Step-by-Step: How to File a DBA for Your LLC

Some LLCs operate under different names, all registered through DBA (Doing Business As) filings with their home state. Also known as a fictitious name or assumed name, a DBA lets an LLC conduct business under a name different from its original name.

Unlike forming an LLC, a DBA doesn’t create a separate legal entity. It just allows you to run a business under another name. (The NCH blog has explained the difference between LLC formation and DBAs.)

If you want to file a DBA with your home state, we’ve shared what to do below.

Key Takeaways

• To file a DBA for your LLC, you must:
  • Check whether your chosen name has been taken.
  • File the necessary registration form with your state.
  • Meet additional requirements that vary by jurisdiction.
• DBA names can be reserved for up to 120 days. Your home state will charge a certain fee for name reservation.
• DBA registration fees vary by jurisdiction. In Nevada, counties will charge you $20 to $50 for DBA filings.
• Some jurisdictions will require your LLC to publish a notice about its DBA. It should run for four consecutive weeks in an authorized newspaper.
• After registering a DBA, you must renew it and maintain documents related to the filing.

3 Steps to Filing a DBA for Your LLC

When filing a DBA for your LLC, you must take the following steps.

Check DBA Name Availability

Before you register a fictitious business name, look up your proposed name in your state’s business database and check if it’s available.

Your DBA name shouldn’t be the same as other registered or trademarked names in your jurisdiction. If your desired name has been taken, look up alternative DBA names until you find and choose the right one.

Finally, make sure your DBA name meets your jurisdiction’s naming requirements. Nevada prohibits LLCs from using specific words in their legal business names or trade names.

Can You Reserve a DBA Name?

You can reserve a DBA name online or by mail. Name reservation fees vary by state—check with your Secretary of State or equivalent office for more information. DBA names can be reserved for up to 120 days.

File Your DBA Name Application

After choosing your DBA name (or once you’re ready to register it), you can file the necessary application form. This document varies by state and can be filed online or by mail.

To avoid issues during the DBA filing process, consider following these tips.

• Collect the necessary information. Generally, your LLC’s name and Employer Identification Number (EIN) are required for DBA name registration. Your jurisdiction may ask you to provide your LLC’s official business name as well.
• Provide detailed information about your business activities (if applicable). Your DBA name application may be rejected if you write a vague description of your business activities on it.
• Double-check the information on your DBA name application. Corrections can cost you more and delay processing.

How Much Do DBA Filings Cost?

DBA filing fees vary depending on your jurisdiction. Some states charge additional fees for expedited processing or certified copies of DBA registration documents.

Most of Nevada’s counties will allow you to file a DBA, with registration fees ranging from $20 to $50. Las Vegas (Clark County) and Reno (Washoe County) offer online registration with immediate processing.

Related Resource

Learn the basics of DBAs from NCH’s 60 Second Business Tip series.

Meet Additional State Requirements

Some jurisdictions may require your LLC to meet additional requirements after filing a DBA. They include publishing a notice about your DBA in local newspapers.

The following states have publication requirements for LLCs with DBA names:

• California
• Florida
• Georgia
• Illinois
• Minnesota
• Nebraska
• Pennsylvania

Each jurisdiction enforces a different set of publication requirements. But in general, the notice about your LLC’s DBA should be published for four consecutive weeks. It can be an advertisement or a statement with your company’s official name, contact information, and DBA name mentioned.

Conversely, other jurisdictions such as Nevada don’t mandate newspaper publication for DBAs.

How to Maintain Your Trade Name

After filing your DBA, you must maintain it through renewals and proper record-keeping. Overall, both allow you to use your trade name without issues.

Renewing DBA Names

Each state has set a DBA renewal period at a certain number of years. For the most part, many jurisdictions require you to renew your DBA every five years. This must be done before the name expires on its scheduled date; otherwise, you must file a new DBA application or pay a late fee.

Compliance Updates

In Nevada, you must file and renew a DBA with your LLC’s county clerk. The state’s DBA registration period lasts five years, with renewal required before expiration.

Maintaining Documents Related to DBA Filings

Once your DBA filing is approved, consider keeping copies of original applications, certificates, and correspondence with your LLC’s filing office. These records prove your legal authority to use fictitious names and may be required for banking, licensing, or litigation.

Also, store any documents related to your DBA renewals in your filing system. You may need to submit them to any requesting agencies.

Related Resource

Learn about Nevada’s annual compliance requirements for LLCs from NCH.

How to Manage Multiple DBAs

If your LLC has registered multiple DBAs in different jurisdictions, here’s how it can manage these filings.

• Create a compliance calendar noting renewal dates, publication requirements, and fee schedules for each of your LLC’s fictitious names. Missing deadlines can result in automatic cancellation and require complete re-filing.
• Practice proper record-keeping for all of your registered DBAs. This way, you ensure ongoing compliance and organized documents for each trade name.
• Establish clear banking procedures for multiple DBAs. Appoint people who will open a business bank account and manage transactions for each company name.
• Talk to trusted accountants about expense management. Each DBA under your LLC will need to track its income, expenses, and taxes separately.

