As a business owner, there may come a time when you need to cancel your Employer Identification Number (EIN).
Whether you’re closing your business, changing your business structure, or no longer require an EIN for any other reason, it’s essential to notify the Internal Revenue Service (IRS) of your decision.
Sample Letters to Cancel EIN Number
To help you navigate this process, we’ve compiled 15 sample letters to cancel your EIN, each tailored to specific situations you may encounter.
Letter 1
Subject: Cancellation of Employer Identification Number (EIN) – [Business Name]
Dear Internal Revenue Service,
I am writing to request the cancellation of the Employer Identification Number (EIN) for [Business Name], EIN [Number]. As of [Date], this business has ceased all operations and will no longer require an EIN.
Please confirm the cancellation of this EIN and update your records accordingly. If you require any additional information or documentation, please contact me at [Phone Number] or [Email Address].
Thank you for your assistance in this matter.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 2
Subject: Request to Cancel EIN – [Business Name]
Dear IRS,
I am writing to inform you that [Business Name], EIN [Number], will be closing permanently as of [Date]. I request that you cancel this EIN and remove it from your active records.
Please provide written confirmation once the cancellation process is complete. If there are any further steps I need to take, kindly advise me.
Thank you for your attention to this matter.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 3
Subject: Cancellation of EIN Due to Business Structure Change
Dear Internal Revenue Service,
I am writing to request the cancellation of the Employer Identification Number (EIN) for [Business Name], EIN [Number]. As of [Date], this business has changed its structure from a [Previous Structure] to a [New Structure] and will no longer require this EIN.
Please cancel this EIN and confirm once the process is complete. The business will continue to operate under a new EIN, which has been obtained separately.
If you need any further information, please do not hesitate to contact me at [Phone Number] or [Email Address].
Thank you for your assistance.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 4
Subject: EIN Cancellation Request – Sole Proprietorship
Dear IRS,
I, [Your Name], am writing to request the cancellation of the Employer Identification Number (EIN) [Number] associated with my sole proprietorship, [Business Name]. As of [Date], I will no longer be conducting business under this entity and wish to cancel the EIN.
Please confirm the cancellation of this EIN and update your records accordingly. If there are any additional steps I need to take, please advise me.
Thank you for your assistance in this matter.
Sincerely,
[Your Name] Sole Proprietor [Business Name]
Letter 5
Subject: Cancellation of EIN – Partnership Dissolution
Dear Internal Revenue Service,
We are writing to request the cancellation of the Employer Identification Number (EIN) for [Partnership Name], EIN [Number]. As of [Date], this partnership has been dissolved, and all business operations have ceased.
Please cancel this EIN and provide written confirmation once the process is complete. Each partner will be responsible for filing individual tax returns going forward.
If you require any additional information or documentation, please contact [Partner Name] at [Phone Number] or [Email Address].
Thank you for your assistance.
Sincerely,
[Partner 1 Name] [Partner 2 Name] [Partnership Name]
Letter 6
Subject: Request to Cancel EIN – Merger
Dear IRS,
I am writing to inform you that [Business Name], EIN [Number], has merged with [Other Business Name], EIN [Other Number], effective [Date]. As a result, [Business Name] will no longer be operating as a separate entity and will not require its EIN.
Please cancel the EIN for [Business Name] and update your records to reflect this change. All future business operations will be conducted under [Other Business Name] and its associated EIN.
If you need any further information or documentation, please contact me at [Phone Number] or [Email Address].
Thank you for your attention to this matter.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 7
Subject: Cancellation of EIN – No Business Activity
Dear Internal Revenue Service,
I am writing to request the cancellation of the Employer Identification Number (EIN) for [Business Name], EIN [Number]. This business was registered on [Date] but has not conducted any business activities and will not do so in the future.
Please cancel this EIN and remove it from your active records. If there are any additional steps I need to take, kindly advise me.
Thank you for your assistance in this matter.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 8
Subject: EIN Cancellation Request – Nonprofit Organization
Dear IRS,
I am writing on behalf of [Nonprofit Organization Name], EIN [Number], to request the cancellation of our Employer Identification Number. As of [Date], this organization has ceased all operations and will no longer require an EIN.
Please confirm the cancellation of this EIN and update your records accordingly. If you require any additional information or documentation, please contact me at [Phone Number] or [Email Address].
Thank you for your assistance in this matter.
Sincerely,
[Your Name] [Your Title] [Nonprofit Organization Name]
Letter 9
Subject: Cancellation of EIN – Business Sold
Dear Internal Revenue Service,
I am writing to inform you that [Business Name], EIN [Number], has been sold to [Buyer Name] as of [Date]. As the previous owner, I request that you cancel the EIN associated with this business.
