applying

Correcting mistakes after receiving your EIN is more complicated than reviewing the application carefully before submission.

Step 8: Submit the application

If your online EIN application is approved, the IRS says it can issue your EIN immediately.

Record the number exactly as shown.

Step 9: Save your EIN confirmation

Do not simply copy the nine-digit number into a notebook and close the page.

Save the official EIN confirmation documentation.

You may need proof when:

• Opening a nonprofit bank account
• Establishing payroll
• Applying for certain grants
• Working with payment processors
• Registering with government agencies
• Completing nonprofit financial applications

If you later misplace your document, do not apply for another EIN. Start with How to Get an EIN Letter From the IRS Fast.

Can You Apply for a Charity EIN by Mail or Fax?

Yes.

The IRS permits EIN applications online, by fax, or by mail, depending on your circumstances. International applicants may have additional application methods available.

The paper application is:

Form SS-4, Application for Employer Identification Number

You can use Form SS-4 when the online application is unavailable or inappropriate for your circumstances.

How to Complete Form SS-4 for a Charity

Form SS-4 asks for information about your organization and the person responsible for it.

Pay especially close attention to the following areas.

Legal name

Enter the organization’s full legal name.

Your EIN will be associated with this name in IRS records.

Trade name

If your organization operates under a name different from its legal name, enter the trade name when appropriate.

Do not substitute the trade name for the legal name.

Mailing address

Enter an address where IRS correspondence can reliably reach an authorized organization representative.

Responsible party

Enter the responsible party identified under IRS rules.

The IRS instructions state that the responsible party generally must be an individual rather than another entity.

Type of entity

Select the classification that actually describes your organization.

For charitable organizations, this may involve identifying the organization as a nonprofit or another applicable exempt-organization structure.

Reason for applying

Choose the reason that accurately reflects why the organization needs the EIN.

For a newly created charity, the reason commonly relates to establishing a new organization.

Principal activity

Describe what the charity actually does.

Examples might include:

• Educational services
• Hunger relief
• Homeless assistance
• Religious activities
• Youth programs
• Animal welfare
• Community development
• Scholarships
• Medical assistance
• Disaster relief

Use a description that accurately communicates the organization’s principal activity.

How Much Does an EIN for a Charity Cost?

$0 when you apply directly through the IRS.

An EIN itself is free.

The IRS specifically advises applicants that they never need to pay a fee to obtain an EIN directly from the federal government.

You might encounter commercial websites offering:

• EIN filing services
• Nonprofit formation packages
• Tax-exemption applications
• Registered-agent services
• Compliance services

Those businesses can charge for their services.

However, their fee is not an IRS EIN application fee.

How Long Does It Take to Get a Charity EIN?

If you qualify for the IRS online application and your application is approved, your EIN can normally be issued immediately through the online process.

Fax and mail applications require additional processing and delivery time.

If you have a deadline for:

• Opening your charity’s bank account
• Applying for tax exemption
• Establishing payroll
• Submitting a grant application
• Completing state registration

apply early enough to handle unexpected complications.

Is an EIN the Same as a Charity Registration Number?

No.

Depending on where your organization operates, you could eventually have several different identification or registration numbers.

These may include:

• Federal EIN
• State corporation number
• State tax account number
• Charitable solicitation registration number
• State employer account number
• Sales tax exemption number
• Local license number

Do not assume your EIN automatically completes every state and local registration.

Can You Open a Charity Bank Account With an EIN?

Your EIN is usually an important part of opening a bank account for your organization, but it is rarely the only document a bank requires.

A bank may also request:

• Articles of incorporation or other formation documents
• Bylaws
• Board resolution
• Identification from authorized signers
• EIN confirmation documentation
• Certificate of good standing
• Tax-exemption determination letter, if available
• Beneficial ownership or control information where applicable

If the bank asks you for official proof of the EIN rather than simply the number, use How to Prove You Have an EIN Number.

What Should You Do After Receiving Your Charity’s EIN?

Getting the EIN is only one step in establishing your charity.

1. Save the EIN documentation

Keep secure digital and paper copies.

Your organization may use the same EIN for many years.

2. Open your organizational bank account

Avoid mixing charitable funds with someone’s personal checking account.

A separate organizational account creates a clearer financial record for:

• Donations
• Expenses
• Grants
• Reimbursements
• Payroll
• Accounting
• Tax reporting

3. Determine whether you need to apply for 501(c)(3) status

Many charitable organizations seek recognition under Internal Revenue Code Section 501(c)(3).

Your organization may need to submit Form 1023 or, if eligible, Form 1023-EZ.

An EIN must already exist before a Form 1023 application can be submitted.

However, federal exemption rules vary by organization type. Certain organizations, including some churches and certain small organizations, may be treated differently under federal exemption-application rules.

4. Review state registration requirements

Federal EIN approval does not replace state-level requirements.

