SAM.gov Registration Checklist: Documents to Gather Before You Start (Free)
Registering in SAM.gov (the System for Award Management) is free and mandatory before any federal agency can award you a contract or pay you. It is not difficult, but it is unforgiving about mismatches: the legal name and address you enter are validated against documentary evidence, and a mismatch sends you into a ticket queue that can take weeks. This checklist lists everything to gather before you start, walks the registration in order, and covers the annual renewal. Free printable Word version below — just tell us where to send it.
⬇ Download the SAM.gov checklist (Word)
Before you begin
- Registration is free at sam.gov. Third parties will offer to do it for a fee; none is required, and no one from "SAM" will call you demanding payment.
- Create a Login.gov account for the person who will be the Entity Administrator (two-factor authentication required).
- Decide who your Entity Administrator is — that person controls the registration; add a second administrator later so a departure does not lock you out.
- Allow time: after submission, IRS TIN validation and CAGE code assignment commonly take a couple of weeks; validation problems add more.
Entity identity (must match your IRS and state records exactly)
| Legal business name — exactly as on your IRS records (EIN letter / CP-575 or 147C) and state formation documents | |
| Doing-business-as name, if any | |
| Physical address (no P.O. box) — street, city, state, ZIP+4, county | |
| Mailing address if different | |
| Date and state of incorporation / organisation | |
| Entity structure (LLC, corporation, sole proprietor, partnership) and tax classification | |
| EIN / TIN | |
| Website (optional) and general business phone |
Entity validation — the step that stalls registrations
SAM.gov must match your legal name and physical address to independent records before assigning a Unique Entity ID (UEI). If the automatic match fails, you will be asked for documents.
- Have two or more of these ready as PDFs, each showing the same legal name and physical address: state formation/registration document; IRS EIN letter; utility bill; bank statement; lease; state or local business licence.
- Documents must be dated recently (typically within the last few years for formation documents; within months for bills and statements) and show the full address including suite number.
- If you have moved or changed names, update the IRS and your state before registering, then use the updated documents.
- Note the UEI once assigned: ____________ (the DUNS number is no longer used).
Financial information (for payment)
| Bank name, routing number (ABA) and account number for electronic funds transfer | |
| Account type (checking / savings) and account holder name (must match legal name) | |
| Accounts-receivable point of contact (name, phone, email) | |
| Remittance address |
Business profile
| Primary NAICS and all secondary NAICS codes (use the NAICS worksheet) | |
| Product Service Codes (PSC) for what you sell | |
| Business types and socio-economic categories (small business, women-owned, veteran-owned, service-disabled veteran-owned, HUBZone, 8(a), minority-owned, etc.) — only those you can support | |
| Size metrics: average annual receipts over the measurement period and average number of employees | |
| Immediate owner and highest-level owner (legal name, UEI if registered, CAGE if any) | |
| Executive compensation disclosure data if you meet the FFATA thresholds (ask your accountant) | |
| Proceedings information (federal criminal, civil or administrative proceedings in the last five years — answer accurately) |
Points of contact (name, title, phone, email, address each)
| Entity Administrator | |
| Government business POC | |
| Electronic business POC | |
| Past performance POC (optional) | |
| Alternate for each (recommended) |
Representations and certifications
- Answer the FAR and DFARS representations honestly and completely (they include FAR 52.212-3 for commercial items and small-business size and status representations). Print or export the completed reps and certs for your records.
- The MPIN (Marketing Partner ID Number) you create is used by other government systems — record it securely.
- Confirm the "public search" setting — most contractors want to be visible so buyers can find them.
After you submit
- Watch the email tied to the Entity Administrator for IRS TIN validation and CAGE code notices; respond to any request within days.
- When the registration status shows Active, record the UEI, CAGE code and the expiration date: ____________
- Registration lasts 365 days. Put the renewal on the calendar 60 days out — a lapsed registration blocks awards and payments, and renewal repeats the validation.
- Update within 30 days of any change to name, address, ownership, POCs or size.
- Next: set up saved searches and attach your capability statement.
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Start free — no card requiredGeneral guidance for small businesses entering federal contracting, not legal or contracting advice. Registration procedures, thresholds and program rules change — verify current requirements on SAM.gov, SBA.gov, Acquisition.gov (FAR) and in each solicitation. BidWatch is not affiliated with the U.S. government.