How to Search for DBAs and Fictitious Names: Complete 50-State Guide
DBA (Doing Business As) registrations—also called fictitious names, assumed names, or trade names—allow businesses to operate under names different from their legal entity names. For lenders, underwriters, and business researchers, searching DBAs is essential for complete entity verification and risk assessment. This comprehensive guide covers how to search DBA registrations across all 50 states.
Table of Contents
What is a DBA/Fictitious Name?
A DBA (Doing Business As) registration allows a legally formed business entity to operate under a name different from its official registered name. These registrations are also called fictitious names, assumed names, trade names, or business names, depending on the state.
Example
Legal Entity Name: Smith Holdings, LLC
DBA/Trade Name: Smith's Coffee Shop
The LLC operates a retail coffee business under "Smith's Coffee Shop" while maintaining its legal entity name "Smith Holdings, LLC" for official filings and contracts.
Key Terminology by State
DBA (Doing Business As)
Used in: California, Texas, Florida, Illinois, and many others
Fictitious Name
Used in: Georgia, Pennsylvania, Ohio, Michigan
Assumed Name
Used in: Texas, Minnesota, Tennessee
Trade Name
Used in: New York, New Jersey, Massachusetts
Important Note
While the terminology varies, the concept is the same: a registration that allows a business to operate under a name different from its legal entity name. Always check your specific state's terminology when searching.
Why DBA Searches Matter
DBA searches are critical for complete business verification because they reveal the full scope of a company's operations and business identities. Missing a DBA registration can lead to incomplete due diligence and potential risk exposure.
For Lenders and Underwriters
Complete Entity Verification
A business may operate multiple retail locations or service divisions under different DBAs while maintaining one legal entity. Understanding all operating names provides a complete picture of the business operations.
UCC Lien Identification
Some lenders file UCC-1 financing statements under a business's DBA name rather than the legal entity name. Comprehensive DBA searches ensure you identify all existing liens and security interests.
Revenue Verification
Bank statements and financial records may show transactions under DBA names. Knowing all registered DBAs helps verify revenue sources and business operations match the entity you're evaluating.
Fraud Detection
Undisclosed DBAs can indicate attempts to hide business activities, operate without proper registration, or create confusion about business ownership and operations.
For Business Owners and Researchers
- Name Availability: Check if your desired business name is already registered as a DBA before filing
- Competitive Research: Identify competitors and understand market landscape in your industry
- Ownership Investigation: Discover who owns a business operating under a trade name
- Compliance Verification: Ensure your own DBAs are current and properly registered
DBA vs Legal Business Name: Critical Distinctions
Understanding the difference between a legal entity name and a DBA is essential for proper business verification and due diligence.
| Aspect | Legal Entity Name | DBA/Fictitious Name |
|---|---|---|
| Registration | Registered with Secretary of State during entity formation | Filed separately after entity formation (state or county) |
| Legal Status | Creates legal entity with liability protection | Does NOT create separate legal entity |
| Exclusivity | Exclusive within state (no duplicates allowed) | May not be exclusive; depends on jurisdiction |
| Contracts | Must be used on legal contracts and documents | Used for marketing and customer-facing operations |
| Bank Accounts | Required for opening business bank account | Can be added to account with DBA documentation |
| Cost | $50-$500+ depending on entity type and state | $10-$100 typically (varies by jurisdiction) |
| Renewal | Annual reports required; entity remains active | Often expires after 5 years; requires renewal |
Real-World Example
Legal Entity: ABC Restaurant Group, LLC (formed with California Secretary of State)
DBAs Registered:
- Joe's Pizza Palace (Los Angeles County)
- Downtown Bistro (San Francisco County)
- Coastal Cafe (San Diego County)
The LLC owns three restaurants operating under different names in different counties. Each DBA is filed in its respective county. The legal entity "ABC Restaurant Group, LLC" remains the owner and must be used on leases, loans, and legal documents.
Where to Search for DBAs by State
DBA filing requirements vary significantly by state. Some states require filing with the Secretary of State, others with county clerks, and some require both state and county registration.
