CP 575 Form
The CP 575 Form is an official notice issued by the IRS that confirms a business's Employer Identification Number (EIN). For HR, payroll, and finance leaders, missing or mishandling this document can delay onboarding, payroll setup, and statutory compliance making it a small letter with outsized operational impact.
TL;DR
- CP 575 Form is the IRS-issued EIN confirmation letter
- Serves as legal proof of a company's Employer Identification Number
- Required for payroll, banking, tax filings, and HR compliance
- Issued once when a business applies for an EIN
- Losing it can slow audits, vendor onboarding, and payroll setup
What Is the CP 575 Form?
The CP 575 Form is an official confirmation notice sent by the Internal Revenue Service after a business successfully applies for an Employer Identification Number (EIN). Think of it as the 'birth certificate' of your EIN. This document formally establishes your company's identity in the federal tax system.
From an HR and payroll perspective, the CP 575 Form validates that the EIN is active and correctly registered. Banks, payroll vendors, benefits providers, and auditors often request this letter to verify your organization's legitimacy before allowing transactions or integrations.
Importantly, the CP 575 is issued only once, typically by mail. That's why safeguarding it is a best practice for growing organizations.
Why Is the CP 575 Form Important for HR Teams?
While the CP 575 Form may seem like a finance document, it plays a critical role in day-to-day HR operations.
Payroll & Tax Compliance
Payroll systems require a verified EIN to process salaries, deposit payroll taxes, and file returns. The CP 575 Form is often requested during payroll vendor setup or audits to confirm EIN ownership.
Employee Onboarding & Reporting
Government forms such as W-2s and benefits filings rely on the EIN. If there's a discrepancy, HR may need the CP 575 to resolve mismatches quickly.
Banking & Vendor Verification
Banks frequently ask for the CP 575 when opening payroll or operating accounts. Similarly, benefits administrators and insurers may require it before activating plans.
Pro Tip: Store a scanned copy of the CP 575 Form in your HRMS document vault with restricted access to avoid last-minute scrambles.
When and How Is the CP 575 Form Issued?
The CP 575 Form is generated automatically after the IRS approves an EIN application.
EIN Application Methods
- Online application: EIN is issued instantly; CP 575 follows by mail
- Fax or mail: CP 575 arrives after processing is complete
The letter includes:
- Legal business name
- Employer Identification Number
- IRS contact details
- Date of issuance
Because it's mailed to the registered business address, address accuracy during EIN application is crucial.
CP 575 Form vs EIN Verification Letter (147C)
Many HR teams confuse the CP 575 with other EIN documents. Here's the distinction:
| Document | Purpose | When Used |
|---|---|---|
| CP 575 Form | Original EIN confirmation | Issued once after EIN creation |
| 147C Letter | EIN verification replacement | Requested if CP 575 is lost |
If the CP 575 is misplaced, businesses can request a 147C Letter from the IRS as a valid substitute.
What Happens If You Lose the CP 575 Form?
Losing the CP 575 Form doesn't invalidate your EIN but it can create operational delays.
Common Issues
- Payroll provider setup gets delayed
- Bank account opening is put on hold
- Audits take longer due to missing documentation
How to Fix It
Businesses can contact the IRS to request a 147C EIN verification letter, which serves the same purpose as the CP 575. However, this process takes time, which is why proactive document management is essential.
Best Practices for Managing CP 575 Form in HR Operations
For HR and leadership teams, the CP 575 Form should be treated as a core statutory document.
Centralized Storage
Keep digital and physical copies securely stored with controlled access.
HR–Finance Alignment
Ensure both teams know where the document is stored and when it's required.
Audit Readiness
Include the CP 575 in your standard audit and compliance checklist.
HRMS Integration
Link EIN documentation with payroll, benefits, and compliance workflows to avoid manual dependency.
Why the CP 575 Form Matters Strategically
At a strategic level, the CP 575 Form represents operational credibility. Organizations that manage statutory documentation well:
- Onboard employees faster
- Avoid payroll and banking delays
- Respond confidently to audits and vendor checks
- Build trust with partners and regulators
For C-suite leaders, it's a reminder that strong governance starts with mastering even the smallest compliance details.
FAQ's
1. Is the CP 575 Form the same as an EIN?
No. The EIN is the number; the CP 575 is the official IRS letter confirming it.
2. Is the CP 575 Form mandatory for payroll?
Often yes. Payroll providers commonly request it for EIN verification.
3. Can I download my CP 575 Form online?
No. The IRS does not provide online access to the original CP 575.
4. What should I do if I never received my CP 575 Form?
Contact the IRS to request a 147C verification letter.
5. How long should companies keep the CP 575 Form?
Indefinitely. It's a permanent statutory document.
6. Can a 147C letter replace the CP 575 Form?
Yes. It is widely accepted as an official EIN confirmation.
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