Documents and Requirements Needed to Sell Online in the U.S.
Which documents and information payment providers, banks and platforms usually ask for when you open an online store, from EIN and bank details to policies and licenses.
To sell online in the United States you typically need your legal business name and address, an IRS tax ID (an EIN for most businesses, or a Social Security number for some sole proprietors), a business bank account, a government photo ID for the account owner, any required state or local licenses, and a live website with clear policies and contact details. Payment providers verify these items before they let you accept money, and mismatched details are the most common cause of delays. Requirements differ by provider, state and product type, so treat this list as typical practice, not a universal rule.
Why providers ask for documents
Payment companies must follow anti-money-laundering and know-your-customer rules, and they want to confirm that you run a real business that sells what you say. They may check your identity, your business registration, your website and your bank account. For higher-risk products they may ask for more. Collecting these items before you apply speeds the process.
Core documents and information
| Item | What it is | Notes |
|---|---|---|
| Legal business name | Name registered with the state, or your own legal name for a sole proprietor | Use exactly the same spelling everywhere |
| Business address | Physical address, often not a PO box | Some providers require a street address |
| EIN or SSN | IRS tax identification | Get an EIN free from the IRS website |
| Business structure documents | Articles of organization or incorporation, if you formed an entity | May be requested for verification |
| Owner identification | Government photo ID such as a driver's license or passport | Required for owners above a certain stake |
| Business bank account | Account and routing numbers | Name should match the business |
| Website | Live or near-complete store | Policies and contact info should be visible |
| Product description | What you sell and how | Some categories are restricted |
Tax-related documents
- Seller's permit or sales tax registration: many states require a permit before you collect sales tax. Rules differ, and some states issue them free. See sales tax for online sellers.
- Resale certificate: if you buy inventory for resale, suppliers may ask for a resale or exemption certificate so you do not pay tax on goods you will resell.
- Form W-9: you provide this to payment platforms and marketplaces so they can report your income. The information on it should match your tax ID.
- 1099 reporting: payment platforms may issue information returns such as Form 1099-K when your payments pass federal reporting thresholds. Those thresholds have changed in recent years, so check the IRS website for the current rule.
Licenses and permits
Depending on location and activity, you may need a general business license, a home occupation permit if you operate from home, or a professional license. Some products need special permissions: food and cosmetics have FDA and state rules, alcohol and tobacco involve federal and state licensing, and firearms have strict regulations. Payment providers may refuse to support some of these categories. Check with your state business portal and relevant agencies before you list.
Website requirements providers often check
- Contact details: email, phone or form, and where possible a business address.
- Shipping policy with delivery timeframes.
- Return and refund policy.
- Privacy policy and terms of service.
- Clear prices in U.S. dollars, with shipping costs disclosed before checkout.
- Real product pages, not placeholder text.
- A recognizable business name matching your registration.
A store that looks unfinished or shows pricing and policies that conflict with your application may be delayed or rejected.
Inventory and supplier paperwork
Keep supplier invoices, wholesale agreements and proof of authenticity for branded goods. If you sell products from other brands, brand owners or marketplaces may ask for proof that the goods are genuine. If you import, you may need customs paperwork and an importer record; consult U.S. Customs and Border Protection or a licensed customs broker.
Intellectual property and compliance
Do not use logos, photos or product descriptions you do not have the right to use. If you create your own brand, consider searching the U.S. Patent and Trademark Office database before you commit to a name. Products sold to children, electronics and cosmetics may carry labeling and testing requirements, and product claims, such as health or environmental claims, must be truthful and supported.
Privacy and customer data
If you collect customer information, you need a privacy policy that describes what you collect and how it is used. Several states have privacy laws with specific rights and thresholds, and email marketing must follow the CAN-SPAM Act, including honest subject lines and an easy way to unsubscribe. Use the privacy tools in your platform and ask a professional if you have many customers or sell to children.
A preparation workflow
- Register the business and get the EIN.
- Open the business bank account.
- Gather IDs, entity documents and bank details in one folder.
- Complete the store pages and policies.
- Apply for the payment account and sales tax permit.
- Keep a record of confirmation emails and approval dates.
The launch checklist can help you track these items.
Common causes of rejection or delay
- Name or address mismatches between documents
- Missing or unclear return policy
- A website that is not live or has placeholder content
- Selling a restricted product without disclosing it
- Using a personal bank account for a business entity
- Incomplete ownership information
When to consult a professional
An accountant can help with tax registration and recordkeeping, and an attorney can help with licensing and regulated products. The SBA's local resources offer free guidance for many small businesses.
Frequently asked questions
Do I need an EIN to sell online?
Not always. Some sole proprietors can use their SSN, but an EIN protects your personal number and is often preferred. It is free from the IRS.
Can I use a PO box as my business address?
Some providers accept it, many require a physical address. Check the provider's requirements.
Do I need a resale certificate?
If you buy goods to resell, a resale certificate can let you avoid paying sales tax to suppliers, depending on your state.
What if my application is rejected?
Read the reason, fix mismatches or missing items, and reapply or contact the provider's support.
Sources
- Internal Revenue Service — EIN, Form W-9 and Form 1099-K information
- U.S. Small Business Administration — licenses, permits and business setup
- Federal Trade Commission — CAN-SPAM and online selling rules
- U.S. Patent and Trademark Office — trademark searches
