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How to Apply for an EIN for Probate in California: A Complete Step-by-Step Guide

  • Writer: Linda Varga
    Linda Varga
  • Aug 28
  • 3 min read

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If you're navigating the probate process in California, one of the key steps might be applying for an Employer Identification Number (EIN) for the estate. The EIN acts as a Tax ID for Estate purposes, much like a Social Security Number for an individual.


Whether you're an Executor/Administrator or a Personal Representative, understanding how to properly apply for an EIN can make the probate process smoother and more manageable. In this guide, we'll walk you through everything you need to know, from understanding the basics of an EIN to the step-by-step process of applying online.


Step-by-Step Guide: How to Apply for an EIN for Probate in California


1. Go to the IRS Website

  • Navigate to the official IRS website to begin your application for an EIN: Apply for an Employer Identification Number (EIN) Online.

  • Click on the “Apply Online Now” button to start the process.


2. Click on “Begin Application”

  • On the next page, click the “Begin Application” button to initiate the EIN application for the estate.


3. Select “Estate”

  • From the application options, select “Estate” as the entity type applying for the EIN.


4. Confirm the Estate Tax ID Request

  • Confirm that you are applying for a Tax ID for Estate by selecting the appropriate option, indicating that you want to create a tax ID for the estate.


5. Enter Information about the Deceased

  • Input accurate details about the deceased, including their Social Security Number and Legal Name.

  • Ensure that the name and SSN are correct, as the IRS will cross-check this information with its IRS Database.


6. Select the Type of Executor/Administrator

  • Choose the Executor/Administrator type:

  • If you are applying as an individual person, select “Individual” (this is the most common).

  • If you are a business entity (such as a bank or trust company helping with the estate process), select “Entity”.


7. Enter the Official Court Representative Information

  • Provide the relevant details about the Executor/Administrator:

  • Choose whether you are an Administrator (if there is no will), an Executor(if there is a valid will), or a Personal Representative (in special circumstances like when no valid executor can serve).

  • Indicate whether you are applying as an Official Court Representative.

  • If a third party is applying on behalf of the estate, select Third Party Application, but only if you are truly a third party.


8. Enter the Executor/Administrator Address


  • Provide the Executor/Administrator Address. This will be used as the Estate Mailing Address, where IRS communications will be sent.


9. Verify the Estate Name and Additional Information


  • Ensure that the word “Estate” is included in the name of the deceased.

  • Verify pre-filled information such as County and State, and enter the Probate Funding Date (the date the probate process officially began, which is usually the date of the court appointment).

  • Choose the Taxable Reporting Period—you can select Month-End Accounting or Calendar Year End. It is generally recommended to choose the Calendar Year End, as this aligns with most tax reporting and financial institution records.


10. Answer the Employee Question

  • When asked about employees, select “No” if the estate does not have any employees.


11. Receive IRS Letter Online

  • Opt to receive the IRS Letter Online, which will instantly provide you with a PDF of the Tax ID for the Estate.

  • Save and print the PDF for your records, as the IRS letter serves as proof of the estate’s EIN.


Common Errors to Avoid When Applying for an EIN

While applying for an EIN online is straightforward, some common errors can delay the process. Here are a few things to keep in mind:


  • Incorrect Deceased’s Name or SSN: The name and SSN of the deceased must match the IRS database.

  • Wrong Executor/Administrator Details: Ensure the Executor/Administrator information is accurate to avoid confusion.

  • Incorrect Taxable Reporting Period: Make sure you select the right reporting period for the estate.


Conclusion

Applying for an EIN for probate in California is a simple but essential step in managing the estate. By following this guide, you’ll be well-equipped to complete the process and keep your probate proceedings on track.


Moravec Varga & Mooney is here to assist should you need assistance in managing an estate in probate.


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