State-Level DBA Filing
These states maintain DBA registrations at the state level with the Secretary of State or similar agency:
County-Level DBA Filing
These states require DBA registration with county clerk or recorder offices:
Mixed Filing Requirements
Some states have both state-level and county-level requirements, or requirements vary by entity type:
Pro Tip for Comprehensive Searches
When conducting due diligence, search both state AND county databases even if only one is required. Businesses sometimes file incorrectly or file in multiple jurisdictions for broader name protection.
How to Search DBA Registrations
The specific search process varies by jurisdiction, but most DBA searches follow these general steps:
Identify the Jurisdiction
Determine whether to search at the state or county level based on the state's filing requirements. If searching county-level, identify the specific county where the business operates or is registered.
- Check the state's Secretary of State website for filing requirements
- For county searches, identify all counties where the business operates
- Note that businesses with multiple locations may have DBAs in multiple counties
Access the Database
Navigate to the official government website. Avoid third-party services that charge fees for information that's publicly available for free.
State-Level:
Search "[State] Secretary of State fictitious name search" or visit our state portal directory
County-Level:
Search "[County Name] [State] clerk fictitious name search"
Choose Your Search Method
Most DBA databases offer multiple search options:
Search by DBA Name
Search for the operating/trade name (the fictitious name itself)
Search by Owner Name
Search by the legal entity or individual that registered the DBA
Search by Registration Number
Use the file number if you have it from previous research
Advanced Search
Filter by registration date, status, or other criteria
Enter Search Criteria and Variations
Try multiple search variations to ensure complete results:
- With and without punctuation: "Joe's Pizza" vs "Joes Pizza"
- Partial name searches: "Joe's" or "Pizza" alone
- Common misspellings: "Josef's" vs "Joseph's"
- Alternative formats: "J&J Services" vs "J and J Services"
- Owner variations: Search both the individual and entity names
Review and Verify Results
Carefully examine each DBA registration found. Key information to verify:
- DBA/Fictitious Name: The operating name registered
- Owner Information: Legal entity or individual who registered the DBA
- Registration Date: When the DBA was originally filed
- Expiration Date: When the registration expires (if applicable)
- Status: Active, Expired, Withdrawn, or Cancelled
- Business Address: Principal place of business
- Registration Number: File or certificate number for reference
Document Your Findings
For due diligence purposes, maintain thorough documentation:
- Take screenshots of search results
- Download or print official DBA certificates if available
- Note the date and time of your search
- Record which databases you searched (especially if searching multiple counties)
- Document any DBAs found and their current status
State-by-State DBA Filing Guide
This section provides key details for major states. For complete state-by-state information, use our interactive state map to access each state's official database.
California - County-Level Filing
Filing Location: County Clerk's office in each county where business operates
Terminology: Fictitious Business Name (FBN)
Cost: $10-$50 per county (varies by county)
Renewal: Every 5 years
Search: Each county maintains its own database; must search individual county websites
Publication: Must publish in approved newspaper within 30 days of filing
Texas - County-Level Filing
Filing Location: County Clerk's office
Terminology: Assumed Name Certificate (DBA)
Cost: Approximately $25-50 per county
Renewal: Every 10 years
Search: County-by-county search required; some counties offer online databases
Additional: Must also file with Texas Secretary of State for certain entity types
Florida - State-Level Filing
Filing Location: Florida Department of State, Division of Corporations
Terminology: Fictitious Name Registration
Cost: $50
Renewal: Every 5 years
Search: Centralized state database (Sunbiz.org)
Benefit: Statewide protection; searchable in one location
New York - Mixed Filing
Filing Location: Varies by entity type
Corporations: File Certificate of Assumed Name with NY Department of State
Partnerships/Sole Proprietors: File with county clerk
Terminology: Certificate of Assumed Name or DBA
Cost: $25-100 depending on entity type and jurisdiction
Publication: Required in some cases (especially LLCs)
Delaware - State-Level Filing
Filing Location: Delaware Division of Corporations
Terminology: Trade Name Registration
Cost: $25
Renewal: Every 5 years
Search: Searchable through Delaware business entity database
Illinois - County-Level Filing
Filing Location: County Clerk's office
Terminology: Assumed Business Name
Cost: Approximately $5-25 per county
Renewal: Every 5 years
Search: Must search individual county databases
Publication: Required in local newspaper
Access All 50 State Databases Instantly
Our interactive map provides instant access to official state DBA and business entity databases for all 50 states. Save time searching multiple jurisdictions with one-click access.
