To look up a business and verify its status, go to the Secretary of State website in the state where the company was formed, run a free business entity search by name or ID number, and read the status field on the entity’s detail page. That one search tells you whether the company legally exists, whether it’s current on its filings, and who to serve if something goes wrong. Depending on the type of business, you may also want to check federal databases, local DBA records, or a professional licensing board. None of it costs money, and the whole process usually takes under an hour.
What to Have Ready Before You Search
Start with the company’s exact legal name. That’s often different from the name on the storefront, invoice, or website. A business might market itself as “Pinnacle Roofing” while its legal name is “Pinnacle Home Services LLC.” Check any contracts, invoices, or correspondence you have for the full entity name.
You also need to know which state the company is organized in. Records sit at the state level, and a business formed in Delaware won’t appear in Texas’s database unless it also registered there separately.
When you run the search, try dropping suffixes like “LLC,” “Inc.,” or “Corp.” Search portals handle punctuation and entity-type abbreviations inconsistently, and the exact string you type can filter out a legitimate match. If the name doesn’t produce a hit, try abbreviations, acronyms, or alternate spellings. Most portals also let you search by entity identification number, a unique number assigned at formation. If you have that number from a contract or filing, use it. It cuts through confusion when several businesses share similar names.
Searching the Secretary of State Database
Every state offers a free online business entity search through its Secretary of State or equivalent office. The link is usually labeled “Business Search,” “Entity Search,” or “Corporate Database.” Enter the name or ID, review the list of matches, and click into the matching entity.
The detail page shows the entity type (LLC, corporation, limited partnership, and so on), the formation date, and the current status. It also typically shows the registered agent’s name and physical address. The registered agent is the person or company designated to receive lawsuits and official notices on behalf of the business. Every state requires one, which is why the information is public.
Some states let you view or download formation documents (Articles of Incorporation or Articles of Organization) for a small fee, generally $5 to $25. If you need an official document proving a company’s status for a transaction, you can usually order a Certificate of Good Standing from the same office.
How to Read the Status Field
The status field is where most people should focus first. Labels vary by state, but they fall into a few categories:
- Active or In Good Standing. The entity has met its filing requirements and paid any required fees or franchise taxes. It is legally authorized to do business in that state.
- Inactive or Not in Good Standing. The entity exists but has fallen behind on annual reports, franchise taxes, or registered agent requirements. It may face restrictions on doing business until it fixes the deficiency.
- Dissolved or Revoked. The entity has been terminated, either voluntarily by its owners or administratively by the state for noncompliance.
An entity that shows “Active” but not “In Good Standing” has typically missed a filing deadline or a fee. That distinction matters: some states restrict a company’s ability to file lawsuits or defend itself in court until it returns to good standing. If you’re about to sign a contract with a company that isn’t in good standing, treat it as a red flag worth investigating before you commit any money.
A dissolved company may still owe obligations under existing contracts, but entering a new agreement with one is risky. If a company was administratively dissolved for missing annual reports and later reinstates, most states treat the reinstatement as if the dissolution never happened, which keeps contracts signed in the gap enforceable. If the company never reinstates, you may be left trying to collect from individuals, and corporate liability protections make that hard unless you can show the owners were personally involved in the deal.
When the Business Operates in More Than One State
A company formed in one state that does business in another must register as a “foreign” entity in the second state. “Foreign” here doesn’t mean international. It just means the business was formed elsewhere. The company files what’s typically called a Certificate of Authority with the new state’s Secretary of State, which creates a separate record in that state’s database.
This matters for your search. If you’re in Texas dealing with a company formed in Delaware, the Delaware database shows the original formation and the Texas database shows the foreign registration. If neither returns a result, the company may be operating in your state without proper authorization. A business that skips foreign qualification can face fines and, in some states, lose the ability to enforce contracts in that state’s courts. Searching both the home state and the state where you’re doing business gives you the fullest picture.
