EIN Verification
EIN verification is the process of collecting the client’s Employer Identification Number and, more importantly, the exact legal business name and address as they appear on the IRS EIN confirmation letter. This information is the foundation for A2P Registration and must match carrier records precisely. Even small discrepancies, a missing comma, an abbreviated “Street” vs. “St.,” can cause registration rejections.
Why This Matters
Mobile carriers cross-reference A2P registration details against government databases. If the business name on your registration does not match the name on file with the IRS, the registration gets rejected. If the address does not match, rejected. These are not judgment calls by a human reviewer. They are automated checks that require exact matches.
The EIN letter is the authoritative source for this information. Not the client’s website, not their Google Business Profile, not what they told you on the phone. The actual letter from the IRS that assigns their EIN contains the legal name and address that carriers will verify against. Any other source introduces risk of mismatch.
This step is also one of the most common bottlenecks in onboarding. Clients frequently do not have their EIN letter readily available. They have to search for it, request a new copy from the IRS, or figure out which entity their business actually operates under. Starting this process immediately after the Agreement Signature gives the client maximum time to locate the document.
How to Think About It
The EIN letter is the single source of truth for business identity in the compliance process. Treat it that way. Do not accept a business card, a tax return cover page, or a verbal confirmation as a substitute. You need the actual EIN letter or a copy of it.
When you request the EIN letter, be specific about what you need and why. Most business owners do not know what A2P registration is or why their legal business name matters for SMS messaging. A brief explanation goes a long way: “We need your EIN letter because mobile carriers verify your exact legal business name before approving your messaging. If it does not match exactly, your texts will not go through.”
Provide the client with clear instructions on where to find the letter. It was mailed by the IRS when the EIN was originally assigned. If they cannot find it, they can request a verification letter (IRS Letter 147C) by calling the IRS Business & Specialty Tax Line. This takes a few days but provides the exact information needed.
Common Mistakes
Accepting the DBA or trade name instead of the legal name. A client might say their business is “Sunshine Dental.” But their EIN letter might show “Dr. Sarah Chen DDS PLLC.” These are completely different strings, and carriers will reject a registration that uses the wrong one. Always use the name exactly as it appears on the EIN letter.
Not asking for the letter early enough. If you wait until you are ready to submit the A2P registration before requesting the EIN letter, you have just added days or weeks to your timeline. Request it on day one, immediately after the agreement is signed. Even send the request as part of your automated welcome sequence.
Trusting the client’s verbal confirmation. “Yeah, it is Smith Enterprises LLC.” Is it “Smith Enterprises LLC” or “Smith Enterprises, LLC” with a comma? Is it “LLC” or “L.L.C.”? These details matter at the carrier level. Do not rely on memory or verbal confirmation. Get the document.
Not verifying the address format. The address on the EIN letter might show “123 Main Street, Suite 4” while the client tells you “123 Main St, Ste 4.” Use whatever is on the letter, character for character. Carriers match addresses just as strictly as business names.
Storing the information insecurely. EIN numbers are sensitive business information. Store them in your CRM’s secure fields, not in open notes, shared spreadsheets, or chat messages. Treat this data with the same care you would give to any confidential business document.
Tools Involved
The EIN letter itself is a document the client provides, typically as a photo or PDF. Store it securely in the client’s contact record in GHL or in a secure file management system. The information extracted from the letter feeds directly into the A2P Registration process and the Legal Business Name verification step.
Where This Fits
EIN verification begins immediately after the Agreement Signature, running in parallel with the start of A2P Registration. The information from the EIN letter feeds into Legal Business Name verification, which is a prerequisite for completing A2P registration and achieving Carrier Approval. This is a client-dependent step, meaning the timeline is largely controlled by how quickly the client provides the document.
Common Questions
What if the client has multiple EINs or entities? Use the EIN that corresponds to the entity that will be sending the messages. If the client operates under a holding company but the customer-facing business is a separate entity, you need the customer-facing entity’s EIN. Clarify which entity is the one that interacts with the end customers.
What if the client lost their EIN letter? They can call the IRS Business & Specialty Tax Line to request a verification letter (Letter 147C). This typically arrives within five to ten business days. Alternatively, some accountants have the EIN letter on file. Suggest the client check with their accountant or tax preparer first, as that is usually faster.
Can I look up the EIN online instead of asking the client? Some EINs for certain entity types are publicly available, but the IRS does not provide a public lookup tool for all businesses. Even if you find the EIN, you still need the exact legal name and address as they appear on the letter. There is no reliable shortcut. Get the letter from the client.