How to Register for Government Contracting: SAM.gov Step by Step

You cannot win a government contract if you are not registered. That is the rule. Every federal agency, every contract, every dollar flows through one system: SAM.gov (System for Award Management). If your business is not in SAM.gov, you are invisible to every government buyer in the country.

The good news: registration is completely free. It takes about an hour to complete the form. And once you are registered, you are visible to every contracting officer at every federal agency.

This guide is Step 2 of our 5-STEP START HERE PATH. If you have not read Step 1 yet, start with What Is Government Contracting? first.

Before You Start: The Prep Checklist

SAM.gov registration goes much faster when you gather everything first. Trying to find documents mid-registration causes mistakes and delays.

Here is what you need before you start:

The most important item on this list is your IRS EIN confirmation letter (CP 575 if you still have the original, or request a 147C replacement from the IRS). Your business name in SAM.gov must match this letter exactly. That means every comma, every period, every abbreviation. “My Company, LLC” will fail if the IRS has “My Company LLC” without the comma. Using “&” instead of “and” causes rejection. This is the number one reason registrations get rejected.

The 10-Step SAM.gov Registration Process

Step 1: Create a Login.gov Account

Go to SAM.gov and click “Sign In.” You will be redirected to Login.gov, the federal government’s single sign-on system.

Create an account with your email address and a strong password. You must set up multi-factor authentication (MFA). This is not optional. The government requires it for security. Your MFA options include a text message, phone call, authentication app (like Google Authenticator), or a security key.

Use your personal email, not a shared company email. Each person needs their own Login.gov account.

Step 2: Complete Your SAM.gov User Profile

After Login.gov is set up, go back to SAM.gov and fill out your individual user profile. This is your personal profile, separate from your business registration.

Step 3: Start Entity Registration

Click “Get Started” and select “Register Entity.” This is the full registration for businesses that want to bid on federal contracts. There is also a “UEI Only” option, but that is only for sub-awardees who need an ID number for reporting. Choose full registration.

Step 4: Entity Validation

Enter your legal business name and physical address. SAM.gov’s Entity Validation Service (EVS) will check your information against external databases to confirm your business exists.

The system checks your legal business name, physical address, date of incorporation, and state of incorporation. If everything matches, you receive a Unique Entity Identifier (UEI), a 12-character code that replaces the old DUNS number (retired in April 2022).

If validation fails, SAM.gov will ask you to upload supporting documents. Articles of Incorporation, a utility bill showing your business address, a bank statement, or IRS documentation all work. Upload what you have and resubmit.

Step 5: Complete Core Data

This is the biggest section. It includes:

• Business information: Legal name, doing business as (DBA) name (if you have one), entity structure, incorporation details
• Taxpayer information: Your EIN (also called a Taxpayer Identification Number, or TIN). Again, this must match your IRS records exactly. Check your CP 575 or 147C letter.
• CAGE code: If you don’t have one, select “No.” A Commercial and Government Entity (CAGE) code will be assigned automatically after your registration is approved. This 5-character code is managed by the Defense Logistics Agency (DLA) and typically arrives within 3 to 10 business days as part of the registration process.
• Financial information: Your U.S. bank account details for Electronic Funds Transfer. The government pays contractors electronically under 31 U.S.C. 3332. Your bank account name must match your registered business name.
• General information: Your North American Industry Classification System (NAICS) codes, company size, and goods/services descriptions

Step 6: Complete Assertions

The Assertions section covers your goods and services classifications, your business size metrics (number of employees, average annual revenue), and your Small Business Administration (SBA) designations. This information helps the government determine whether you qualify as a small business under SBA size standards.

Step 7: Complete Representations and Certifications

This section is commonly called “Reps and Certs.” You will read and certify a series of statements about your business. These are formal legal attestations required by the Federal Acquisition Regulation (FAR).

Key certifications include:

• Small business status for your primary NAICS code (self-certified based on SBA size standards)
• Women-owned, veteran-owned, or service-disabled veteran-owned status (if applicable)
• Equal Employment Opportunity compliance
• Foreign end product status (Trade Agreements Act compliance)
• Debarment and suspension status (certifying you are not barred from federal contracting)

Read each certification carefully. These are legal statements. If something does not apply to your business, say so. Do not guess.

Step 8: Complete Points of Contact

Add your Government Business Point of Contact and Electronic Business Point of Contact. Both are required. Each needs a name, phone number, email address, and mailing address.

Important: As of March 2023, the Entity Administrator role can only be held by employees, officers, or board members of your company. You cannot have a consultant or third-party service act as your Entity Administrator.

Step 9: Review and Submit

Check every section. All must show “Completed” or “Not Required.” Review your legal business name one more time against your IRS letter. Then submit.

Step 10: Wait for Government Validation

After you submit, three things happen behind the scenes:

1. SAM.gov validates your EIN against IRS records
2. The Defense Logistics Agency validates or assigns your CAGE code
3. The General Services Administration (GSA) processes your registration

If there are problems, you will receive an email explaining what to fix. Watch your inbox, including your spam folder.

How Long Does Registration Take?

There are two answers to this question: the official one and the real one.

Official timeline: SAM.gov says registration takes up to 10 business days after submission.

Real-world timeline:

The gap exists because SAM.gov’s 10-day estimate only covers GSA’s processing time. It does not account for IRS verification delays, DLA CAGE code processing, or the time it takes you to fix rejected submissions.

The lesson: Do not wait until you need to bid on a contract to register. Register now. Even if you are not ready to bid yet, having an active SAM registration means you are ready when the right opportunity appears.