Depending on the state, your charity may need to address:

• Corporate registration
• Charitable solicitation registration
• State tax exemption
• Sales tax exemption
• Employer registration
• Local permits

5. Establish your accounting records

Start keeping organized records immediately.

Track:

• Contributions
• Grants
• Program expenses
• Administrative expenses
• Fundraising expenses
• Payroll
• Reimbursements
• Restricted donations
• Bank transactions

Waiting until tax season to organize nonprofit records can create major problems.

6. Determine your Form 990 filing requirements

Many exempt organizations must submit an annual Form 990-series return or notice.

Depending on the organization, that could include:

• Form 990
• Form 990-EZ
• Form 990-N
• Another applicable exempt-organization filing

Missing required filings for three consecutive years can cause automatic revocation of tax-exempt status.

Don’t Apply for a Second EIN Because You Lost the First One

This mistake is particularly important to avoid.

If your charity already has an EIN but you cannot find the confirmation letter, you generally should not apply for another EIN simply because the original documentation is missing.

Instead, retrieve or verify the existing EIN.

Start with:

How to Get an EIN Letter From the IRS Fast

You can also review:

How to Prove You Have an EIN Number

This keeps your organization’s federal tax identity consistent instead of potentially creating duplicate records.

What If You Entered the Wrong Address on Your EIN Application?

Address problems can cause IRS notices and other correspondence to go to the wrong location.

If your charity’s mailing address or business location changes, review the current IRS procedures for updating the account.

You can start with Form 8822-B Change of Address: Complete Guide.

The IRS states that Form 8822-B can be used to report changes involving a business mailing address, business location, or responsible party. Responsible-party changes generally must be reported within 60 days.

What If Your Charity’s Responsible Party Changes?

Nonprofit leadership changes frequently.

Your:

• President may resign.
• Treasurer may change.
• Founder may leave.
• Executive director may be replaced.
• Trustee may retire.

If the person identified as the responsible party changes, do not assume your original EIN has to be replaced.

The IRS states that changes to the responsible party can be reported using Form 8822-B and that responsible-party changes generally must be reported within 60 days.

For more guidance, review Form 8822-B Change of Address: Complete Guide.

Does Your Charity Need a New EIN When the President Changes?

Usually, a leadership change by itself does not mean you need a new EIN.

Your EIN belongs to the organization rather than to whoever happens to serve as president at a particular time.

You may need to update IRS records when the responsible party changes, but that is different from obtaining another EIN.

A new EIN is generally associated with certain changes in organizational ownership or structure rather than ordinary administrative changes.

Can You Use Your Personal Social Security Number Instead of a Charity EIN?

Using your personal Social Security number as the permanent federal identification number for a separately established charity is generally not the correct approach when the organization requires its own EIN.

Your charity should establish its own federal tax identity.

That separation becomes particularly important when you:

• Open a bank account
• Accept donations
• Hire employees
• File nonprofit tax returns
• Apply for grants
• Register with government agencies
• Submit Form 1023
• Work with financial institutions

Using an organizational EIN helps distinguish the charity’s federal tax records from your personal tax records.

Can a Charity Get an EIN Before Applying for 501(c)(3) Status?

Yes.

In fact, the EIN generally comes before the federal tax-exemption application.

The normal sequence is:

Create your organization → Obtain your EIN → Apply for recognition of exemption when required.

The IRS explicitly states that an organization cannot file Form 1023 unless it already has an EIN.

Does Getting an EIN Mean Donations Are Tax Deductible?

No.

An EIN alone does not establish the organization’s federal tax-exempt status or automatically make donations tax deductible.

An organization may have an EIN without being recognized as a 501(c)(3) charity.

That is why you should never advertise your organization as IRS-approved simply because you received an EIN.

Your EIN identifies your organization.

Your federal exemption determination is a separate matter.

Common Mistakes When Applying for a Charity EIN

1. Applying before legally creating the organization

Form the charity first.

The IRS specifically tells exempt organizations not to obtain the EIN until the organization is legally formed.

2. Assuming the EIN creates 501(c)(3) status

It does not.

Your federal tax ID and federal tax-exempt recognition are separate.

3. Using the wrong legal name

Your organization name should match your formation records.

A mismatch can create difficulties when banks or agencies compare documents.

4. Listing the wrong responsible party

Do not automatically use your accountant, attorney, registered agent, or formation service.

Identify the person who meets the IRS responsible-party definition.

5. Paying an unnecessary EIN fee

The IRS does not charge you for obtaining an EIN directly from the government.

6. Losing your EIN confirmation

Download or save the documentation immediately.

Banks and other organizations may later require official proof rather than simply accepting a number you type onto an application.

7. Applying for another EIN when you lose the letter

Do not create a second federal tax identity simply because you misplaced the first confirmation.

Use How to Get an EIN Letter From the IRS Fast.

8. Forgetting annual nonprofit filing requirements

Getting the EIN is the beginning of federal compliance, not the end.

Determine which annual IRS returns or notices apply to your organization.