Ever wonder how foreign nationals without Social Security numbers submit their taxes in the US? The answer lies in ITIN application services, a process designed to help people use an Individual Taxpayer Identification Number (ITIN) to open bank accounts, legally file taxes, and comply with IRS regulations. Whether you are a business owner, foreign investor, dependent, or non-resident, having an ITIN enables you to access financial services, file taxes, and receive refunds. This thorough guide will cover everything you need to know about ITIN services, including how to apply for or renew your number and how to work with a Certified Acceptance Agent (CAA) for a less stressful, quicker process.
What Is An ITIN?
The Internal Revenue Service (IRS) assigns nine-digit Individual Taxpayer Identification Numbers (ITINs) to those who need a U.S. taxpayer identity number but are not qualified for a Social Security number. Although it is only used for federal tax reporting and compliance, it is formatted similarly to an SSN. It does not grant immigration status, work authorization, or Social Security benefits.
Difference Between SSN And ITIN
- SSN (Social Security Number): Mainly issued to approved employees and U.S. residents, this number is utilized for government systems, employment, and Social Security benefits.
- ITIN: Only used for tax reporting, regardless of immigration status. It cannot be claimed as evidence of legal status or used to authorize employment.
Understanding this difference helps avoid abuse or misunderstandings (e.g., believing an ITIN permits immigration benefits or employment eligibility, whereas it does not).
Now that you know the meaning and purpose of an ITIN, let’s examine who requires one and why it is so important to their financial and taxation responsibilities.
Who Needs
Who Needs An ITIN And Why?
In order to allow anyone with U.S. tax obligations to file returns, even if they are not eligible for an SSN, the IRS issues ITINs. This is who gains the most:
● Non-Resident Aliens An ITIN is required for tax filing if you are a non-resident alien with income originating in the United States, such as dividends, freelance income, rental income, etc. You cannot file a legitimate return without it, which may lead to fines or problems with withholding.
● Dependents And Spouses Residents and citizens of the United States often claim children as dependents or file taxes jointly with spouses. An ITIN for a spouse or dependent, however, guarantees that they are accurately included in your tax return, optimizing refunds and credits, if your spouse or child is not eligible for an SSN.
● People Who Claim Tax Refunds To claim tax refunds, you must have an ITIN. The IRS is unable to process your overpaid taxes or provide credits like the Child Tax Credit without it.
● LLC Owners An ITIN is necessary for foreign business owners to report business income when they establish a U.S.-based LLC. For LLC compliance, having an ITIN number is essential to preventing fines and guaranteeing efficient operations.
● Bank Accounts And Credit Non-residents are permitted to open checking accounts with ITIN numbers at a number of U.S. banks. ITINs are required for identification by digital services like PayPal and financial institutions like Capital One, which enable you to send, receive, and manage money.
Knowing who requires an ITIN is only the first step; let’s now examine the necessary paperwork and how to apply successfully in the following section.
How To Apply For An ITIN
It takes careful planning to apply for an ITIN. An error on the application may lead to a months-long delay in approval.
Step-by-Step ITIN Application Process
There are a few important steps involved in applying for an IRS Individual Taxpayer Identification Number (ITIN). Carefully following this procedure helps prevent needless delays or rejections, regardless of your status as a non-resident alien, dependent, spouse, or foreign business owner. Here is an in-depth explanation of the application process:
Complete IRS Form W-7
The official application for requesting an ITIN is IRS Form W-7. Your personal information, the reason you require an ITIN, and the type of supporting documentation are all gathered on this form.
● Under “Reason you’re submitting Form W-7,” you must check the relevant box (for example, “Nonresident alien required to obtain ITIN to claim tax treaty benefit,” “U.S. resident alien (based on days present in the United States) filing a U.S. tax return,” etc.).
● Make sure that your name, mailing address, foreign address, birthdate, and the kind of document you are submitting as identification are all entered accurately.
● Errors or missing data on Form W-7 may cause your ITIN number application to be delayed.
Attach Required Documents
You must submit original documents or certified copies from the issuing organization that prove both your identity and foreign status. Since the only document that meets both requirements and is accepted by the IRS, the majority of applicants use a valid, unexpired passport. You can, however, present a combination of the following if you do not have a passport:
● National identity card (must include name, date of birth, current address, photo, and expiration date)
● Certificates of foreign birth (particularly for dependents under the age of 18)
● U.S. visa with an entry stamp
● School records for dependents or students
● Medical records for dependents under 6 years of age
Note: Unless specifically directed, never send original passports. Use certified copies from the issuing body if mailing.
3. Include A U.S. Federal Tax Return
Usually, the Form W-7 needs to be accompanied by your completed federal income tax return (such as Form 1040 or 1040-NR). The IRS verifies that you are applying for a legitimate tax-related reason in this way.
Exceptions: Some individuals can apply without a tax return, such as:
● Foreign nationals claiming benefits from tax treaties
● Specific scholars, researchers, or students with U.S. visa types (such as F, J, M, or Q)
● People who have passive income from U.S. sources
A letter from your institution, a treaty statement, or other supporting documentation is required if you are eligible for one of these exceptions.