The 5 Most Common Rejection Reasons

Most SAM.gov rejections are preventable. Here are the five that catch the most people:

1. Business Name Does Not Match IRS Records

This is the number one rejection. Your legal business name in SAM.gov must match your IRS records character for character. “Smith & Associates” fails if the IRS has “Smith and Associates.” “ABC Company, LLC” fails if the IRS has “ABC Company LLC.” Check your CP 575 or 147C letter before you type a single character.

If you changed your business name after getting your EIN, you need to file IRS Form 8822-B first and wait for the IRS to process it before registering in SAM.gov.

2. Using a P.O. Box or Virtual Office Address

SAM.gov requires a physical business address. A home office is fine. A P.O. Box is not. A virtual office address (like a Regus or WeWork mailbox address) may also be flagged.

3. Entity Validation Failure

The Entity Validation Service cannot verify your business exists. This happens with newer businesses, businesses using a DBA name, or addresses that match another registered entity. Solution: upload your Articles of Incorporation, a utility bill, or a bank statement showing your business name and address.

4. Incomplete Sections

All four sections (Core Data, Assertions, Reps and Certs, Points of Contact) must be completed. Skipping the Reps and Certs because it looks complicated is a common mistake. Take your time. Read each item. Certify what applies and decline what does not.

5. Invalid Point of Contact Information

If the email address for your Government Business POC bounces, your registration stalls. Use an active email address you check regularly. Not a general inbox that nobody monitors.

How to Spot SAM.gov Scams

SAM.gov scams are everywhere. Here is what they look like and how to avoid them:

The pitch: A letter, email, or phone call telling you that your SAM registration is “expiring” or “incomplete.” They use official-looking letterheads, reference your real UEI or CAGE code (which are public information), and create urgency with phrases like “FINAL NOTICE” or “IMMEDIATE ACTION REQUIRED.”

What they want: $400 to $800 or more for a service that is free. Some charge ongoing annual fees for “monitoring” or “renewal management.”

How to protect yourself:

• SAM.gov registration is always free. Always. If someone asks for payment, it is not the government.
• The only legitimate SAM website is sam.gov (a .gov domain). Any .com, .net, or .org site offering SAM registration is not a government site.
• Official government emails come from .gov or .mil domains only.
• No government agency will ask for payment by wire transfer, gift card, or cryptocurrency.

If you receive a suspicious contact, report it to the Federal Trade Commission at reportfraud.ftc.gov.

What Happens If Your Registration Lapses?

Your SAM.gov registration is active for 365 days. After that, it expires. Here is what happens when it does:

• You are immediately ineligible for new contract awards
• You cannot submit bids or proposals
• Payment processing stops on existing contracts (government finance systems check your SAM status before releasing payments)
• You disappear from government searches, so contracting officers cannot find you

In the 2024 GAO case TLS Joint Venture, LLC (B-422275), a contract award was overturned because the awardee’s SAM registration lapsed for just 24 hours between proposal submission and award. Even that brief gap was enough for the GAO to sustain the protest and recommend re-evaluation.

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Update: In November 2024, the FAR Council issued an interim rule removing the continuous registration requirement. Under the updated FAR 52.204-7, a lapse after offer submission that is corrected before award no longer makes you ineligible. Even so, keeping your registration active at all times is the safest practice.

The fix: Set a calendar reminder to renew 60 to 90 days before your expiration date. SAM.gov sends email reminders, but do not rely on them. Renewal is free and typically takes 5 to 15 business days to process.

Your UEI and CAGE Code: What They Are

UEI (Unique Entity Identifier)

Your UEI is a 12-character code assigned during SAM.gov registration. It replaced the DUNS number, which was retired in April 2022. Your UEI never expires, even if your SAM registration does. It is your permanent business identifier in the federal system.

CAGE Code (Commercial and Government Entity Code)

Your CAGE code is a 5-character code managed by the Defense Logistics Agency. It is assigned automatically after your SAM registration is approved, usually within 3 to 10 business days. You do not need to apply for it separately. If your CAGE code has not arrived within 5 business days of registration approval, call the DLA CAGE Program at 877-352-2255.

Frequently Asked Questions

How much does SAM.gov registration cost?

Nothing. SAM.gov registration is 100% free to create, renew, and update. If anyone charges you for registration, it is a scam or an unnecessary paid service.

Can I register as a sole proprietor?

Yes. Sole proprietors can register in SAM.gov using their Social Security Number (SSN) or EIN. If you plan to bid on contracts regularly, get an EIN from the IRS. It is free and keeps your SSN private.

What is the difference between UEI-only and full entity registration?

UEI-only gives you an identifier number but does not allow you to bid on contracts. Full entity registration makes you visible to contracting officers and eligible for contract awards. If you want government contracts, choose full registration.

How many NAICS codes should I list?

List one primary NAICS code that best describes your main business activity. Then add secondary codes for other services you offer. There are 1,012 NAICS codes across 20 sectors. Search for yours at census.gov/naics. Your primary code determines your small business size standard.

What if I changed my business name after getting my EIN?

File IRS Form 8822-B to update your name with the IRS first. Wait for the IRS to process the change (allow 4 to 6 weeks). Then register in SAM.gov using the updated name. If you register before the IRS processes the change, your name will not match and your registration will be rejected.

Your Next Step

You now know exactly how SAM.gov registration works, what to prepare, and what pitfalls to avoid. That is Step 2 complete.

Step 3 is building your capability statement. This is the one-page document that tells government buyers what your business does, what makes you qualified, and how to contact you. It is your resume for government contracting.

Continue to Step 3: Build Your Capability Statement →

This article is for informational purposes only. It is not legal, financial, or regulatory advice. Consult with qualified professionals for guidance specific to your business.