How to File a Trade Name in Washington

There are times when it’s advantageous for a sole proprietor, LLC or another type of business to work with a secondary name. Some states refer to these as “doing business as” (DBA) and task professionals with applying for a certificate of assumed or fictitious name. In Washington State, things are done a little differently.

The Department of Revenue uses the term “Trade Name” and requires businesses to follow naming guidelines and a specific application process. If you are unclear about the benefits of a fictitious name or don’t know how to file an application, the following provides the information and details about how to get a DBA in Washington.

What is a DBA (“Doing Business As”)

Commonly called a Trade Name in Washington, a “doing business as” label is a legally recognized title that can be substituted for an entity’s primary business name. Any business entity can acquire a DBA in Washington, from sole proprietorships to LLCs to large corporations. Part of the value of securing this type of fictitious name involves being able to operate an organization without necessarily providing your personal identity in a public fashion.

For example, a Washington Jack or Jill of all trades earns a living in the gig economy providing general home repair services. They receive checks with their full name, and potential clients see them as running a side hustle. By filing for a DBA Washington State legally recognizes, they could create J’s Home Repair Services. It’s abundantly clear that the DBA adds an air of professionalism that will appeal to a wider clientele. One of the best ways to brand a sole proprietorship as a niche operation is to employ an assumed business name.

While DBAs offer sweeping benefits to entities of all kinds, it’s essential to follow the proper procedural steps. Using an unregistered Trade Name in Washington State can result in stressful business entanglements and financial losses.

Benefits of a DBA

If you’ve recently filed your first Washington LLC, applying for another name to run your business may seem redundant. After all, you probably racked your brain to come up with a suitable name in the first place. For many entrepreneurs, identifying a moniker that wasn’t already in use was something of a chore. If you are wondering if the benefits of applying for a Trade Name in Washington are worth the effort, consider the following.

• Gives sole proprietors and others a level of privacy between their professional and personal lives.
• Can provide a more memorable or distinctive business name
• Helps industry leaders to rebrand their organizations
• Creates a way to sync websites, social media, and other digital business assets
• Builds a brand name for new goods and services
• Establishes greater credibility for outfits associated with a real person

Banks typically require a registered DBA to open a business checking account. It’s also important to keep in mind that filing for an assumed business name in Washington does not necessarily mean you have to also file a business entity. The same holds true for needing an Employer Identification Number (EIN). It has no bearing on other facets of your venture.

Disadvantages of a DBA

It’s difficult to see any drawbacks to acquiring a trade name in Washington. The process takes some time and energy. Naturally, the Revenue Department of Washington State charges a modest processing fee. When registering a trade name, remember that it does not provide the same legal protections as an LLC, partnership, or corporation. That’s generally why sole proprietors who obtain DBAs also purchase liability insurance policies.  

Consequences of operating with a DBA without registration

Given the relatively nominal processing fee, the potential losses of not registering a DBA far outweigh the cost of filing an application. Although the state does not impose a specific penalty, it prohibits certain types of companies from operating under an unregistered DBA. If someone doesn’t honor a contract or causes you a business harm, the state may not allow you to file suit until you have registered the DBA in question.

Tax considerations

Obtaining a DBA in Washington in no way, shape, or form requires a business entity or sole proprietorship to take on additional tax liabilities. It is largely considered an asset you paid to register, much like a license. In fact, the fee and any expense you incur reduce your overall tax position.

Filing for a DBA in Washington

Applying for a trade name in Washington starts with compiling a list of preferred options. You may discover that more popular DBA names are not available. During your research on the Department of Revenue’s platform, you’ll need to input each possibility until you find one that hasn’t been reserved. The state also limits some of the terms business leaders can use in trade names.

Name Requirements

A Washington trade name must be unique from other entities and DBAs. The state generally prohibits DBA names that imply they are a financial institution by including words such as “bank,” “loan,” and “savings,” among others. It cannot imply an association with a government agency. Profanity and offensive language may also result in an application being denied. Designators such as “Inc., “LLC,” or “Corp” are non-starters, as are using names that mimic other brands.

Begin with Washington Assumed Name Search

Take out your list of possible DBA names and conduct a Washington business entity search with the Washington State Department of Revenue portal. Click through to the Register Trade Names page. Go to the Business Lookup tab and open it. You can enter your trade name options in order of priority. If a title is already in use, it will appear in the search engine. Continue to enter and search until one is not reserved.

You can also call the Business Licensing Service at (360) 705-6741 and a customer service representative can help you via phone. The Department of Revenue even receives hard copy lists through the mail and will run a search for you.

• Mail them to the: State of Washington Business Licensing Service: PO Box 9034, Olympia, WA 98507-9034

Be sure to provide a return envelope with your name, address and a postage stamp on it. It’s prudent to conduct a trademark search to ensure it hasn’t been reserved nationally. You can click on the trademark search option.

Steps to Register your Washington DBA

The process of registering a trade name in Washington is relatively straightforward. However, missing information or missteps may cause your application to be rejected. 

Step 1: Complete the business license application

The vast majority of Washington businesses are required to apply for a business license. The purpose of this license is to help the state collect taxes on sales. If you’ve already secured a business license, use the 9-digit UBI number for your DBA acquisition. The same application allows you to register one or more trade names. The application requires the following information.

• Business Entity’s Legal Name
• UBI number (if applicable)
• EIN number (if applicable)
• Stated Purpose of Application
• Trade Name(s)
• Business Entity Type (sole proprietor, partnership, LLC, etc.)
• Date Business Opened
• Business Name
• Business Mailing Address
• Owner (s) Information
• Number of Employees
• Type of Operations
• Signature of the Business Owner or Authorized Individual

Step 2: Submit the application and pay fee

Although an initial business application filing fee costs $50, trade names are inexpensive. You’ll add $5 for each trade name on the first filing. Or, expect to pay a $10 processing fee and $5 per trade name.

Filing online vs. by mail

The application can be filed through the platform, by snail mail, or in person.

Online: Washington Department of Revenue

Mail to:

• Washington Department of Revenue
• Business Licensing Service
• PO Box 9034
• Olympia WA 98507-9034

In-person: Check for the closest location to you.

Conclusion

The benefits of registering a trade name in Washington are well worth the time and the $5 filing fee. For businesses operating under a legal entity, understanding how to start an LLC in Washington State can help put the use of a trade name into context and clarify how it fits within your overall business structure. A suitable DBA can help attract new customers, market goods and services, establish a professional presence, and separate your personal information from the enterprise. If you are interested in acquiring one or more trade names but lack the time, there are third-party platforms that specialize in business services and DBA filings.

FAQ