Obtain Free Evidence, Order Letter of Status & Certified Copies
Letters of Status are available for purchase through the Business Services Online Filing System and can be used to certify the status of a trade name record with the RI Department of State. Free evidence of a trade name’s registration can be obtained through the Trade Name Database. Certified Copies of a trade name’s filing history can be purchased through the Business Services Online Filing System and are issued by email. To verify that a business has satisfied its tax obligations, contact the RI Division of Taxation at [email protected].
What’s the difference between a trade name’s registration PDF (available for free) and a Letter of Status?
A trade name’s registration PDF is generated when a filing is submitted to register a trade name with the RI Department of State. A trade name’s registration PDF serves as evidence that a trade name was registered, and it includes all the information a filer submitted at the time of registration, including the trade name’s NAICS code, the business address, and the owner(s)’s name and address. PDFs of filings submitted to the RI Department of State are permanent public records and do not represent the current status of an entity of record with this office.
A Letter of Status certifies the status of a trade name record with the RI Department of State at the time it is ordered. A Letter of Status also certifies the date and city/town of registration. Anyone can order a Letter of Status for a trade name by creating a user account in the Business Services Online Filing System and purchasing one through the Trade Name Database. A Letter of Status costs $20.00 and is issued by email within minutes of purchase.
Obtain Evidence of Trade Name's Registration - No Fee
Evidence of a trade name's registration can be obtained through the Trade Name Database once a trade name has been successfully registered and indexed. Anyone can view, download, and print evidence of a trade name’s registration by searching the Trade Name Database, with or without a user account, and opening a trade name’s filing history using the “Review Filings” button. In the “Download” column, you’ll see a downward facing arrow. Clicking this icon will open a PDF of the filing which you can download and print for no cost. Each PDF is complete with a filing number, time and date stamp, and a certificate page signed by the Rhode Island Secretary of State.
Get a Letter of Status - Pay Online with Card or Offline with Check, Money Order, or Cash
Anyone can order a Letter of Status for a trade name by creating a user account in the Business Services Online Filing System and searching the Trade Name Database. Once you’ve located the trade name in the database, click on the trade name to open the trade name summary screen. In the top right-hand corner, click the “Actions” button and select “Letter of Status” to begin your order. Review the trade name details, select your payment type, and follow the on-screen instructions to submit your order. If you are paying online by credit or debit card, you can choose to pay right away or add the item to your virtual cart to pay for multiple orders/filings at once. If you choose to pay offline by check, money order, or cash, you must indicate how you plan to pay; in person or by mail. Once paid, your Letter of Status will be issued to the email address linked to your user account. You can also retrieve your Letter of Status by navigating to the Trade Name dashboard in the Business Services Online Filing System, selecting “Trade Name Requests” and choosing “Print” from the Action drop-down button.
Request Certified Copies – Pay Online with Card or Offline with Check, Money Order, or Cash
Anyone can order certified copies of trade name filings from the Trade Name Database once they have created and logged into a user account through the Business Services Online Filing System. Certified copies cost $2.00 per document. To order, simply search the Trade Name Database, open the trade name summary screen, review the filing history, and check the boxes to the left of each filing you’d like to order a certified copy for. Once the check boxes are selected, click “Request Certified Copy” to the left of “Return to Trade Name Summary”. Click “Pay and Continue” to complete the order, select your payment type, and follow the on-screen instructions to submit your order. As with Letters of Status requests, if you are paying online by credit or debit card, you can choose to pay right away or add the item to your virtual cart to pay for multiple orders/filings at once. If you choose to pay offline by check, money order, or cash, you must indicate how you plan to pay; in person or by mail. Once paid, your certified copies will be issued to the email address linked to your user account.