How to Check for DBA (Doing Business As) Names

By Joe Stone

Business owners who use a name other than their own name are using a DBA, which is short for “doing business as” and also referred to as a trade name, assumed name or fictitious business name. A DBA is desirable when you want a name for your business that more readily identifies your products or services. Using a DBA is also the easiest and least expensive way for you to establish a name for your business. Before using a DBA, you should check available sources to determine whether another business is using the same DBA.

Business owners who use a name other than their own name are using a DBA, which is short for “doing business as” and also referred to as a trade name, assumed name or fictitious business name. A DBA is desirable when you want a name for your business that more readily identifies your products or services. Using a DBA is also the easiest and least expensive way for you to establish a name for your business. Before using a DBA, you should check available sources to determine whether another business is using the same DBA.

State DBA Laws

DBA laws differ from state to state, but most states require some form of registration before you can use a DBA. Registration is made at a government office, either at the state, county or city level. A government database of records for DBA registrations should be available for public viewing at these offices. A list of the registration requirements for each state is available on the U.S. Small Business Administration website.

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State Level Registration

States that require DBA registration at the state level of government typically require registration with the same state office that oversees the registration of corporations and trademarks. These state offices will have a database of registered names that can be searched via telephone or mail inquiry to the office, with some having online access to the database. For example, Florida requires DBA registration with the Division of Corporations of the Florida Department of State, which includes on its website a search engine for its database of registered DBA names.

Local Level Registration

DBA registration at the local government level is done either at a county, city or town office. For example, county DBA registration typically occurs at the county clerk's office, such as in California, or at the county courthouse, such as in Georgia. Registration is typically required only in the county where the business is principally located. The county clerk's records can be checked for active DBA filings. In Massachusetts, the law requires DBA registration in every city or town clerk's office where the business is operating under an assumed name. Therefore, in any locality where the business is operating under an assumed name, the city or town clerk's records can be checked for a DBA.

Miscellaneous State Registration Laws

A few states -- Kansas, Mississippi and New Mexico -- do not require a DBA to be registered, nor do they have a procedure for registering a DBA, and so no government database of DBA names is available in these states. Arizona does not require DBA registration, but does have an optional registration procedure with the Secretary of State's office with a database of registered names that can be searched online. A search of this database, however, will not disclose those DBAs in use that are not registered.

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How to Close a DBA

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Can You Have More Than One DBA for a California Corporation?

In California, an incorporated business is eligible to hold itself out to the public under a fictitious business name, or DBA, that’s different from the corporation’s legal name. There are a number of advantages to using one or more DBAs for a California corporation, such as when the legal name doesn’t exactly relate to the business. But before you can start using a DBA, you’ll need to file some paperwork in the California county where your business operates.

How Do I Extend My DBA?

A business owner using a fictitious name, trade name or assumed name -- commonly called “doing business as” or DBA -- must register it with a government office in most states, either at the state or county level. Because your customers and the general public will associate your DBA with your products or services, it is important to properly maintain your DBA by extending or renewing it as required by law. If you fail to properly maintain your DBA, you run the risk of another business or person registering it, which will prevent you from using it.

How Long Is a DBA Registration Good for?

Businesses commonly use a “doing business as” name, or DBA, when they want to use a name other than the business’s legal name. For example, since a sole proprietor's legal business name is the same as his name, he might decide that a DBA such as "Valley Plumbing Supply" is more descriptive than "Herb Jones." States that require registration of a DBA generally allow you to use it as long as you like, but most require you to renew the registration every few years.

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