Rhode Island Amends Its Trade Name (DBA) Filings—And What It Means for Your Business

If you’re starting a new business in Rhode Island, here’s something you need to know. Effective January 1, 2026, the state is moving the registration of DBA names for non-corporate entities—namely, sole proprietorships and general partnerships—from the local town and city clerk level to the state-level Secretary of State (SOS). The Rhode Island SOS will be the sole state authority for all trade name filings, as LLCs, INCs, and other registered businesses already file with the SOS. 

Another key thing to note is that Rhode Island has also updated its terminology from “Assumed Name” to “Trade Name” as part of the new legislation. For businesses in the state, the implications are mostly administrative.

New centralized filing requirement

• Old rule: Previously, unincorporated businesses filed their "Assumed Name" with the local town or city clerk.
• New rule: Starting no later than January 1, 2026, all affected businesses must file their “Trade Name” with the Rhode Island SOS.

The new application for a Trade Name Certificate will require information not previously collected at the local level, including: The name under which the business is or will be conducted (the Trade Name); the name and business address of the person(s) or business entity conducting the business under the DBA; the applicant’s email address; the municipality where the business is located; and the NAICS code that best represents the business activity. The filing fee is $20 (plus a $2 convenience fee).

New annual requirement

For the first time, all Trade Name registrations, including those for LLCs, corporations, sole proprietorships, and general partnerships, will be subject to mandatory annual renewal with the SOS. Previously, only the local, municipal filings for sole proprietors and partnerships required renewal, and state-level registrations for corporations and LLCs did not expire.

Regarding the Renewal Process: The Rhode Island SOS will be promulgating a regulation shortly to codify this, but the renewal period will be September 1 – November 30 each year. There will be no renewal fees, and the first renewal will not occur until September 2026. Trade names will be renewed online.

Transition for existing filings

The law includes a transition period for businesses with existing assumed name filings:

• Phase Out: Existing Assumed Name records are to be transferred from the various municipal (city/town) clerks to the Secretary of State’s new central database throughout 2025.
• Final Deadline: The requirement to register or renew the Trade Name with the Secretary of State takes full effect no later than January 1, 2026.

A critical note for corporations & LLCs 

Business owners must note a key distinction. The law does not change the process for registered entities like corporations and LLCs to register a DBA with the SOS. Corporations and LLCs that wish to transact business in Rhode Island under a name different from their legal name must file a fictitious business name with the SOS. 

This fictitious business name for a for-profit incorporated entity has a $50 fee (plus $2.50 enhanced access fee), is associated in the Corporate Database with the legal entity, and remains associated with that entity in perpetuity as long as the entity maintains good standing status. While a trade name can optionally be filed by an entity, it is not required by law and only allows that entity to conduct business under the trade name in that one city/town in which it is registered.

The 2026 legislative update moves the filing of trade names from the City/Town Clerks’ offices to the Rhode Island SOS and requires the SOS to maintain a centralized database, but the filing still only allows the entity/person to conduct business under that name in the one municipality. A trade name filed by an incorporated entity will not appear in the Corporate Database and will be protected only so far as preventing another trade name that is indistinguishable upon the record from being recorded for that same municipality. The fee to file a trade name (whether filed by a person or incorporated entity) is $20 (plus $2.00 enhanced access fee) and it must be renewed every year to remain active.

Navigating business compliance can feel overwhelming, especially with changing regulations like Rhode Island’s move to a centralized Trade Name system and the introduction of mandatory annual renewals. For many businesses, working with a reputable compliance partner such as LegalZoom can simplify the process. Whether you need to file a new Trade Name with the Rhode Island Secretary of State, renew an existing registration during the September–November period, or understand the distinction between a trade name and a fictitious business name for your LLC or corporation, reliable guidance helps businesses achieve protection and compliance.