Examples of tax ID documents include the CP 575 notice the IRS mails when it assigns a new Employer Identification Number, the 147C letter it sends to reverify a lost EIN, the CP 565 notice that confirms an Individual Taxpayer Identification Number, the determination letter issued to tax-exempt organizations, and the Form W-9 you complete yourself to certify your taxpayer identification number to someone who pays you. Each looks different, contains different fields, and is obtained a different way.
CP 575: The EIN Assignment Notice
The CP 575 is the letter the IRS mails once, immediately after granting a new Employer Identification Number. The IRS will not issue a duplicate, so it belongs in permanent records from the day it arrives.1U.S. Securities and Exchange Commission. CP 575 G Notice – EIN Assignment
A typical CP 575 shows:
- A “Department of the Treasury, Internal Revenue Service” header with the Cincinnati, OH mailing address at the top.
- The date the notice was generated.
- The assigned Employer Identification Number in XX-XXXXXXX format.
- The legal business name, the responsible party’s name, and the mailing address exactly as submitted on Form SS-4.
- A reference identifying the application as Form SS-4.
- A four-character name control code derived from the business name, used for electronic filing.
The notice instructs the recipient to use the EIN and name exactly as printed on every return and in every contact with the IRS. Any variation can delay processing or, worse, prompt the IRS to assign a second EIN by mistake. A copy of the CP 575 is what most banks and clients want when they ask for proof of an EIN.1U.S. Securities and Exchange Commission. CP 575 G Notice – EIN Assignment
147C: The Replacement Verification Letter
When the original CP 575 is lost or destroyed, the 147C letter takes its place. It carries the same core information — the EIN, legal name, and entity type — but is generated on request rather than automatically.
The only channel for requesting a 147C is a phone call to the IRS Business and Specialty Tax Line at 800-829-4933.2Internal Revenue Service. Employer Identification Number Mail, email, and fax requests are not accepted. After verifying the caller’s identity, the IRS will deliver the letter either by fax, often the same day, or by mail, which can take several weeks. When a bank is holding an account open pending verification, ask for the fax.
Finding a Lost EIN Before Calling the IRS
The EIN itself often turns up faster than a 147C letter. It appears on every business tax return already filed. It is in the paperwork used to open the business bank account. State licensing agencies that used the number during registration usually have it on file too.3Taxpayer Advocate Service. Tax Tip: Employer Identification Numbers
If none of those sources produces the number, the Business and Specialty Tax Line at 800-829-4933 is open Monday through Friday from 7:00 a.m. to 7:00 p.m. local time. A representative verifies the caller’s identity before providing the number or issuing a 147C.3Taxpayer Advocate Service. Tax Tip: Employer Identification Numbers
CP 565: The ITIN Assignment Notice
The CP 565 is the individual equivalent of the CP 575. The IRS mails it after approving an application for an Individual Taxpayer Identification Number, and it confirms the assigned ITIN, the name on file, and the associated date of birth. The notice states plainly that the ITIN is for tax purposes only and cannot be used for non-tax identification such as employment authorization. Any original documents submitted with the application are returned within 60 days of the notice date.4Internal Revenue Service. Understanding Your CP565 Notice
Applicants request an ITIN using Form W-7. The IRS requires original documents or certified copies from the issuing agency to prove both identity and foreign status. A valid passport is the only document that satisfies both requirements alone. Without one, applicants provide at least two documents that together cover identity and foreign status, such as a national identification card with a photo paired with a civil birth certificate. Other accepted documents include a U.S. or foreign driver’s license, a foreign military ID card, a foreign voter’s registration card, and USCIS photo identification.5Internal Revenue Service. Instructions for Form W-7
Form W-9: Certifying Your Own Tax ID
The documents above are issued by the IRS. Form W-9 runs the other direction: you fill it out to certify your own taxpayer identification number to someone who is going to pay you. A client, a brokerage, or a bank that expects to report payments will often request one before the first payment goes out.
The form collects the name, address, entity classification, and TIN. Signing it certifies that the TIN is correct and that the signer is not subject to backup withholding.6Internal Revenue Service. Instructions for the Requester of Form W-9 Refusing to provide a TIN, or providing an incorrect one, requires the payer to withhold 24% of reportable payments and send it directly to the IRS.7Internal Revenue Service. Publication 15 (2026), Employers Tax Guide The withholding is later credited against tax liability at filing, but it ties up cash in the meantime.
Payers can check the name-and-TIN combination through the IRS TIN Matching program before filing information returns.8Internal Revenue Service. Taxpayer Identification Number (TIN) Matching A mismatch produces a B-notice to the payer, which then triggers a second W-9 request and further backup withholding if the payee does not respond.
501(c)(3) Determination Letter
Nonprofits recognized under Section 501(c)(3) of the Internal Revenue Code receive a determination letter from the IRS confirming their tax-exempt status. Grantmakers, donors checking deductibility, state agencies granting local exemptions, and the U.S. Postal Service for reduced mailing rates all commonly ask to see it.9Internal Revenue Service. Applying for 501(c)(3) Tax-Exempt Status
Replacement depends on when the letter was issued. For determinations dated on or after January 1, 2014, a copy is available at no cost through the IRS Tax Exempt Organization Search tool. For older determinations, Form 4506-B requests a copy from the IRS.10Internal Revenue Service. Obtaining Copies of Exemption Determination Letter From IRS Subordinate organizations covered by a group exemption should contact their central organization rather than the IRS.
State Tax ID Documents
None of the federal documents above proves state-level tax registration. Most states issue their own tax identification documents when a business registers for state taxes, most often because it sells taxable goods or services or because it employs workers.11U.S. Small Business Administration. Get Federal and State Tax ID Numbers
State-issued documents typically fall into a few categories:
- Sales tax permits, issued when a business collects sales tax and often carrying an expiration date or a requirement to be displayed at the place of business.
- Employer withholding accounts, required when a business pays wages and must withhold state income tax.
- Unemployment insurance accounts, assigned for quarterly unemployment tax and wage reporting.
State tax ID numbers use different formats and numbering sequences than the federal nine-digit EIN. Some states charge a registration fee; others issue accounts at no cost. Registration usually runs through the state’s department of revenue or a combined business registration portal. Unlike the CP 575, which looks the same across the country, state documents vary widely in format, though each one shows the business name, an assigned identification number, and the tax types the account covers.