How To Get a DBA in Pennsylvania

If you own a business and would like to use a different name than your legal business name in Pennsylvania, you will need to register it with the state by filing for a “doing business as” or DBA name. DBAs are also called assumed names, fictitious business names, or trade names. These names are typically used when you want to use multiple names for one business, or if you are a sole proprietor wanting to be recognized as something other than your own personal legal name.

Although we don’t currently offer DBA registration in Pennsylvania, this guide will cover the basics of what a DBA name is as well as the rules for choosing, registering, and maintaining one in the Keystone State.

What is a Pennsylvania “doing business as” (DBA) name?

When you form a Pennsylvania business, you’re required to register a name with the commonwealth’s Department of State. This name is the legal name under which you can do business. If you want to operate under a name different from your company’s legal name, you need to file a DBA name registration.

A Pennsylvania DBA name is known as a “fictitious name.” The Fictitious Names Act of 1982 was established so that business owners can always be identified. The commonwealth defines a fictitious name as “any assumed name, style, or designation other than the proper name of the entity using such name.” Entities that can register a fictitious name include:

• Associations
• Business trusts
• Corporations
• Individuals
• Joint adventureships
• Joint-stock companies
• Partnerships
• Syndicates

Entities also include any other group of organizations or persons, whether they’re organized or formed under Pennsylvania law or any other jurisdiction. It’s important to note that a DBA name isn’t a business entity type, such as a limited liability company (LLC). It’s simply an alias — a name that a business assumes for a specific reason.

Sole proprietorships, partnerships, LLCs, and corporations have a variety of reasons for using a DBA name. No matter which type of business you operate, everyone files the same application for the registration of a fictitious name with the Pennsylvania Department of State. Here are some advantages a business may gain from using a DBA name:

• Professionalism: If a sole proprietor or a partnership wants to have clients make out their checks to a business name instead of their own personal name, they need to have a DBA so they can open a business bank account with that name.
• Simplicity: An LLC’s or corporation’s legal name must include specific designators in Pennsylvania. A DBA name can be used to drop the designator “LLC” or “Corporation” from the name or create a simpler variation of the legal name that’s easier to market.
• Flexibility: If an established entity wants to do business under multiple names, a DBA name allows for that flexibility. A business can launch a new product or branch under a different name after registering for a DBA name. This process also allows them to avoid forming a new entity each time they want to expand.

Are you interested in using a DBA name for your business? Follow our guide below on how to obtain and maintain a DBA name in Pennsylvania.

How do I register a Pennsylvania DBA name?

While the registering of a DBA name in Pennsylvania doesn’t create any exclusive right to the name, it’s important to file the name for legal purposes. It also records the name in the Department of State’s searchable database, which can discourage others from using it.

You can register a Pennsylvania DBA name online or by mail. To register online, log in to the PA Business One-Stop Shop with your PA Keystone Login username and password. Navigate to the “Registration of Fictitious Name” form, fill it out, and submit it as detailed in the account management system. You will be required to submit a fee with your application.

To register a Pennsylvania DBA name by mail, complete these steps:

1. Open the “Registration of Fictitious Name” application.
2. Enter the name and mailing address or the email address of the person who is to receive the approved application.
3. Enter the fictitious name.
4. Enter a brief statement about the nature of your business.
5. Enter the address of the principal place of business.
6. Enter the names and addresses of each individual interested in the business.
7. Name each entity interested in the business, including their form of organization, organizing jurisdiction, principal office address, and Pennsylvania registered office.
8. Name any agents who are authorized to make amendments or withdrawals.
9. Name any agents who can cancel the registration.
10. Sign and date the application.
11. Print the application and place it in an envelope.
12. Include a check for the required fee made payable to the Pennsylvania Department of State or attach proof of a veteran’s or reservist’s status to qualify for a veteran/reservist-owned small business fee exemption.
13. Mail the completed application and fee payment to:

Pennsylvania Department of State
Bureau of Corporations and Charitable Organizations
P.O. Box 8722
Harrisburg, PA 17105-8722

Please note that the department prefers the application to be typewritten. If it’s handwritten, the print must be legible in blue or black ink. Should you have any further questions about completing the DBA name registration application, refer to the third page of the application or call the Pennsylvania Department of State at (717) 787-1057.