Access State DatabasesCommon DBA Search Challenges and Solutions
Challenge: Multiple County Searches Required
In county-filing states, businesses with multiple locations may have DBAs registered in different counties. There's often no centralized state database.
Solutions:
- Identify all counties where the business operates based on known addresses
- Search the business's primary county first, then expand to adjacent counties
- Use professional tools like our Chrome extension for efficient multi-jurisdiction searches
- Check bank statements for business locations that might reveal additional operating counties
Challenge: Inconsistent Search Interfaces
Each state and county has different database systems with varying search capabilities and user interfaces.
Solutions:
- Start with broad searches then narrow down
- Learn each jurisdiction's specific search syntax (wildcards, exact match, etc.)
- Try both business name and owner name searches
- Use advanced search options when available
Challenge: Expired or Abandoned DBAs
DBAs expire after a set period (typically 5 years). Businesses may abandon DBAs without formally canceling them, or continue operating under expired registrations.
Solutions:
- Always check the expiration date and current status
- Search for both active and expired registrations
- Contact the business directly to verify current DBA usage
- Check business websites, marketing materials, and bank accounts for names actually in use
Challenge: Name Variations and Misspellings
DBAs may be registered with slight variations in spelling, punctuation, or formatting compared to how the business actually operates.
Solutions:
- Try multiple search variations (with/without apostrophes, hyphens, "&" vs "and")
- Use partial name searches when available
- Search phonetically similar names
- Check common abbreviations and acronyms
Challenge: Limited Historical Data
Some databases only show currently active DBAs and don't maintain historical records of expired or withdrawn registrations.
Solutions:
- Request historical records directly from the filing office
- Check archived websites using Internet Archive
- Review old business licenses and permits
- Consult public records for business litigation that may reference old DBAs
Challenge: No Online Database Available
Some smaller counties or jurisdictions don't have online searchable databases.
Solutions:
- Contact the county clerk's office directly by phone or email
- Submit written records requests
- Visit the office in person if local
- Use third-party public records services (verify accuracy)
Red Flags in DBA Searches
When conducting due diligence, certain DBA-related findings should raise concerns and warrant further investigation:
Undisclosed DBAs
The business operates under names not disclosed in loan applications or business documentation.
Why it matters: May indicate hidden business activities, unreported revenue streams, or attempts to obscure business operations. Requires immediate clarification.
Expired DBA Still in Use
Business continues operating under a DBA that has expired and not been renewed.
Why it matters: Indicates poor compliance practices. May void contracts, cause legal disputes, or signal broader operational issues. Some states impose penalties.
Multiple Similar DBAs
Multiple DBAs registered with only slight variations in name or spelling.
Why it matters: Could indicate attempts to confuse creditors, avoid liens, or operate multiple business identities. May be legitimate (rebranding) but requires verification.
DBA Ownership Mismatch
DBA is registered to a different entity or individual than disclosed in business documentation.
Why it matters: May reveal undisclosed owners, partners, or affiliated entities. Could indicate structural changes, asset protection schemes, or ownership disputes.
Frequent DBA Changes
Business frequently registers new DBAs or withdraws old ones over short periods.
Why it matters: May indicate business instability, attempts to avoid negative reviews or reputation, or efforts to distance from past business problems.
No DBA Found Despite Trade Name Use
Business operates under a trade name but no DBA registration can be located.
Why it matters: Violation of state registration requirements. May indicate deliberate non-compliance, poor legal counsel, or unregistered/unlicensed operations.
Best Practice: When red flags appear, document them thoroughly and request written explanations from the business. Consider requiring DBA renewal or registration as a condition of approval for lending transactions.
