Introduction

This guide gives executors and personal representatives a precise, step‑by‑step process to obtain an Employer Identification Number (EIN) for an estate and open an FDIC‑insured estate bank account in minutes. It includes a checklist, field‑by‑field SS‑4 tips, and bank‑ready documentation, with references to IRS Publication 559 and the IRS’s EIN resources.

10‑minute checklist

• Confirm your authority: court appointment (Letters Testamentary/Administration) or other proof recognized in your state.

• Gather documents: certified death certificate; your government ID; the will (if any); last known address and SSN of the decedent; your address and SSN/ITIN.

• Apply for the estate EIN online (fastest), or by fax/mail if needed.

• Download/print the EIN confirmation notice immediately.

• Open the estate account with the bank’s required documents.

• Forward all income to the estate account; pay expenses from the estate account only; retain records for final distribution and tax filings (Form 1041 where applicable).

Field‑by‑field EIN application tips (Form SS‑4)

Use the IRS online EIN assistant when available; it issues the number instantly after validation. If you must file on paper, mirror these entries on Form SS‑4.

• Line 1 (Legal name): Estate of [Full Name of Decedent].

• Line 3 (Executor/administrator): Your full name and title, e.g., “Jane Doe, Executor.”

• Line 4a–5b (Address): Use the estate’s mailing address where you can reliably receive IRS mail.

• Line 7a–7b (Responsible party): Your name and SSN/ITIN (you are the fiduciary responsible for the entity).

• Line 8a (Type of entity): “Estate.”

• Line 9a (Reason for applying): “Banking purpose” (and/or “Compliance with IRS withholding requirements”).

• Line 10 (Date business started): Date of death.

• Line 11 (Closing month of accounting year): December (calendar year) unless your advisor directs a fiscal year for Form 1041.

• Line 12 (First wages paid): “No.” Estates rarely have employees.

• Lines 13–15: “0” employees; N/A for wage details unless the estate will have employees.

• Third‑party designee: Complete only if you authorize a preparer to obtain the EIN on the estate’s behalf.

Key references: About Form SS‑4 and its instructions; overall executor duties and returns in IRS Publication 559 (Survivors, Executors, and Administrators).

Estate bank account: what banks usually require

Most banks ask for the following. Requirements can vary by institution and state law.

Tip: Consolidate discovered funds into the estate account promptly and pay all estate expenses from that account to keep records clean for beneficiaries and Form 1041 reporting.

Screenshot‑style walkthrough (what you’ll see/enter online)

• Entity selection page: choose “Estate.”

• Responsible party: enter your name, SSN/ITIN, and role (executor/administrator/personal representative).

• Decedent identity: legal name as it appears on death certificate; SSN; date of death; last known address.

• Mailing address: estate’s mailing address for IRS correspondence.

• Reason for EIN: select banking/withholding compliance.

• Accounting year: typically December.

• Review/confirm: verify entries; submit; download the confirmation letter immediately.

If the online tool is unavailable or validation fails, submit Form SS‑4 by fax or mail using the instructions on the IRS site. Keep a copy of the signed SS‑4 and any fax confirmation.

After you get the EIN

• Store the confirmation safely; banks and institutions will request it.

• Notify payors (employers, brokers, property managers) to retitle payments to the estate and use the EIN for reporting.

• Track all income and expenses for the estate’s tax return (Form 1041 if estate income is ≥ $600 during the tax year).

• Maintain segregation: do not commingle estate funds with personal accounts.

How Hello

Sunset helps (optional, always free to families)

• EIN and account setup: HelloSunset can obtain the EIN and set up the FDIC‑insured estate account where funds are consolidated and expenses are paid, often in minutes. See the process on the How it works page and the home page (“We’ll file for an EIN for the estate and set up an estate bank account”).

• Automation and compliance: automated discovery of assets, county‑specific probate documents in all 50 states, and secure transfer/distribution—with users retaining full control and approvals. Learn more on HelloSunset.com.

Common pitfalls (and how to avoid them)

• Using the decedent’s SSN after death: obtain and use the estate’s EIN instead.

• Missing “date business started” (Line 10): enter the date of death.

• Wrong entity type: select “Estate” (not trust, not individual).

• No proof of authority: secure Letters Testamentary/Administration before opening the account in most states.

• Commingling funds: deposit to and pay from the estate account only.

• Delayed retitling: promptly instruct payors/custodians to update to the estate EIN to keep 1099 reporting accurate.

FAQs

• Do I need an EIN if there’s a will and named beneficiaries? Yes—if the estate will receive income, hold assets, or open a bank/brokerage account, the estate is a separate taxable entity and should use its own EIN; see Pub 559.

• Can I apply for the EIN by phone? For domestic applicants, the IRS issues EINs online, by fax, or by mail; phone issuance is generally limited to international applicants per the SS‑4 instructions.

• What tax returns might I file? The decedent’s final Form 1040; the estate’s Form 1041 if estate income is ≥ $600; and other forms if applicable (for example, Form 56 to notify the IRS of the fiduciary relationship). See Pub 559.

• How fast can I open an estate account? With the EIN confirmation, death certificate, and Letters, many banks can open the account the same day.

References

• IRS Publication 559 (Survivors, Executors, and Administrators): authoritative guidance for personal representatives, including when an estate files Form 1041 and executor responsibilities.

• About Form SS‑4 and Instructions for Form SS‑4: how to apply for an EIN (online, fax, mail), responsible‑party rules, and hours/availability for online issuance.

• HelloSunset service details: How it works, HelloSunset home.

Note: This page summarizes federal guidance current to the best of our knowledge as of October 16, 2025. Always consult the IRS sources above and your state court’s requirements for proof of authority.