How to Conduct a Maine Business Entity Search

The Maine Secretary of State business search tool, sometimes called the corporate name search or business entity search, is a valuable resource for new and established business owners alike. Whether you want to look into the availability of your desired Maine LLC name or request a certified document for an existing company, this tool is your go-to resource.

But using the business entity search tool can feel a bit overwhelming at first, especially if you’ve never used it before. That’s where this guide comes in; we’ll walk you through a step-by-step guide to using the business entity search. We’ll also cover some business naming rules and what you should do after searching a business name on the state website.

Let’s get started.

Maine Secretary of State Contact Information

Maine Business Name Guidelines

When you’re starting a business, one of the most important things you’ll do is pick your business name. And like other states, Maine has several rules about naming your business. 

First, your name needs to be different from the names of other registered companies in Maine, including both domestic and foreign corporations, limited liability companies (LLCs), limited liability partnerships, and so on. This is one of the simplest but most important naming standards. 

That said, uniqueness isn’t the only naming guideline to adhere to. Here are a few other rules your Maine business name should follow: 

• LLCs are required to use a designator in their name, such as “limited liability company,” “limited company,” or an acceptable abbreviation like LLC or LC, with or without punctuation marks (low-profit LLCs have to use L3C or l3c). 
• Meanwhile, Maine law doesn’t explicitly state that corporations must use a designator like “Inc.” or “company.” Many do, though, and it’s important to remember that designators don’t make a name distinguishable for use. So you couldn’t use the name “Great Lawns Inc.” to be distinguishable from “Great Lawns LLC.”
  • Special characters, capitalization, and punctuation also don’t make your name distinguishable if they’re the only things different about your name.
• Your name doesn’t have to be in English as long as it’s written in Roman characters, Arabic numerals, or Roman numerals. 
• Your name can’t imply that you’re conducting business activities that aren’t allowed by law or by your company’s formation documents.
• Your name can’t include any obscene language or promote unlawful activity.
• Your name can’t falsely imply that you’re associated with a public institution.

If you’re in a licensed trade or profession, keep in mind that you’ll need to meet any naming rules that your industry has in place, too. If your business name doesn’t meet these requirements, you’ll need to pick a new one.

Run a business name search by keyword

A keyword search is your go-to method if you want to run a preliminary business name availability search. It’s also helpful if you want to look up records for a company on file with the Secretary of State’s office — even if you know only part of the company name.

Once you’ve navigated to the homepage for the search, you’re ready to get started. Here’s what to do.

Step 1: Choose your name or keywords and type your search

This corporate search lets you search business registration records by a company’s full name or even keywords from its name.

If you’re going to search by keyword or just part of a business name, it’s recommended to use as many words as you know for the business you’re searching. This is especially important if you’re searching for a common keyword. For example, when we searched “Smith,” the tool listed over 850 results. In contrast, searching the business name “Smith Hardware” only showed two results.

You can also use this search tool to run a preliminary name availability search. To do that, you’ll need to type the full name you’re planning to use (without the designator showing your entity type).

No matter what type of search you’re running, type your search terms into the search bar. Then, simply click the “Click Here to Search” button.

Step 2: Review your search results

The search tool will display all of the business names that match your search terms. We’ve shown a sample result list below.

For each result, you can see the full entity name. Directly beside that name, you’ll see the category “Name Type,” which will show you if the name is a legal name, an assumed name, a former name, or part of a service mark. Finally, in the third column, you’ll see links labeled “Information Summary.”

If you click on a business’s information summary, you’ll see additional basic information, including the company’s charter number, business entity type, its status, filing date, registered agent, and more. You can also view the company’s business filings, like annual reports or formation documents (you can also print these or request copies of a certified document for a fee) or get a Certificate of Legal Existence.

Notes on Business Name Availability Checks

If you’re using this search as a name availability check, then you’re hoping that you get a message that no results were found; that means there’s a good chance your desired name is available. But if your search matches any names that have already been claimed by a Maine corporation, LLC, or other registered business, you’ll see them listed here.

Please keep in mind that this database search is only a preliminary search; it doesn’t guarantee that your name is available. Only the Secretary of State’s office can tell you for sure if your name is available.

Run a Maine business search by charter number

The same search we covered above also allows you to search by a company’s charter number. Here’s how to run this search.

Step 1: Navigate to the search page and type the charter number

The charter number search is located on the same search page as the regular keyword search. But instead of using the “keyword from name to be searched” bar, you’ll use the one labeled “Charter number.”

Once you’re on the search page, you’ll need to type the 10- or 11-digit charter number into the search bar and hit “Click Here to Search.”

Step 2: Review your result

Unlike the search method we covered above, the charter number search doesn’t yield a long list of results. Instead, you’ll see just one: the business that matches the charter number you searched (or a message that there are no records found if you type it wrong).

You can click on the company’s name to find additional information about the company, such as its full legal name, registered agent, business type, status, and more. You can also use the links at the bottom of the page to request certified copies of corporate filings.

What to Do After Searching Business Names in Maine

After you’ve come up with a name and searched it, you’re probably feeling like you’ve done a lot of legwork. You’d hate for that hard work to go to waste, right? Here are some steps you can take to protect your Maine business name and make the most of it. 

Reserve your Maine business name (optional)

If you’ve picked the perfect business name but you’re not quite ready to file your business formation paperwork, Maine allows you to reserve a business name.

You can get a Maine business name reservation by filing an Application for Reservation of Name (make sure you get the one that matches your business type). Both corporations and LLCs pay $20 for this reservation. 

After your paperwork is filed and approved, your name reservation will be valid for 120 days. Maine doesn’t allow you to renew an active reservation, but you can reserve the same name again if you need more time after your name reservation expires.

This name reservation step is optional, and you should only pursue it if you’ve picked a name but aren’t ready to file your formation paperwork yet.

Form an LLC or register your business

One of the best ways to protect your business name is to register your business. After you register a business under your chosen name, no one else in Maine will be able to register their own company with the same name. 

Registering a Maine business is an important legal process. Learn more about starting a Maine LLC. 

Get a domain name that matches

You want it to be easy for your customers to find your business website. That means you need a domain name that matches your business name as closely as possible. A matching domain will help your brand maintain consistency both in person and online.

If you’re struggling to come up with a domain name (or the one that matches your name is already taken), try using a domain name generator. A generator can help you come up with a domain that matches your brand image. 

Set up your business online

Today, you can’t run a business without a good digital footprint. A good business website is a decent starting point. But don’t stop there; set up social media accounts like a Facebook page, a TikTok profile, and an Instagram account. Make sure your business name is included on each account so your brand is consistent across your online presence.

Last but not least, set up a Google Business Profile for your business (or claim it if it already exists). This profile will help you direct customers to your website or your store location. Plus, it’ll help you respond to customer reviews and build a good brand reputation in the Pine Tree State.

Trademark your business name (optional)

If you want the most robust protections for your business name, you could pursue trademark registration. Trademarks can be registered at the state or federal level (with federal protections being the strongest). 

Getting a trademark can be pretty complicated and time-consuming. If you go this route, it’s highly recommended to work with a trademark attorney.