Last reviewed on May 12, 2026.
What SAM.gov is, and why registration matters
The System for Award Management (SAM.gov) is the federal government's central vendor database. To receive a federal contract, grant, or assistance award, an entity must have an active SAM registration. Registration is free; the only money you should spend on this process is your own time. Third-party "SAM registration services" are not affiliated with the government and are not required.
Three things happen during registration. The system issues a Unique Entity ID (UEI), validates that the legal entity actually exists at the address you claim, and records the representations and certifications (reps and certs) that flow into every solicitation you respond to.
Before you start: what to have ready
The registration form is long but not difficult. Most people who get stuck were missing one of the items below. Gather these first:
- Legal business name exactly as it appears on your tax filings — not a DBA, not a "trading as" name. Any difference between SAM and the IRS will fail the entity validation step.
- Physical address for the business. A residential address is acceptable; a P.O. box is not.
- Employer Identification Number (EIN) from the IRS. Sole proprietors using their SSN can register, but most contractors should obtain an EIN.
- Bank account information for electronic funds transfer: routing number, account number, account type, and authorized signers.
- NAICS codes that describe what your business does. You can list multiple, and the order matters — your primary NAICS sets your size standard for many programs. See NAICS codes and size standards.
- Login.gov account. SAM authenticates through Login.gov; create that account first if you don't have one.
Step 1 — Create the entity and get a UEI
Inside SAM, choose "Get Started" and then "Register Entity." The first action is requesting a Unique Entity ID. The UEI replaced the DUNS number, which is no longer issued by SAM. You will not need to contact Dun & Bradstreet for federal registration anymore — the UEI is issued by SAM directly.
The UEI request triggers entity validation, where SAM compares the legal name, address, and date of incorporation you entered against third-party validation sources. If you receive a message that the entity could not be validated, see the troubleshooting section below.
Step 2 — Complete the core data
Core data is the bulk of the form. Plan an hour to fill it in carefully; errors here lead to delays in the validation steps that follow. Sections include:
- Business types. Self-identify any small business categories that apply (small business, woman-owned, veteran-owned, etc.). Most are self-certifications inside SAM; some, such as 8(a) or HUBZone, require separate SBA certification before you can claim them.
- Financial information. Banking details, accepting credit cards, and any details about your accounting system.
- Executive compensation. Required only if your entity received 80% or more of its annual gross revenue from federal contracts and grants in the prior fiscal year and that revenue exceeded a statutory threshold. Most new registrants do not meet the trigger.
- Proceedings details. Required only if your entity has had certain administrative, civil, or criminal proceedings in the past five years.
Step 3 — Assertions
Assertions describe what your business offers: NAICS codes, products and services, and pricing or fee structure where applicable. You will be asked whether you accept federal credit cards, your geographic service area, and similar marketplace information. This section feeds the SAM vendor search that contracting officers use.
Step 4 — Representations and certifications
This is the section that has the most lasting effect on your contracting work. Reps and certs answer roughly a hundred FAR-required questions covering ownership, debarment, environmental compliance, labor law compliance, equal opportunity, and similar topics. Most answers are straightforward (yes/no, addresses, statements of compliance). A few common ones to read carefully:
- Tax delinquency. A "yes" answer here can disqualify you from contract awards.
- Felony conviction. Convictions within the past 24 months for certain offenses must be disclosed.
- Foreign government delinquencies. Outstanding debts to foreign governments must be disclosed.
- Section 889 prohibited equipment. Use of certain Chinese telecommunications equipment in your operations must be reported.
Answers persist year-to-year. Update them whenever your situation changes, not just at annual renewal.
Step 5 — Points of contact
You will designate an Entity Administrator (the person who can change registration data) and other points of contact (electronic business, government business, past performance). The Entity Administrator role is sensitive — anyone with this access can change bank information. Use a person who will remain at the company and keep the role current when employees turn over.
Step 6 — Submit and wait
Once submitted, the registration moves through external validation steps:
- IRS tax identification validation — typically 1–3 business days. Your legal name and EIN must match IRS records exactly.
- CAGE code assignment — the Commercial and Government Entity code is assigned by the Department of Defense's DLA. This typically takes a few business days; if there is an existing CAGE associated with your address, expect a brief query to resolve which CAGE applies.
- Final SAM activation — once IRS and CAGE return clean, SAM marks your registration "Active" and you can be awarded contracts.
Most clean registrations reach Active status in 7–10 business days. Registrations with name mismatches or unusual entity types can take longer.
Common holds and how to clear them
- "Entity validation could not be completed." Almost always a legal name mismatch. Pull your most recent IRS letter (such as a 147C) and use the exact name and address on that letter. If you have moved, update the IRS first.
- IRS validation pending. Wait at least three business days before contacting support; the IRS interface is asynchronous.
- CAGE address conflict. If another entity already holds a CAGE at your address, you may be asked to confirm separate operations. This often happens when multiple LLCs share a registered agent.
- Notarized letter requests. The notarization requirement was rolled back for most registrations; if a 2010s-era guide tells you to mail a notarized letter, ignore it unless current SAM messaging asks for one.
After "Active": keep registration current
SAM registrations expire every 365 days. An expired registration makes you ineligible for new awards and can hold up payments on existing contracts. Practical maintenance:
- Set a calendar reminder for 60 days before expiration. The renewal is faster than the initial registration but is not instantaneous.
- Review reps and certs annually, not just at renewal. Banking information, key personnel, and any debarment or proceedings status must reflect current reality.
- Maintain Entity Administrator continuity. If the administrator leaves the company, transition the role before access is lost; recovering administrator access is more painful than transferring it.
What this registration does not give you
An active SAM registration makes you eligible to receive an award. It does not, on its own, generate opportunities, prove past performance, or substitute for set-aside certifications. To compete effectively, layer on: