Whether you are just starting out or have been in business for years, maintaining your entity’s “Good Standing” with the state is a critical part of your business health. This guide explains how to use state tools to verify your legal entity status and explains the differences between common business structures.
Why This Matters
Your business entity is a legal “person” separate from you. Keeping it in Good Standing ensures you maintain the limited liability protection that keeps your personal assets safe. Regularly checking your entity’s status helps you anticipate upcoming filings and avoid state-imposed penalties or the administrative dissolution of your business.
Verifying Your Legal Entity Type
Forming a legal business entity is usually the first step business owners make when they “formalize” their business – there are different legal entities to choose from. When you search for your business in a state database, you may see different entity classifications. While Collective currently only supports single-member LLCs (with or without the S Corp election), it is important to know how your business was formed:
- Limited Liability Company (LLC): A flexible structure that provides liability protection. For tax purposes, a single-owned LLC is a “disregarded entity” by default but can elect to be taxed as an S Corp.
- Legal Corporation (Stock Corporation): A more formal structure that allows unlimited and international shareholders, unlimited and various classes of stock and requires more formalities, like corporate bylaws and a board of directors. For tax purposes, a legal corporation defaults to being taxed as a C Corporation, meaning it pays a corporate level income tax and is taxed again at the owner’s individual level when they take dividends. A legal corporation defaults to the true “double taxation” structure.
Important: A legal corporation is a different concept from an S Corporation, the tax status. A legal or stock corporation refers to a legal entity structure formed with the state, while the other references a federal tax election
Generally, legal corporations are used by larger businesses that want to IPO while LLCs are generally used by small, closely-held businesses – like solopreneurs. Both structures establish a separate legal entity, provide a layer of liability protection for the owners and may open the door for adding the S Corp tax election.
A Note on Sole Proprietors and DBAs
If you operate as a sole proprietor and have registered a DBA (Doing Business As) or “Fictitious Name,” it is important to understand that a DBA is not a legal entity structure.
Registering a DBA does not create a separate legal person; it simply allows you to conduct business under a name other than your own. In a Secretary of State database, a DBA search may show the name is “registered,” but the owner remains the individual. Unlike an LLC or Corporation, a DBA does not offer a shield for your personal assets.
If you have not formally filed Articles of Organization or Incorporation, you have not formed a legal entity.
How to Look Up Your Business
Every state maintains a public database of business entities, usually through the Secretary of State’s website. You can use these tools to verify your registration and view your current status.
Steps to Search Your Business:
- Identify the Correct State: This is the state where your business was originally formed or where you have registered to do business.
- Use the Search Tool: Use the table at the end of this article to find the link for your state’s “Business Search.”
- Enter Your Details: You can usually search by your exact legal name or your State Entity Number.
- Tip: If you can’t find your business by its full name, try searching for just the “root” of the name (e.g., search “Acme” instead of “Acme Industries LLC”).
What the Results May Show
State databases vary, but most records include:
- Legal business name
- Entity type (for example, LLC, corporation)
- Formation date
- Status (active, inactive, dissolved, etc.)
- Registered agent and registered address
- Sometimes: principal business address or filing history
Understanding Your Entity Status
Terminology varies by state, but here are the most common statuses you might see:
- Active / Good Standing: Your entity is current with all filings (like Annual Reports) and fees. You are authorized to conduct business.
- Delinquent / Past Due: You have missed a filing deadline or a fee payment. Most states provide a grace period to fix this before changing your status further.
- Suspended / Forfeited: The state has taken away your right to do business, often due to unpaid taxes or missing reports.
- Dissolved: The entity’s legal existence has ended, either voluntarily by the owner or “administratively” by the state.
State-by-State Reference Guide
The table below provides a quick view of each states’ business search database and the fees associated with maintaining the entity with your state authority. This is not an exhaustive list of fees and taxes that may be associated with your LLC.
| State | State Search Site | Annual Report | Annual Report Fees |
| Alaska | AK-Business Search | Bi-annual; Biennial Report | $100.00 |
| Alabama | AL-Business Search | Business Privilege Tax Return and Annual Report | $110.00 |
| Arkansas | AR-Business Search | Franchise Tax Report | $150.00 |
| Arizona | AZ-Business Search | No | $0.00 |
| California | CA-Business Search | Bi-annual; Statement of Information | $20.00 |
| Colorado | CO-Business Search | Yes; Periodic Report | $10.00 |
| Connecticut | CT-Business Search | Yes | $80.00 |
| Delaware | DE-Business Search | No; Franchise Tax Fee | $300.00 |
| Washington D.C. | DC-Business Search | Bi-Annual; Biennial Report | $300.00 |
| Florida | FL-Business Search | Yes | $138.75 |
| Georgia | GA-Business Search | Yes; Annual Registration | $50.00 |
| Hawaii | HI-Business Search | Yes | $12.50 |
| Iowa | IA-Business Search | Bi-Annual; Biennial Report | $30.00 |
| Idaho | ID-Business Search | Yes | $0.00 |
| Illinois | IL-Business Search | Yes | $75.00 |
| Indiana | IN-Business Search | Bi-Annual; Business Entity Report | $32.00 |
| Kansas | KS-Business Search | Biennial; Information Report | $100.00 |
| Kentucky | KY-Business Search | Yes | $15.00 |
| Louisiana | LA-Business Search | Yes | $35.00 |
| Massachusetts | MA-Business Search | Yes | $520.00 |
| Maine | ME-Business Search | Yes | $85.00 |
| Maryland | MD-Business Search | Yes | $309.00 |
| Michigan | MI-Business Search | Yes | $25.00 |
| Minnesota | MN-Business Search | Yes | $0.00 |
| Mississippi | MS-Business Search | Yes | $0.00 |
| Missouri | MO-Business Search | No | $0.00 |
| Montana | MT-Business Search | Yes | $20.00 |
| North Carolina | NC-Business Search | Yes | $203.00 |
| Nebraska | NE-Business Search | Yes | $28.00 |
| Nevada | NV-Business Search | Annual List & State Business License | $350.00 |
| New Hampshire | NH-Business Search | Yes | $102.00 |
| New Jersey | NJ-Business Search | Yes | $78.50 |
| New Mexico | NM-Business Search | No | $0.00 |
| New York | NY-Business Search | Biennial Statement | $9.00 |
| North Dakota | ND-Business Search | Yes | $50.00 |
| Ohio | OH-Business Search | No | $0.00 |
| Oklahoma | OK-Business Search | Yes | $25.00 |
| Oregon | OR-Business Search | Yes | $100.00 |
| Pennsylvania | PA-Business Search | Yes | $7.00 |
| Rhode Island | RI-Business Search | Yes | $52.50 |
| South Carolina | SC-Business Search | No | $0.00 |
| South Dakota | SD-Business Search | Yes | $50.00 |
| Tennessee | TN-Business Search | Yes | $306.87 |
| Texas | TX-Business Search | Public Information Report & Franchise Tax Report | $0.00 |
| Utah | UT-Business Search | Yes | $23.00 |
| Virginia | VA-Business Search | No; Annual Registration Fee | $50.00 |
| Vermont | VT-Business Search | Yes | $35.00 |
| Washington | WA-Business Search | Yes | $80.00 |
| Wisconsin | WI-Business Search | Yes | $26.00 |
| West Virginia | WV-Business Search | Yes | $25.00 |
| Wyoming | WY-Business Search | Yes | Based on license tax – $60 or $0.0002 on every dollar of assets |
Important Note: All state databases vary in terminology, the details they make public, and the processing times they offer. Formation and annual report fees are subject to change by the state.
Disclaimer: The information contained in this document is provided for informational purposes only and should not be construed as legal, financial, or tax advice.
With over eight years in public accounting, Marissa has worked closely with small business owners to navigate tax strategy and compliance. At Collective, she translates complex tax concepts for self-employed individuals into clear, practical content—supporting them on their tax journey so they feel informed, confident, and empowered to make decisions for their business.