Professional Tools for Multi-State DBA Research
For professionals conducting regular DBA searches across multiple jurisdictions, efficiency and accuracy are critical. Manual searches across dozens of different county and state websites can be time-consuming and error-prone.
Proof of Good Standing Chrome Extension
Access all 50 state databases—including Secretary of State business entity searches and many state-level DBA databases—with one click. Perfect for lenders, underwriters, and researchers who need fast, reliable access to official records.
Key Benefits:
- Instant access to 50+ state databases without bookmarking
- Always-updated links to official government sources
- Works seamlessly with your existing workflow
- Search both business entities and UCC filings
Perfect For:
- Commercial lenders and underwriters
- Due diligence researchers
- Legal compliance teams
- Business verification services
- Anyone conducting regular multi-state searches
Alternative Research Methods
Frequently Asked Questions
Is a DBA the same as an LLC or Corporation?
No. A DBA is NOT a legal entity. It's simply a registration that allows an already-formed legal entity (LLC, Corporation, etc.) to operate under a different name.
Example: "Smith Holdings, LLC" (the legal entity) can register a DBA called "Joe's Coffee Shop" to operate a retail business. The LLC still owns everything and has legal liability—the DBA is just a name for customer-facing operations.
Do I need to register a DBA if I use my legal entity name?
Generally no. If you operate exclusively under your legal entity name (e.g., "ABC Services, LLC"), a DBA registration is typically not required.
However, if you want to operate under ANY name different from your legal entity name—even slightly different—most states require a DBA registration. Check your state's specific requirements.
Can two businesses have the same DBA in the same state?
It depends on the jurisdiction:
- State-level filing: Usually no—DBAs are exclusive within the state
- County-level filing: Maybe—two businesses in different counties might use the same DBA since there's no statewide database
Even if allowed, using a DBA identical or confusingly similar to another business may create trademark issues or unfair competition claims.
How long does a DBA registration last?
DBA registration periods vary by state:
- 5 years: Most common (California, Florida, Delaware, Illinois, etc.)
- 10 years: Texas, Virginia
- Until withdrawn: Some states have no automatic expiration
Always check the expiration date on the registration and set reminders to renew before it expires. Operating under an expired DBA can void contracts and cause legal issues.
What happens if I operate under a DBA without registering it?
Operating without proper DBA registration can result in:
- Fines and penalties: Many states impose monetary penalties
- Contract invalidity: Contracts signed under an unregistered name may be unenforceable
- Inability to sue: Some states prohibit unregistered businesses from bringing lawsuits
- Banking problems: Banks require proper DBA documentation to add trade names to accounts
- Loss of trademark rights: Unregistered use may weaken trademark claims
How do I search for DBAs in multiple counties?
For comprehensive multi-county searches:
- Identify all counties where the business operates (check addresses, locations, licenses)
- Visit each county clerk's website and search their DBA database individually
- Keep detailed notes of which counties you searched and when
- Consider using professional tools to streamline access to multiple databases
There's typically no single database that searches all counties in a state, so thoroughness requires searching each jurisdiction separately.
Do sole proprietors need to register DBAs?
Yes, if operating under any name other than the owner's legal name.
Example: John Smith operating as "John Smith" doesn't need a DBA. But "John Smith" operating as "Smith's Plumbing" DOES need a DBA registration.
Some states have exceptions for professionals (doctors, lawyers) using their name with their profession (e.g., "John Smith, Attorney at Law"), but check your specific state requirements.
What's the difference between a DBA and a trademark?
These are completely different legal protections:
- DBA: State or county registration that allows you to operate under a business name. Provides minimal name protection, mainly administrative.
- Trademark: Federal (USPTO) or state registration that protects your brand name, logo, or slogan from being used by others in commerce. Provides nationwide protection.
A DBA does NOT protect your name from being used by others. For brand protection, you need a trademark registration.
Related Business Research Guides
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State-by-State Search Requirements
Comprehensive breakdown of specific requirements and procedures for each state's database.
Complete Verification Guide
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Ready to Streamline Your Business Research?
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