The new owner will be responsible for obtaining a new EIN and filing all future tax returns. Please provide written confirmation once the cancellation process is complete.
If you need any further information, please contact me at [Phone Number] or [Email Address].
Thank you for your attention to this matter.
Sincerely,
[Your Name] Former Owner [Business Name]
Letter 10
Subject: Request to Cancel EIN – Franchise Terminated
Dear IRS,
I am writing to request the cancellation of the Employer Identification Number (EIN) for [Franchise Name], EIN [Number]. As of [Date], the franchise agreement has been terminated, and this location will no longer be operating under the [Franchisor Name] brand.
Please cancel this EIN and update your records accordingly. If there are any additional steps I need to take, please advise me.
Thank you for your assistance in this matter.
Sincerely,
[Your Name] Former Franchisee [Franchise Name]
Letter 11
Subject: Cancellation of EIN – Business Never Operated
Dear Internal Revenue Service,
I am writing to request the cancellation of the Employer Identification Number (EIN) for [Business Name], EIN [Number]. This business was registered on [Date] but never commenced operations due to [Reason].
Please cancel this EIN and remove it from your active records. If you require any additional information or documentation, please contact me at [Phone Number] or [Email Address].
Thank you for your assistance in this matter.
Sincerely,
[Your Name] [Your Title] [Business Name]
Letter 12
Subject: EIN Cancellation Request – Bankruptcy
Dear IRS,
I am writing to inform you that [Business Name], EIN [Number], has filed for bankruptcy under Chapter [Chapter Number] as of [Date]. As a result, the business will no longer be operating and will not require its EIN.
Please cancel the EIN for [Business Name] and update your records to reflect this change. The bankruptcy trustee, [Trustee Name], can be reached at [Trustee Phone Number] or [Trustee Email Address] for any further information or documentation you may need.
Thank you for your attention to this matter.
Sincerely,
[Your Name] Former Owner [Business Name]
Letter 13
Subject: Cancellation of EIN – Sole Proprietorship Converted to LLC
Dear Internal Revenue Service,
I, [Your Name], am writing to request the cancellation of the Employer Identification Number (EIN) [Number] associated with my sole proprietorship, [Business Name]. As of [Date], I have converted my business to a Limited Liability Company (LLC) and will be operating under a new EIN.
Please cancel the EIN for my sole proprietorship and update your records accordingly. If there are any additional steps I need to take, please advise me.
Thank you for your assistance in this matter.
Sincerely,
[Your Name] Former Sole Proprietor [Business Name]
Letter 14
Subject: Request to Cancel EIN – Partnership Converted to Corporation
Dear IRS,
We are writing to request the cancellation of the Employer Identification Number (EIN) for [Partnership Name], EIN [Number]. As of [Date], this partnership has been converted to a corporation and will be operating under a new EIN.
Please cancel the EIN for [Partnership Name] and provide written confirmation once the process is complete. All future business operations will be conducted under the new corporation and its associated EIN.
If you require any additional information or documentation, please contact [Partner Name] at [Phone Number] or [Email Address].
Thank you for your assistance.
Sincerely,
[Partner 1 Name] [Partner 2 Name] Formerly [Partnership Name]
Letter 15
Subject: Cancellation of EIN – Death of Sole Proprietor
Dear Internal Revenue Service,
I am writing to request the cancellation of the Employer Identification Number (EIN) [Number] associated with the sole proprietorship, [Business Name], owned by [Deceased Name]. Unfortunately, [Deceased Name] passed away on [Date], and the business will no longer be operating.
As the executor of [Deceased Name]’s estate, I request that you cancel this EIN and update your records accordingly. If there are any additional steps I need to take, please advise me.
Thank you for your assistance in this matter.
Sincerely,
[Your Name] Executor of [Deceased Name]’s Estate
Conclusion
Canceling your EIN is an important step when closing your business, changing your business structure, or encountering other circumstances that render your EIN unnecessary.
By using these sample letters as a guide, you can effectively communicate your request to the IRS and ensure that your records are updated accurately.
Remember to tailor each letter to your specific situation, providing clear details about your business and the reason for the cancellation. Be sure to include your contact information in case the IRS needs to reach out for additional information or clarification.
Once you have submitted your cancellation request, keep a copy of the letter for your records and await confirmation from the IRS.
If you do not receive a response within a reasonable timeframe, follow up with the IRS to ensure that your request has been processed.
By taking the time to properly cancel your EIN when necessary, you can maintain accurate records, avoid potential confusion, and ensure compliance with IRS regulations.
