Top 10 ITIN Errors — And How to Avoid Them

If you’re applying for or renewing an Individual Taxpayer Identification Number (ITIN) with the IRS, the last thing you want is a delay or rejection because of a simple mistake. Yet, every year, thousands of ITIN applications (Form W-7) get suspended or denied for the same avoidable reasons. Whether you’re a first-time applicant, a dependent, or a tax professional helping clients, knowing these top 10 ITIN errors can save you time, stress, and possibly money. Let’s break them down in plain English — and we’ll give you practical tips to avoid each one.

1. Using the Wrong or Unacceptable ID Documents

The IRS only accepts 13 specific types of identification to prove your identity and foreign status. If your document isn’t on that list, your application will be rejected.

Common mistake: Submitting expired IDs or documents not on the approved list.

How to avoid it:

• Use a current, unexpired passport if possible — it’s the easiest single document that proves both identity and foreign status.

• If you don’t have a passport, submit two different acceptable documents (e.g., national ID card + birth certificate).

• Double check the IRS list before sending anything. We have included a helpful checklist for your reference later in this article.

2. Missing the Certificate of Accuracy (COA) from a CAA

If you’re applying through a Certifying Acceptance Agent (CAA), they must attach a Certificate of Accuracy (Form W-7 COA) to your application.

Common mistake: Forgetting to include the COA when a CAA is involved.

How to avoid it:

• If you’re using a CAA, confirm they’ve attached the COA before mailing.

• If you’re applying on your own, you don’t need a COA — but you must send original or certified ID documents.

3. Sending Copies Instead of Originals or Certified Copies

The IRS will not accept plain photocopies. Your documents must be originals or certified copies from the issuing agency.

Common mistake: Sending a notarized copy instead of a certified copy from the issuing authority.

How to avoid it:

• Request certified copies directly from the passport office, vital records office, or other issuing agency.

• If using a CAA, they can certify most documents for primary and secondary applicants — but not all (e.g., foreign military IDs).

4. Missing or Invalid Signature

Form W-7 must be signed correctly — and who can sign depends on the applicant’s age and situation.

Common mistake: A parent signs for an adult child, or a representative signs without proper authorization.

How to avoid it:

• If you’re 18 or older, you must sign your own form (or have a court-appointed guardian do it).

• If you’re under 18, a parent, court-appointed guardian, or authorized representative with a valid power of attorney can sign.

• Always include required legal documents (e.g., court orders, Form 2848 for power of attorney).

5. Missing ID Documents Entirely

If you don’t submit a passport, you must send two acceptable documents to prove both identity and foreign status.

Common mistake: Sending only one document when two are required.

How to avoid it:

• For dependents, if the passport doesn’t have a U.S. entry date, you must also prove U.S. residency (e.g., school or medical records).

• U.S. military dependents stationed overseas have special exceptions — check the IRS rules.

6. Missing Date of Entry into the U.S.

If your ITIN application reason requires it, you must fill in Line 6d with the exact date you entered the U.S.

Common mistake: Leaving it blank or writing only the month/year.

How to avoid it:

• Use the full date (MM/DD/YYYY) from your passport entry stamp, I-94, or travel records.

• If you’ve entered multiple times, use the date relevant to your ITIN application purpose.

7. Missing Foreign Address

If you select Reason “b” on Form W-7, you must provide a complete foreign address on Line 3.

Common mistake: Writing “N/A” or leaving it blank when it’s required.

How to avoid it:

• Even if you live in the U.S., include your foreign country of origin at minimum.

• If you have no permanent foreign address, explain your situation in the application.

8. Missing Country of Citizenship

On Line 6a, you must write the full name of your country (or countries) of citizenship.

Common mistake: Using abbreviations like “USA” or “UK.”

How to avoid it:

• Write “United States” or “United Kingdom” in full.

• If you have dual citizenship, list both countries.

9. Missing Name and/or TIN of U.S. Person

If you select Reason “d” or “e” on Form W-7, you must include the full name and TIN (SSN or ITIN) of the U.S. citizen or resident alien connected to your application.

Common mistake: Leaving this section blank or incomplete.

How to avoid it:

• Ask the U.S. person for their exact legal name and TIN.

• Double-check the spelling and numbers before submitting.

10. ITIN and Name Don’t Match IRS Records

When renewing, the ITIN and the name you enter must match exactly what the IRS has on file.

Common mistake: Applying under a new married name without proof of the name change.

How to avoid it:

• If your legal name has changed, attach official proof (e.g., marriage certificate, court order).

• Use the same spelling and format as your original ITIN record.

Why These Errors Matter

Even a small mistake can cause weeks or months of delay in getting your ITIN approved. That can hold up your tax return, refund, or compliance with U.S. tax laws.

By double-checking your application against this list, you can dramatically improve your chances of first-time approval.

Quick ITIN Application Checklist

Before you mail your Form W-7, ask yourself:

• ✅ Are all ID documents current and acceptable?

• ✅ If using a CAA, is the COA attached?

• ✅ Are all documents originals or certified copies?

• ✅ Is the form signed correctly with proper authorization?

• ✅ Have I included all required supporting documents?

• ✅ Is the date of entry (if required) complete?

• ✅ Is my foreign address filled in if needed?

• ✅ Is my country of citizenship written in full?

• ✅ Have I included the U.S. person’s name/TIN if required?

• ✅ Do my ITIN and name match IRS records (or have I included proof of name change)?

Final Thoughts

Applying for an ITIN doesn’t have to be stressful — but it does require attention to detail. The IRS rejects thousands of applications every year for the same avoidable mistakes. By following this guide, you’ll be ahead of the curve and far more likely to get your ITIN approved without delays.

If you’re unsure about your application, consider working with a Certifying Acceptance Agent or tax professional who specializes in ITIN filings. They can help you navigate the process, certify your documents, and make sure your application is complete before it ever reaches the IRS.

📢 Let Us Help You

If you want your ITIN application or renewal done right the first time, Beechhurst Capital Advisors can help.

We’re an IRS authorized Certifying Acceptance Agent, which means we can verify your documents, prepare your Form W-7, and submit everything correctly — without you having to mail your original passport.

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