How to Add a DBA to a Corporation

Step 1: Confirm the Corporation's Standing

Before filing a DBA, confirm the corporation is in good standing with its state of incorporation, since some states won't accept a DBA filing from an entity that's behind on its annual report or franchise tax. A quick check of your state's business entity search, or a certificate of status if your state offers one, confirms you're starting from a clean slate.

Step 2: Check Name Availability

Search your state's, and where applicable your county's, existing DBA and business entity records for the name you want to use. A name that's already registered, or too close to one that is, is typically rejected. Remember this search isn't a guarantee: per the SBA, registering a DBA name doesn't provide legal protection by itself, and the search mainly confirms whether the exact name is already on record, not whether it's safe from trademark conflicts, which requires a separate search of the USPTO's database.

Step 3: Complete the DBA or Fictitious Name Form

Fill out your state's or county's DBA form, listing the corporation's exact legal name and formation state as the registrant, along with the new name you want to operate under and your principal business address. Most forms also ask for a signature from an authorized officer of the corporation, sometimes notarized, confirming the corporation is the party behind the filing.

Step 4: Pay the Filing Fee

Fees vary significantly by state. Florida's Fictitious Name Registration costs $50, while Maine's Statement of Intention to Transact Business Under an Assumed Name costs $125 for a domestic entity. Some states, like Kansas, handle trade names at the county level with little or no state fee at all. Check your specific state's current fee before filing.

Step 5: Complete Newspaper Publication if Required

Some states require a newspaper notice before or after the filing is accepted. Florida requires the name to be advertised at least once in a newspaper in the county of the principal place of business before registering. Other states, including Texas, Nevada, Ohio, New York, and Arizona, don't require publication at all. Confirm your state's specific rule, since skipping a required publication step can mean the registration never becomes valid.

Step 6: File Proof of Publication if It Applies

In states that require publication, you'll typically need to file an affidavit or certificate of publication with the filing agency afterward, often within 45 to 50 days, or risk the registration being voided or canceled. Keep the newspaper's proof document until you've confirmed the filing agency has received and accepted it.

Step 7: Update Everything That References the Corporation's Name

Once the DBA is on file, add the new name to your business bank account, update any licenses or permits that should reflect it, and update invoice and contract templates to show the corporation's legal name "doing business as" the new DBA. Banks and licensing agencies generally ask to see your DBA filing confirmation before making these updates.

Confirm Which Officer Can Sign

Check your corporation's bylaws or board resolutions for who's authorized to sign a DBA filing on the corporation's behalf, since some states ask the filing to be signed by an officer with that specific authority.

Don't Skip the Trademark Search

A clear state DBA search doesn't check federal trademark records. Search the USPTO's Trademark Electronic Search System before committing to a new brand name for the corporation, especially if the name will be used in national marketing.

Plan for Renewal From the Start

Since most states require a DBA to be renewed periodically, commonly every five years, set a reminder for that date as soon as you file, the same way you'd track the corporation's own annual report deadline.

Not Legal Advice

Which officer can sign, and how a new DBA should be reflected in corporate records, can depend on your specific bylaws and state law. Talk to a business attorney if you're unsure how to document the decision to add a DBA.