How do I choose a Pennsylvania DBA name?

Choosing a DBA name can be as simple as dropping an entity designation, such as “LLC,” or as complex as creating an entirely new name. When deciding on a name, think about how the name will be received by future clients or customers. Some questions to ask yourself include:

• Is it a memorable name that conveys the nature of your business?
• Could the name easily be used for marketing or advertising purposes?
• Does the name translate well to use as a website address?

Another factor to consider is whether your potential DBA name is already in use in Pennsylvania. In most states, your DBA name doesn’t need to be unique, and registering a DBA doesn’t create name ownership rights. This rule is true in Pennsylvania, too.

While any individual or entity can register a DBA name in use, it isn’t the best move. It can cause many issues; for example, two businesses using the same or similar DBA name can confuse brands. You want to set yourself apart from the competition, so it’s wise to do a Pennsylvania name search when choosing a DBA name.

Choosing a DBA name in Pennsylvania is also guided by state law, so the name:

• Must be distinguishable from the name of any other association registered with the Pennsylvania Department of State.
• Must be different from any administrative department, board, agency, or commission in Pennsylvania.
• Can’t be the same as a name already registered or reserved by a person who holds the exclusive rights to it within the commonwealth.
• Can’t include “Corporation,” “Incorporated,” or “Limited” unless the entity is a corporation.
• Can’t include “LLC,” “Limited,” or “Limited Liability Company” unless the entity is an LLC.

If a sole proprietorship, corporation, or partnership wants to use the word “Company” or any variation of it, they are allowed to do so. The DBA name also doesn’t need to include a corporate designator, such as “Corp.” or “Corporation.” You’ll also need approval from specific departments or boards to use any of the following words:

• “College,” “University,” or “Seminary” (Department of Education)
• “Engineer,” “Engineering,” “Surveyor,” or “Surveying” (State Registration Board for Professional Engineers)
• “Bank,” “Banking,” “Banker,” “Trust,” or “Credit Union” (Department of Banking)
• “Architect” or “Architecture” (Architects Licensure Board)
• “Annuity,” “Assurance,” “Beneficial,” “Bond,” “Casualty,” “Endowment,” “Fidelity,” “Fraternal,” “Guaranty,” “Indemnity,” “Insurance,” “Insurer,” “Reassurance,” “Reinsurance,” “Surety,” or “Title” (Insurance Department)

The name also can’t contain “Cooperative” or “Electric Cooperative” unless it’s a cooperative corporation or electric cooperative. Lastly, using the number “911” isn’t permitted unless your entity is authorized by law to provide emergency telephone services for:

• Ambulance
• Emergency medical
• Firefighting
• Law enforcement

Pennsylvania statutes aim to protect entity names registered or reserved by others within the commonwealth. However, they don’t protect multiple usages of DBA names. Pennsylvania laws also ensure that businesses are regulated. They protect consumers from fraudulent companies and help ensure entities aren’t confused with legitimate government agencies or services.

How do I manage ongoing DBA name compliance in Pennsylvania?

In Pennsylvania, you may need to advertise an official notice stating that you intend to file or have filed an application for the registration of a fictitious name. Advertising is only required if an individual is listed on the application during step six in the above registration process. 

• The ad must be placed in two newspapers of general circulation in the county where your business will be located.
• One of the newspapers must be a legal newspaper.
• If there is only one newspaper in the county, advertise in that publication.

To determine where to advertise, search the Department of State’s list of county newspapers and legal publications. If you need help finding a suitable publication, try contacting the county courthouse or county bar association.

After publication, the newspaper will send you a proof of publication known as an affidavit. This document isn’t required to be sent to the Department of State; however, you should keep it with your business records.

If you fail to register a fictitious name in Pennsylvania, your business is considered an unregistered entity. As such, it can’t use the courts of Pennsylvania to enforce a contract that was entered into using the DBA name. Enforcement is prevented until registration, and the court may impose a $500 penalty on your entity.

A Pennsylvania DBA name will not need to be renewed to comply with state requirements. Should you need to make any changes to your DBA name, you’ll need to file a “Fictitious Name Amendment, Withdrawal, Cancellation” form online or by mail with the required fee.