How to File a DBA in Pennsylvania?
When you start a new business in Pennsylvania, one of the decisions you’ll have to make is choosing a legal business name for your company. But what if you decide later that you want to do business under a different name? While it’s true that business owners in Pennsylvania are free to use just about any name they want to, you do have to register your business name with the state before you can start using it. If you want to use any name other than your legal business name, this means filing for a “doing business as” (DBA).Â
But what is a DBA exactly, why would businesses want to use one, and how do you file for a DBA in Pennsylvania? We’ll answer all of these questions below to help you decide if filing for a DBA is the right choice for your Pennsylvania business.Â
What is a DBA?
A DBA (also known as an “assumed name” or “fictitious name”) is essentially nothing more than an additional name that your company is free to use. It allows you to create a new public identity for your business without having to form a new company or change anything about your company’s existing structure.Â
There are a lot of different reasons why businesses in Pennsylvania might want to use a DBA. The most common reason is when businesses are undergoing a rebrand, but businesses also commonly use DBAs when launching a new product line or entering a new market. For example, if a restaurant called “Lou’s Crab Shack” decides to start offering catering services, it might decide to use the name “Lou’s Catering” for the catering side of the business and can file for a DBA to do so.Â
Other times, businesses will use DBAs when they are trying to appeal to a specific market segment. Let’s say a tire shop called “Andy’s Tire Emporium” operates numerous locations in cities across Pennsylvania. To distinguish these locations and appeal to local customers, the company might use DBAs like “Andy’s Tire Emporium of Philadelphia” and “Andy’s Tire Emporium of Pittsburgh” for each location.Â
In Pennsylvania, DBAs can be used by all types of companies. This includes partnerships, LLCs, corporations, and sole proprietorships.
Benefits of a DBA
The main benefit of filing for a DBA is that it allows you to create a new public identity for your company. With a DBA, you can start conducting business under a name that’s different than your legal business name, and you are free to use the new name for all business activities—including things like invoicing customers, marketing your company, opening business bank accounts, and more.Â
One other benefit of a DBA that’s worth mentioning is that you may not even need to have an EIN to obtain one. Sole proprietorships and single-member LLCs without employees are not required to have an EIN, but they are still able to file for a DBA.Â
Disadvantages of a DBA
Using a DBA doesn’t change anything about your company. So, aside from the effort and small fee that’s required to obtain one, there aren’t a lot of drawbacks to having a DBA. The only potential drawback of using a DBA is that it may end up confusing your customers. If your company operates under numerous different names, it can hinder your ability to build customer loyalty and brand awareness. That’s why it’s important to use DBAs strategically and ensure that they enhance your marketing efforts rather than holding them back.Â
It’s also important to understand what a DBA does and doesn’t do. Once again, a DBA is nothing more than a new name for your company; it isn’t the same as forming a new company and doesn’t provide any personal liability protection like an LLC or corporation does. That’s why most business owners in Pennsylvania choose to form one of these business structures rather than operating as a sole proprietor with a DBA.Â
Consequences for operating with a DBA without registration in Pennsylvania
What you call your own company may not seem very consequential, but Pennsylvania requires businesses to register business names before they are free to begin using them—and failing to do so can lead to things like fines and penalties. Before you begin conducting business under any name other than your company’s legal business name, it’s essential to first file for a DBA with the state of Pennsylvania.Â
Tax considerations
Since a DBA doesn’t change anything about your company or its structure other than its name, using a DBA won’t affect how your company is taxed in any way. Things like filing deadlines and tax rates will all remain exactly the same regardless of whether or not you file for a DBA.Â
Filing for a DBA in Pennsylvania
If you’d like to create a new public identity for your Pennsylvania business, filing for a DBA is the way to do it. Here’s a step-by-step guide on how to complete the filing process:Â
Pennsylvania’s name requirements
The first step to obtaining a DBA is choosing the new name you’d like to use. And while business owners in Pennsylvania have a lot of freedom when it comes to names they can use, the state does have a few requirements business names have to meet. In Pennsylvania, business names must:Â
- Be unique and distinguishable from the legal business name or DBA of any other business in the state.Â
- Not contain terms like “LLC” or “limited liability company” unless those terms accurately reflect your business structure.Â
- Not contain certain terms like “bank” or “insurance” unless your business is properly licensed in those industries.
All of these requirements apply to both legal business names and DBAs, so be sure to keep them in mind when choosing the name you want to use.Â
Begin with a Pennsylvania Assumed Name search
One key requirement for business names in Pennsylvania is that they have to be unique. Thankfully, you can easily confirm whether your name is available or not using the business search tool provided by the Pennsylvania Department of State. Just type the name you want to use in the search bar, and see if any other companies show up in the search results. If there are none, you can assume that the name is available. If you do find companies already using the name you want to use, then you will have to modify it or choose a different one.Â
Steps to register your Pennsylvania DBA
Once you’ve chosen a name to use as your DBA and confirmed that it’s available, you can file for a DBA through the Pennsylvania Department of State. Here’s how to complete this process:Â
Step 1: Prepare your information
Gather all the necessary details about your business before starting the registration process. This includes:
- Your legal business name (if applicable).
- The chosen DBA name.
- Your business structure (sole proprietorship, LLC, corporation, etc.).
- Your business address and contact information.
All of this information will be required to complete the registration form.
Step 2: File the registration form
To file for a DBA in Pennsylvania, you’ll need to complete a Fictitious Name Registration Form. Once you’ve filled out the form, you can submit it online through the Pennsylvania Department of State’s Business Filing Services or by mail. Be sure to fill out all sections of the form carefully and accurately to avoid errors that could cause its processing to be delayed.Â
Step 3: Pay the filing fee
The filing fee for a DBA in Pennsylvania is $70 whether filing online or by mail, and this fee is non-refundable. For online filings, you can pay the fee via credit or debit card. For mailed filings, you’ll need to include a check or money order along with the form.Â
Filing Online vs filing by mail
Pennsylvania lets you file for a DBA online or by mail, and you’re free to choose whichever option is most convenient for you. Just keep in mind that mailed filings typically take a little longer to process than online filings.Â
Conclusion
When used strategically, a DBA can be a helpful marketing tool, allowing you to rebrand your company, enter new markets, or appeal to specific segments of your customer base with a new identity for your business. Best of all, obtaining a DBA in Pennsylvania is a quick and easy process. Just carefully follow the steps in this article to obtain a DBA so you can start legally using your new business name without any fear of repercussions. Â
FAQs
Is having a DBA in Pennsylvania a must?
No business in Pennsylvania is required to use a DBA, and you are free to use your legal business name only if that’s what you want to do. However, if you do plan to use any other name for your business, you must first file for a DBA.Â
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