If you want to operate your Rhode Island business under a name different from its legal one, you may need to file for a “doing business as,” or DBA, name. Doing so not only ensures that you’re in compliance with state law but can also help you expand your company or rebrand.
We’ll explain where to find the right paperwork, filing costs, and everything else needed to get your DBA name in Rhode Island.
What is a DBA in Rhode Island?
A DBA allows a business or individual to operate under a name different from its legal name. In Rhode Island, a DBA is referred to as a fictitious business name, trade name, and assumed name. These registrations are governed by Rhode Island Commercial Law, the Business Corporation Act, and the Limited Liability Company Act.
For example, if Margaret Bonnoy is a sole proprietor who wants to conduct business under the name “MB Contracting,” she needs to apply for a DBA to be able to operate legally in the state.
Who needs to file a DBA in Rhode Island?
Any person or legal business entity, including sole proprietors, partnerships, limited liability companies (LLCs), and corporations, can file for a DBA in Rhode Island. Basically, if you’re conducting business in the state under a name other than your own or your registered entity name, you need a DBA.
There are also legal and practical reasons why businesses should consider filing for a DBA in Rhode Island.
Legal enforceability
According to Rhode Island Commercial Law, no person or legal entity can conduct business in the state under a name other than their legal name (personal or registered name) unless they have a trade name certificate on file with the Secretary of State.
Note: There may be penalties for operating under a fictitious business name without a certificate on file with the state, such as a fine or the loss of good standing.
Practical benefits of registration
Beyond legal enforceability, registered DBAs in Rhode Island can help with the following:
- Banking access. Many Rhode Island banks require a DBA certificate to open business accounts under the assumed name.
- Business transactions. Use the assumed name on contracts with suppliers, customers, and other vendors.
- Branding. A DBA helps your business rebrand or expand, whether you want to offer new products that don’t align with the original company name or want to enhance credibility if you’re a sole proprietor.
- Legal standing. Maintain proper standing in Rhode Island courts with a registered DBA name.
How to file a DBA in Rhode Island: Step-by-step guide
Follow these detailed steps to ensure a proper DBA filing in the Ocean State.
Step 1: Choose your DBA name and check availability
Before filing, you must ensure your desired trade name is available and complies with Rhode Island naming requirements.
Your DBA name must meet Rhode Island naming requirements:
- Must be distinguishable from existing names already on record, including registered names and trade names
- Must not be fraudulent or misleading
- Cannot suggest the business is a government agency
- LLCs must include “Limited Liability Company” or “LLC”
- Must not imply a different business structure than what actually exists
After you’ve come up with some ideas, search the Rhode Island Corporate Name Database for incorporated fictitious business names or the Trade Name Database for fictitious names of unregistered entities (e.g., sole proprietorships). Use the business name search tool to check availability and ensure that your desired name is distinguishable from existing registered names.
Step 2: Find the correct DBA application for your business type
Your DBA application will depend on your business type. Registered entities, such as LLCs and corporations, will file their DBA application with the Rhode Island Secretary of State. Find your correct form on the Secretary of State’s website. Registered entities can also file their DBA applications online through the Secretary of State’s Business Services Online Filing System. Just log in to your account and access the correct DBA form.
Unregistered entities, such as sole proprietorships and partnerships, can access the correct assumed business name certificate with the county or city clerk in the location where they conduct business. For example, here is the Trade Name Certificate for Providence, Rhode Island and a slightly different application for New Shoreham, Rhode Island.
Step 3: Complete your Rhode Island DBA application
The Rhode Island Secretary of State requires specific information for LLC and corporation fictitious business name statements:
- Entity ID number
- Current legal business name
- Proposed fictitious business name to be registered
- Where the business was formed
- Registered office address (corporations only)
- Description of business (corporations only)
- Date of formation
- Name of applicant
- Signature of authorized person (e.g., a manager of an LLC or an officer of a corporation)
- Filer contact information
Notarization is not required for LLC and corporation fictitious business name statements.
Because trade name certificates for sole proprietors and partnerships vary by jurisdiction in Rhode Island, the information required may also vary. Generally speaking, a municipality will ask for the following details for a trade name/assumed name application:
- Proposed assumed business name
- Business location
- Business contact information, such as street address, phone number, and email address
- Business description
- Owner name and contact information
- Owner’s signature
- Notary public’s signature
Note that DBA applications for individuals in Rhode Island must be signed by a notary public.
Step 4: Submit your application and pay the filing fee
Once you’ve completed the DBA application, submit it either to the Rhode Island Secretary of State or to your county or city clerk’s office.