Sole Proprietorships and DBAs
Not every business is a corporation or LLC. Sole proprietorships and general partnerships generally don’t file formation documents with the Secretary of State. Instead, if they operate under a name other than the owner’s legal name, they file a “Doing Business As” (DBA) registration, sometimes called a fictitious name certificate or assumed name certificate. Depending on the state, the filing goes through the county clerk, the county recorder, or a state-level agency.
These records link a business name to an individual owner and their address, which is useful for confirming who is actually behind a local business. DBA registrations typically expire after a set number of years and must be renewed. If your search turns up nothing, the business may be operating under the owner’s legal name (no DBA required) or may have let its registration lapse.
A missing or expired DBA has real consequences. In many states, a business operating under an unregistered fictitious name can’t file lawsuits or enforce contracts in court until it fixes the registration. The business can still be sued; the restriction only limits its own ability to bring claims. If you’re entering a significant agreement with a sole proprietor, confirm the DBA is current.
Public Companies on EDGAR
Publicly traded companies face far more disclosure than private ones. SEC filings are available for free through the EDGAR system.1U.S. Securities and Exchange Commission. EDGAR Full Text Search The most useful filings for verification are the Form 10-K (annual report with audited financials) and Form 8-K (current reports filed when significant events occur, like leadership changes or major acquisitions). These reveal debt levels, revenue, executive compensation, and legal proceedings.2U.S. Securities and Exchange Commission. Exchange Act Reporting and Registration
You can search EDGAR by company name, ticker symbol, or CIK number. If someone claims their company is publicly traded but nothing appears on EDGAR, treat that as a serious warning sign.
Nonprofits and Tax-Exempt Status
Before donating to a charity or nonprofit, verify its tax-exempt status through the IRS Tax Exempt Organization Search tool.3Internal Revenue Service. Tax Exempt Organization Search The tool is free and searchable by name, city, state, or Employer Identification Number.4Internal Revenue Service. Tax Exempt Organization Search
The automatic revocation list is the key check. If an organization appears there, it lost its tax-exempt status, usually for failing to file required returns for three consecutive years. Donations to a revoked organization are not tax-deductible, even if the organization claims otherwise. The lookup takes about a minute.
Professional Licenses
Certain industries require state-issued licenses beyond basic business registration. Contractors, medical professionals, real estate agents, accountants, and dozens of other professions must maintain active licenses through their state’s professional regulation board. Most states offer free online license verification through the licensing agency’s website, searchable by name or license number.
These searches typically return the license status (active, expired, or revoked), the expiration date, and any history of disciplinary actions such as fines, suspensions, or formal complaints. This matters most when hiring a contractor for a major project or choosing a healthcare provider. In many states, work performed by an unlicensed contractor also gives you additional legal remedies if something goes wrong, including the ability to void the contract.
Federal Contractors on SAM.gov
If a company claims to be a government contractor, or if you’re considering a subcontracting relationship, SAM.gov is the federal government’s official database for entity registrations.5SAM.gov. Entity Information Any business that wants federal contracts or certain grants has to register there. The search shows registration status, CAGE code, and whether the entity has been excluded (debarred or suspended) from federal awards.
The exclusions search is the most valuable part for due diligence. A debarred company was found to have committed fraud, violated contract terms, or engaged in other serious misconduct. Even if you’re not working on government contracts, a debarment on SAM.gov tells you something about the company’s track record.
UCC Lien Searches
A Uniform Commercial Code (UCC) filing is a public notice that a creditor has a security interest in a business’s assets. When a company takes out a loan secured by its equipment, inventory, or receivables, the lender typically files a UCC-1 financing statement with the Secretary of State. These filings are searchable through the same office where you looked up the entity, usually under a separate “UCC Search” section.
Checking for UCC liens matters most if you’re buying a business, extending credit, or entering a large contract. A single filing against a small business is often normal and reflects a standard equipment loan or line of credit. A stack of filings from multiple lenders, especially against the same collateral, warrants more questions before you commit.
Why This Is Worth Doing Before You Sign
Running these searches costs nothing and takes less than an hour for most businesses. The alternative is finding out after a dispute that the company you paid has no legal presence, no registered agent to accept service, and no assets in its own name. The records are public for a reason.