How Long Does an EIN Take by Fax as a Non-Resident?

Faxing Form SS-4 is still the main route to an EIN for founders without a US Social Security Number. Here is what actually happens after you send it, and how to avoid losing weeks to a preventable mistake.

Why non-residents fax the SS-4 in the first place

The IRS's online EIN application is the fastest way to get an EIN, but it is closed to most non-US founders. That tool requires the responsible party to already have a valid SSN or ITIN, and most first-time founders from Europe have neither. That leaves three official paths: fax, mail, or a phone call to the IRS's international line. Fax is the practical middle ground: faster than mail, and less dependent on catching an available agent than the phone route.

To use it, you fill out Form SS-4 by hand or as a PDF, list the LLC's details, and on the line asking for the responsible party's SSN or ITIN, you write 'Foreign' if you genuinely have neither. This is explicitly allowed in the SS-4 instructions and is the normal path for founders whose only US presence is a newly formed LLC.

The realistic timeline after you fax Form SS-4

The IRS's own stated turnaround for a correctly completed fax is around four business days. In practice, that is the best case scenario. Many founders do see their EIN faxed back within about a week. But it is common for it to take two to three weeks, and during busy periods, especially January through April and around federal holidays, it can stretch to four weeks or longer.

There is no tracking number and no online status page for a faxed SS-4. You either get a fax back with your EIN, or you get nothing and have to decide when to follow up or resubmit.

Fax vs mail vs phone, compared

The phone route can be genuinely same day, but it depends on reaching an available agent on the IRS's international EIN line, which has long hold times and specific calling hours. It also generally has to be the responsible party or an authorized third party designee making the call, with the SS-4 ready to read from. Many founders try phone first and fall back to fax if they cannot get through.

What actually causes delays

• Incomplete or inconsistent details on the SS-4, especially mismatched entity name or address versus your LLC formation documents.
• Leaving the responsible party section unclear. The responsible party must be a natural person with actual control over the LLC, not the LLC itself.
• Faxing to the wrong number. The SS-4 instructions list separate fax numbers depending on whether the entity has a US address or, like most non-resident LLCs, no legal residence or office in any US state. Using the domestic number when you should use the international one can mean it never reaches the right queue.
• Faxing during IRS peak season or right around holidays.
• A poor quality fax scan that is hard to read, which can lead to a rejection rather than a delay you are told about.
• Applying for an EIN before your LLC is actually formed and approved by the state. The IRS wants the entity to legally exist first.

How to speed things up

You cannot make the IRS move faster than its own internal queue, but you can avoid the delays that are within your control.

• Form the LLC first, wait for state approval, and only then complete the SS-4.
• Fill in every box, including the closing month of your accounting year, the entity type ('Limited Liability Company'), the state of formation, and a clear reason for applying such as 'started new business'.
• Write 'Foreign' in the SSN/ITIN box for the responsible party if that is accurate, rather than leaving it blank.
• Double check the fax number against the current SS-4 instructions before you send it, since the correct number depends on whether you have any US address at all.
• Send it on a weekday morning, and keep the fax confirmation receipt.
• If you have not heard anything after about three weeks, it is reasonable to fax again or attempt the phone line, rather than assuming it is still 'in progress'.

This is one of the reasons founders use a done-for-you service. Founders Credit prepares and files the SS-4 correctly the first time, uses the right fax channel for foreign-owned LLCs, and follows up if the IRS goes quiet, so you are not guessing whether a delay is normal or a sign something needs fixing.

What to do while you wait

The EIN wait is a good time to get the rest of your setup ready rather than sitting idle.

• Confirm your registered agent and business address are stable, since these need to match across your LLC filing, EIN application, and future bank applications.
• Decide whether you also need an ITIN. It is not required to get an EIN, and it is not tied to any visa status, but you may want one later for personal tax filings or certain banking situations.
• Prepare the documents banks like Mercury, Wise, or Relay typically ask for, such as your LLC formation certificate, operating agreement, and passport, so you can apply the moment your EIN arrives.
• Mark your calendar for Form 5472 and the pro-forma 1120, which a foreign-owned single-member LLC must file annually even with zero income or activity. Missing this filing can trigger a penalty of $25,000, so it is worth planning for from day one rather than after the fact.
• Avoid applying for a second EIN 'just in case' the first is slow. The IRS generally allows only one EIN per responsible party per day, and duplicate applications create confusion rather than speed.

Glossary

EIN (Employer Identification Number): a nine digit number the IRS assigns to a business, used for tax filings, opening a US bank account, and payroll if you have employees.

Form SS-4: the application form used to request an EIN, submittable online, by fax, by mail, or in some cases by phone.

Responsible party: the individual who controls or owns the LLC, listed on the SS-4. For a non-resident founder without an SSN or ITIN, this line is marked 'Foreign'.

ITIN (Individual Taxpayer Identification Number): a tax processing number for individuals who need a US taxpayer ID but are not eligible for a Social Security Number. It requires no visa or US residency, but it is separate from, and not required for, getting an EIN.

Form 5472: an annual information return that foreign-owned single-member LLCs must file alongside a pro-forma Form 1120, reporting transactions between the LLC and its foreign owner. It does not calculate tax owed on its own, but skipping it carries a steep penalty.

The bottom line

Budget for two to three weeks when you fax an EIN application as a non-resident, and treat four business days as the lucky outcome rather than the default. The best way to avoid extending that window is a clean, complete SS-4 sent to the correct fax number the first time. If you would rather not manage IRS fax numbers and follow-up calls yourself, Founders Credit handles the LLC formation, EIN application, and bank account setup as one done-for-you process, so the waiting happens in the background while you keep building.

Frequently asked questions