An LLC or a corporation's fictitious business statement has a $50 filing fee. You can submit that and the application online via the Secretary of State’s Business Services Online Filing System or by mail or in person to:
Business Services Division
148 W. River Street, Ste. 1
Providence, RI 02904
For an individual assumed name/trade name application, contact the city or county clerk’s office of the jurisdiction in which you conduct business to find the correct DBA application. It will cost $10 to file, no matter in which jurisdiction your business operates.
Step 5: Receive confirmation and update business records
The processing times for Rhode Island DBA applications may vary by filing method and type, but most businesses can typically expect the process to take one to seven days.
Once your fictitious name is approved, you'll receive confirmation from either the Secretary of State or the municipality in which you filed. Then, you can access your certificate or proof of DBA:
- For individual trade names, access your DBA/trade name certificate online through the Secretary of State’s trade name online filing system, which maintains an index of all jurisdictions’ trade names. Download your certificate and keep it in your business records.
- For corporations and LLC fictitious names, look up your business entity in the Secretary of State’s corporations database, then download the filing.
Next, update your business bank accounts to reflect the new trade name; modify business cards, letterhead, and marketing materials; update contracts and agreements; and notify business partners, suppliers, and customers of the name change.
How much does it cost to file a DBA in Rhode Island?
The following are the potential costs involved in filing a Rhode Island DBA:
- State filing fee: $50 (paid to the Rhode Island Secretary of State)
- City/county clerk filing fee: $10
- Professional DBA services: $100+ if using a professional service (LegalZoom’s DBA service starts at $99)
When and how to renew or update a DBA in Rhode Island
Rhode Island fictitious business statements for LLCs and corporations do not expire. However, you can submit a Statement of Abandonment of Use of Fictitious Business Name to cancel your DBA. File online or download the following forms from the Secretary of State’s website.
Individual trade name expirations and renewals vary by municipality. For example, Providence’s trade names don’t expire, but the Town of North Providence requires trade name renewal annually. Contact your county or city clerk to understand if and when your assumed name needs to be renewed.
Get help with filing a DBA in Rhode Island
Filing a DBA in Rhode Island involves navigating specific requirements and ensuring proper compliance with state and local laws. LegalZoom can simplify this process with our professional DBA services, which include a preliminary search of Rhode Island business name databases, complete filing services for your DBA in Rhode Island, and even access to legal support if needed.
LegalZoom's knowledge of Rhode Island business law ensures that your DBA registration meets all state requirements while protecting your business interests. Our online process saves time and reduces the risk of filing errors that could delay your registration.
FAQs about DBAs in Rhode Island
Can I have multiple DBAs under one business in Rhode Island?
Yes, a single business entity can register multiple DBAs in Rhode Island. Each trade name requires a separate registration and filing fee. This allows businesses to operate different divisions or product lines under distinct names while maintaining a single legal entity structure.
Do I need a DBA if I'm a sole proprietor using my own name?
If you operate under your exact legal name (e.g., "John Smith" for John Smith), no DBA is required in Rhode Island. However, if you add any words to your name (e.g., "John Smith Consulting" or "Smith's Auto Repair"), you need to register a trade name with your city or county clerk’s office.
Is a DBA the same as a business license in Rhode Island?
No, a DBA registration is completely separate from business licensing. A DBA simply registers your fictitious business name or assumed name with the state, while business licenses authorize you to conduct specific types of business activities.
How long does it take to get a DBA approved in Rhode Island?
The Rhode Island Secretary of State does not note specific processing times for fictitious business statements, but it could take anywhere from one to seven days. Trade name processing times for municipalities vary.
Does a DBA provide liability protection?
No, a DBA registration does not provide any liability protection. It simply registers your trade name with the state. For liability protection, you need to form a separate legal entity, like a limited liability company or corporation. The DBA is just the name under which that entity (or sole proprietorship) operates.
Can I use my DBA for banking in Rhode Island?
Yes, most Rhode Island banks will allow you to open business accounts using your registered trade name. Financial institutions will typically require a DBA certificate to open a bank account under that name.
What are the risks of not filing a DBA in Rhode Island?
If you operate under a different name without filing a DBA, the Rhode Island government may impose financial penalties. Businesses may also lose their good standing with the state, which could cause other issues.
Can I transfer my DBA to another business entity?
Trade names in Rhode Island are tied to specific business entities or individuals, so technically you can’t transfer a name. If you no longer need your DBA, file a Statement of Abandonment of Use of Fictitious Business Name with the Secretary of State or contact your city or county clerk to withdraw your DBA registration locally.
Do I need to notify anyone after registering my DBA?
While not legally required, it's good business practice to notify business partners and suppliers, customers and clients, insurance companies, and other vendors and stakeholders after registering a DBA.
Sam Eichner contributed to this article.
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