Submit The Application
You can apply for an ITIN number through any of the following authorized channels once all forms and documentation are prepared:
a) By Mail To The IRS:
Send your complete application package to: IRS ITIN Operation P.O. Box 149342
Austin, TX 78714-9342 USA
If mailing from overseas, use a reputable international courier.
b) Through A Certified Acceptance Agent (CAA):
The IRS has authorized Certified Acceptance Agents to examine and confirm your original documents, lowering the possibility that they will be misplaced during transportation. Additionally, CAAs assist you in accurately completing your ITIN number application. For spouses, dependents, or applicants with complex circumstances, using a CAA is highly beneficial.
c) At An IRS Taxpayer Assistance Center (TAC):
You can make an appointment to have your documents examined in person at an IRS TAC in your area. Always call ahead of time because not all locations offer ITIN services.
How To Fill IRS W-7 Form
The W-7 requires:
● Full name
● Mailing address
● Foreign address (if applicable)
● Birth information
● Country of citizenship
● Reason for applying
● Supporting documentation details
When an application is carefully completed, common mistakes that can cause it to be rejected or delayed are avoided. Before submitting, Entely Global thoroughly checks W-7s to make sure they are accurate.
The IRS revised and simplified the requirements for acceptable documentation; unless the document falls within a specific age range, it must be current and contain expiration dates.
There is no cost to the IRS to process Form W-7. However, for help, document review, or extra support, third-party services, CAAs, or tax preparers (including remote service providers like Entelyglobal) may charge.
Apply For ITIN Online – Is It Possible?
One frequently asked question is if you can apply for an ITIN online directly from the IRS. The IRS does not currently provide a fully self-serve online option for individuals to submit Form W-7 in the conventional “upload and submit” manner as of 2025. You have to visit a participating IRS location, work with a Certifying Acceptance Agent (CAA), or mail the application. However, several third-party providers (such as Entely Global) provide online document preparation portals that allow you to safely upload your documents, have your W-7 completed or reviewed, and then have the application submitted on your behalf—mimicking an online experience.
Clarify ITIN Online Application Myths
1. Myth: Like a contemporary e-file, Form W-7 can be submitted directly on IRS.gov.
Reality: ITIN applicants must submit their applications in person or through an agent; the IRS has not allowed full direct online e-filing.
- Myth: Being “online” involves avoiding identity verification or mailing.
Reality: Identity and supporting documentation still need to be confirmed, either by sending hard copies or by obtaining a CAA to keep the originals.
Role Of Third-Party Providers And CAAs
Third-party providers help with preparation, review, and coordinating submission. They often:
- Pre-fill and verify the W-7 form
- Advise on exception categories (no tax return required)
- Work with CAAs for identity verification so you don’t send originals
- Provide secure upload portals and tracking dashboards
With Entelyglobal’s remote ITIN application service, you can submit virtually, receive a thorough document review, and have internal experts or CAAs take care of any physical verification with ease.
ITIN Renewal – Step-by-Step Guide
ITINs are not permanent. You must renew your ITIN before filing taxes if it has expired.
When And Why To Renew An ITIN
An ITIN must be renewed if:
- For three years in a row, it was not reported on a federal tax return; following the third year of non-use, it expires on December 31.
- Older numbers may automatically expire at specific times, but middle digits of 88 (such as 9XX-88-XXXX) that were issued before 2013 are subject to phased expiration rules.
The IRS will deny certain credits, postpone refunds, or reject your tax return if you try to file it using an expired ITIN. Give yourself enough notice, especially before tax season.
Renewal Process
- Fill out a new Form W-7 (the same one you used for the first application).
- Include the necessary identity and foreign status documentation, even if it has already been submitted; if the current documentation is no longer acceptable, the IRS will need updated proof.
- Unless you are eligible for an exemption (spouse/dependent, treaty-based, etc.), include any required tax return.
- To retain the originals, submit via mail or through a CAA.
- Await approval; the processing time is similar to that of new applications (7 weeks on average, longer during peak season or abroad).
To prevent filing-season disruptions, Entelyglobal helps clients gather updated documentation, submits renewals early, and proactively alerts clients of upcoming expiration.
Renewal Without A Tax Return
Certain individuals may be eligible to renew without submitting a federal tax return, but they must adhere to strict exception regulations (spouse/dependent, treaty benefit applicants, etc.). In order to prevent inaccurate submissions, a professional review is necessary.
Certified Acceptance Agents (CAA) – What Are They & Why You Need One
An IRS-approved intermediary who has been trained to help applicants with the ITIN (Form W-7) process is known as a Certified Acceptance Agent (CAA). Instead of mailing original documents to the IRS, CAAs can verify your identity and foreign status documents. To notify the IRS that your Form W-7 has been examined by an authorized agent, they fill it out and affix a Certificate of Accuracy (COA).
Role Of A CAA In The ITIN Process
- Verify the completeness of Form W-7.
- Verify identity documents (such as passports) and certify copies based on the situation.
