How to E-Sign Form 941 Without a Signature PIN

It’s no secret the easiest way to complete Form 941 is by e-filing. E-filing is faster and more secure and, with IRS-authorized e-filers like ExpressIRSForms, more accurate than paper filing. The only catch to e-filing Form 941 is that you must e-sign the form, and the IRS is very particular about how they make sure your e-signature is actually yours. So let’s dive right in, shall we?

Form 941 E-Signing & E-filing
When you e-file Form 941, there are two ways to e-sign your report: with an Online Signature PIN designated to you by the IRS or by completing Form 8453-EMP. If you’re going to be filing a lot of 941 Forms - say 4 a year for the rest of your business’s life - it’s probably good to go ahead and get an Online Signature PIN so you’re don’t always have to fill out two forms whenever you file your quarterly taxes.

But getting an Online Signature PIN can be quite the process, so let’s talk about what to do if you don’t have that PIN.

Form 8453-EMP
If you don’t have an Online Signature PIN given to you by the IRS, you’ll need to complete and submit Form 8453-EMP, Employment Tax Declaration for an IRS e-file Return, along with your 941 Form. When you e-file with ExpressIRSForms, to do this, all you need to do is select the Form 8453-EMP option when it comes time to e-sign your 941 Form. You’ll be able to securely e-sign the form with our e-signature portal and submit your return right away!

Getting an Online Signature PIN
You can easily get an Online Signature PIN through ExpressIRSForms too! Just keep in mind that the process takes up to 45 days to complete. All you’ll do is select the option for applying for an Online Signature PIN, fill out a little information, and submit your request. The IRS will take it from there, evaluating your application before sending your PIN to you in the mail. Once you receive your PIN, you’ll have 10 days to sign the form sent to you by the IRS and return it to them.

The IRS won’t send you a confirmation that they received your letter back, but your PIN should activate within 20-30 days of receiving it and mailing back the IRS form. This means if you’ve just gotten your PIN, it likely won’t be activated for you to e-sign any IRS forms. If it’s been at least 45 days since you first applied for your PIN but you’re still having activation issues, you’ll need to contact the IRS directly.


And if you have any questions about completing your Form 941 and e-signing it with ExpressIRSForms, don’t hesitate to reach out to us! We’re available by phone, live chat, and email to answer any and all of your e-filing questions!