Need to close an EIN with the IRS? You might need a “Sample Letter to IRS to Cancel EIN.” It’s what you send when your business no longer needs its Employer Identification Number. This often happens when a business closes. It’s also needed when a company merges or never actually started.
Writing to the IRS can feel daunting. That’s why we’re here to help. We’re going to share real samples of these letters.
We want to make this easy. Consider these samples as your cheat sheet. They’ll help you draft the perfect cancellation request.
Sample Letter To Irs To Cancel Ein
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Internal Revenue Service
[IRS Address]
[City, State, ZIP Code]
Subject: Request to Cancel Employer Identification Number (EIN) – [Your EIN]
Dear Internal Revenue Service,
I am writing to request the cancellation of Employer Identification Number (EIN) [Your EIN]. This EIN was obtained for [Reason for obtaining EIN, e.g., a business that was never started, a business that has been closed, etc.].
[If the business has closed, state the date it ceased operations: The business ceased operations on [Date].]
[If applicable, state where the final tax return was filed: The final tax return was filed with the [Name of State] on [Date].]
I have enclosed any relevant documentation to support this request [If you have any documents].
I would appreciate it if you could process this request and confirm the cancellation of EIN [Your EIN].
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
How to Write Sample Letter To IRS To Cancel EIN
Subject Line: Clarity is Paramount
- The subject line should be direct and unequivocal. Steer clear of ambiguity.
- Example: “Request to Cancel Employer Identification Number (EIN) – [Your EIN]”
- Including your EIN here expedites the processing time.
Salutation: A Formal Overture
- Address the IRS formally. Avoid informal greetings.
- Acceptable: “Internal Revenue Service,” or “To Whom It May Concern:”
- If you know a specific department, addressing it directly can be propitious.
Body Paragraph 1: Declaration of Intent
- State your intention to cancel the EIN right away. Let them know precisely why you’re writing.
- Include your complete legal name, the EIN you want to cancel, and the business’s legal name.
- Specify the effective date of cancellation. This is when the business ceased operations or no longer needed the EIN.
- Example: “I am writing to formally request the cancellation of Employer Identification Number (EIN) [Your EIN] associated with [Business Legal Name], effective [Date].”
Body Paragraph 2: Rationale and Cessation Details
- Explain *why* you’re cancelling the EIN. Be forthright.
- Common reasons: business closure, merger, never commenced operations, or change in business structure rendering the EIN superfluous.
- Provide a succinct summary of when and how the business’s operations concluded.
- Example: “The reason for this cancellation request is due to the cessation of business operations. [Business Legal Name] officially concluded all business activities on [Date] and is no longer operating.”
Body Paragraph 3: Affirmation of Final Responsibilities
- Declare that all final tax returns have been filed and that all outstanding tax obligations have been fulfilled.
- This reassures the IRS that you’ve met your fiscal responsibilities.
- Example: “All required tax returns have been filed, and all outstanding tax obligations associated with EIN [Your EIN] have been fully satisfied.”
Closing: Courteous Conclusion
- End the letter with a professional closing.
- Acceptable: “Sincerely,” “Respectfully,” or “Yours truly,”
- Leave space for your signature.
Signature and Contact Information: The Final Flourish
- Sign your name legibly.
- Print your name beneath your signature.
- Include your title or position (if applicable, especially if you are not the sole proprietor).
- Provide a phone number and email address where the IRS can reach you, should further clarification be needed.
- Include the mailing address associated with the EIN.
Frequently Asked Questions: Cancelling Your EIN
This section addresses common inquiries regarding the process of cancelling an Employer Identification Number (EIN) with the Internal Revenue Service (IRS). Understanding the requirements is crucial for ensuring accurate compliance.
1. When should I cancel my EIN?
You should cancel your EIN if your business has closed, you never needed the EIN in the first place, or your business structure has changed, and you now operate under a different EIN.
2. What document do I need to submit to the IRS?
You need to submit a signed letter to the IRS that includes your business’s legal name, EIN, business address, reason for cancellation, and the date you ceased operations (if applicable). Include the name and title of the responsible party.
3. Where do I send my EIN cancellation letter?
The mailing address depends on your state. Refer to the IRS website (irs.gov) for the appropriate address based on your location.
4. How long does it take for the IRS to process my cancellation request?
Processing times can vary, but it generally takes several weeks or months for the IRS to process an EIN cancellation request.
5. Will I receive confirmation from the IRS?
Yes, the IRS will typically send a confirmation letter acknowledging the cancellation of your EIN.
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