- Include the Certificate of Accuracy with your application.
Submit or guide for submission while preserving the original documents.
Advantages of Using A CAA
- Preserves original documents (original passports are not required).
- By having a trained review before submission, the risk of rejection is decreased.
- Reduces back-and-forth and speeds up resubmission in cases of minor issues.
- Tailored assistance in cases involving foreign documents or special exceptions.
For first-timers, renewals with edge cases, or those who are uneasy with the complexity of IRS forms, it is highly advised to use a CAA (or Entelyglobal acting through or in partnership with CAAs).
Find A Certified Acceptance Agent Near You
When applying for an ITIN, many people prefer in-person assistance.
How To Search For Local CAAs
- To locate authorized agents in the United States and overseas, use IRS.gov’s directory of Acceptance Agents and CAAs.
- To locate offices in your area, use location-based search terms such as “certified acceptance agent near me” or “IRS acceptance agent near me.”
Tips For Verifying If They Are IRS-authorized
- Find out if they are a Certifying Acceptance Agent (CAA) as opposed to a standard Acceptance Agent. CAAs can verify identity, allowing you to keep the originals.
- Obtain upfront disclosure of any fees. Free ITIN services (like those offered by H&R Block) might only be available at specific locations and when filing a return.
If you are outside of the United States or would prefer fully virtual handling, Entely Global’s global remote service can also connect you to vetted CAAs, removing the need to “search for an ITIN application near me.”
ITIN And Tax Filing: What You Should Know
Having an ITIN is only the first step. For tax compliance, you also need to understand how to use it.
Filing Taxes With An ITIN
Once issued, your ITIN is used in place of an SSN on U.S. federal tax returns (such as Form 1040 or 1040-NR). You can use income documents like these to file:
- W-2 forms (employee wages)
- 1099 forms (contractor/freelancer income)
To prevent processing delays, make sure the name on the tax return is the same as the one on your ITIN record.
Tax Refunds And EITC Eligibility
When withholding exceeds your tax liability, you can get a refund if you have a valid ITIN. Accurate planning is essential because some credits, such as the Earned Income Tax Credit (EITC), have strict eligibility requirements, and current guidance often excludes ITIN holders in specific credit scenarios. (Note: In earlier times, certain credits were restricted; always consult a tax expert or review the most recent IRS guidance.)
Common Errors And How To Avoid Them
- Inconsistencies in spelling or names
- Making a return with an expired ITIN (which results in rejection)
- Not attaching the required documentation when the exceptions are not valid
- Failing to include income statements like W-2 or 1099 when they are required
The ITIN tax preparation services offered by Entely Global reduce audit triggers and rejections by cross-checking name consistency, expiration status, and appropriate income form inclusion.
ITIN For Business Use
After applying, you may want to check your status.
How To Check ITIN Application Status
Under normal circumstances, the IRS normally takes:
- 7 weeks to respond to your ITIN application.
- 9 to 11 weeks if filed from outside the United States or during tax season (January 15–April 30).
- If you haven’t received a notice within the expected time frame, you can:
- Contact the IRS ITIN help line (e.g., toll-free numbers commonly used for general assistance)
To request a status update, enter your application information (name, mailing address, and identifying details).
What To Do If Delayed Or Rejected
- Delayed: Verify that the application was received, make sure that no notice was misplaced in the mail, and see if any further supporting documentation was asked for.
- Rejected: Carefully read the notice of rejection. It frequently points to inconsistencies in personal data or missing or incompatible documentation. Depending on your package, Entely Global helps with quick correction and resubmission, usually at no extra cost for the initial corrective actions.
When the status is unclear, many applicants call to follow up, according to online forums (such as Reddit anecdotal discussions). However, official IRS inquiries with supporting documentation are the reliable route; don’t rely only on rumors from third parties.
Documents Required For ITIN Application & Renewal
- The IRS requires proof of identity and foreign status.
Core Documents
- The filled-out and signed Form W-7
- Passport: The ideal single document that satisfies both foreign status and identity requirements. It must be unexpired and valid.
- Federal Tax Return: Generally required unless qualifying for an exception category (e.g., spouse/dependent, treaty benefit).
Depending on the category, supporting documentation
- U.S. entry stamps or visas (for those in the U.S.)
- Academic transcripts or letters of scholarship award (for students or dependents under exception rules)
- Birth and marriage certificates (for spouses or children)
- Foreign national identification documents, medical records, or adoption documents (as required by the IRS in certain circumstances)
- U.S. entry stamps or visas (for those in the U.S.)
Conclusion
Although applying for an ITIN may appear difficult, it can be a simple and stress-free process if you have the right guidance. Knowing the requirements and procedures is essential whether you’re a dependent, a non-resident filing taxes, or a business owner who needs an ITIN to access financial resources in the United States. Every step counts, from selecting the appropriate paperwork to collaborating with a Certified Acceptance Agent. Our knowledgeable staff can help you with your application or renewal if you’re not sure where to begin or need assistance; this will make the process quicker, simpler, and completely compliant with IRS regulations.