Other Tips for Managing DBAs

Whether your LLC registers one or more DBAs, the business must manage its chosen name(s) properly. Here are more tips to follow when managing an LLC’s fictitious name(s).

Trademark Your DBA Name

Anyone can use your DBA name even if it’s officially registered with the state. Trademarking the name protects it from unauthorized use.

Create Clear Branding Guidelines

With clear branding guidelines, your DBA can be widely recognized. Furthermore, they help your customers and partners understand the name and its purpose.

Review Each DBA Under Your LLC

As your LLC’s operations change, you may need to stop using one or more of the DBAs associated with it. Review each fictitious name and determine whether to keep using it or not.

Use DBAs Consistently

Use your LLC’s DBA(s) in marketing materials, contracts, customer communications, and other documents or resources. Otherwise, you risk confusing customers and facing legal issues.

Frequently Asked Questions

Do I need to file a DBA even if my LLC’s name is similar to it?

Yes, you need to file a DBA even if your LLC’s name is similar to it. Naming rules vary by state, but your jurisdiction can require you to match your LLC’s official name to its DBA.

Let’s say you’ve named your LLC “Smith Consulting LLC.” If you want to run the business as “Smith Business Consulting,” you’ll need to file a DBA.

Can I use my DBA name on business contracts & legal documents?

Yes, you can use your DBA name on business contracts and legal documents. Including your LLC’s official business name for clarity is also a good idea.

For example, your contracts can name your business as “Smith Consulting LLC, dba Smith Business Consulting.” This ensures that all parties know the legal entity that they’re working with.

How long does it take to process DBA filings?

Processing times for DBA filings vary by filing method.

• If you register a DBA online, your application will be processed immediately.
• Mail filings can take several days or weeks to process. However, some states offer expedited processing for an additional fee.

What happens if my chosen trade name is already taken?

If your chosen trade name is already taken, you’ll need to pick a different name. Simply adding “LLC” or minor variations won’t usually work. You must look up your new DBA name, check its availability, and revise its branding if needed.

Do I need to get a business license for each of my LLC’s DBAs?

You may need to get a business license for each of your LLC’s DBAs. This depends on the specific activities done under these trade names.

If all your DBAs conduct the same set of activities, you don’t need separate business licenses for them. Otherwise, you may need separate licenses for each trade DBA.

Can I transfer or sell my DBA registration to another business?

Typically, you can’t transfer or sell your DBA registration to another business. But if you sell your LLC, the DBA registrations may be transferred to the new owner. Your company’s new owner would need to file a new DBA application after your registration expires or gets cancelled.

Does registering a DBA give me exclusive rights to use it?

No, registering a DBA doesn’t give you exclusive rights to it. A DBA only allows your LLC to operate in your state under a different name. Other businesses may use the same name or a similar one elsewhere unless you file a trademark application.

Do I need to renew my DBA name?

Yes, you need to renew your DBA name. It must be renewed after a specific period, usually five years. Failing to do so can get your registration cancelled. Or in some states, you may be required to pay a penalty fee.

Can my LLC have multiple DBAs?

Yes, your LLC can have multiple DBAs. Some LLCs register multiple trade names if they offer various services or products. All DBAs must be registered separately and meet naming requirements, but they can be associated with the same LLC.

Do DBAs affect how my LLC is taxed?

No, a DBA doesn’t affect how your LLC is taxed. All income earned under a DBA is still reported under the LLC’s legal name and EIN. DBAs don’t create a separate business or change an LLC’s tax classification.

Expert Tips From NCH

1. File your DBA before launching marketing campaigns or accepting payments under the new name. Many businesses face compliance issues by starting operations before registering DBAs.
2. For multi-state operations, check each jurisdiction’s requirements for DBA name registration. Your business may need to register as a foreign LLC and file a trade name application in each state.
3. If your LLC has already registered DBAs in multiple states, create a compliance calendar that tracks each jurisdiction’s renewal dates and requirements. Missing renewals can disrupt your operations.
4. Set a budget for DBA renewals. If you operate with multiple DBAs, renewing them may cost your business a lot.
5. Consider the potential implications of running an LLC with a DBA in other countries. Your chosen country might not recognize your DBA registration.

File & Manage Your DBA Registration Successfully

DBAs allow your LLC to offer new product lines, expand into new markets, or improve its branding. Filing and managing one requires your full attention, although they can increase your administrative burden. The key is to check and follow your jurisdiction’s registration and renewal requirements.

Are you launching an LLC with a trade name? NCH can help you register it with your chosen state.

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DISCLAIMER: The above material has been prepared for informational purposes only, containing opinions of the provider and is not intended to provide, and should not be relied on for, tax, legal, or accounting advice. Please consider consulting tax, legal, and accounting advisors before engaging in any transaction.