Ohio DBA: How to Register a Trade Name or Fictitious Name With the Secretary of State
Ohio DBA: How to Register a Trade Name or Fictitious Name With the Secretary of State
Operating in Ohio under a name other than your own? You need to register that name. Ohio uses the terms trade name and fictitious name, and most people search for an ohio dba or an ohio assumed name. Both are filed with the Ohio Secretary of State, not your county, for $39. This guide covers the name search, the filing, the deadlines, and the costs that come after.
This article is informational only. It is not legal or tax advice. Talk with an Ohio attorney or CPA before you choose a business name, especially if the name is central to your brand or you plan to sell in more than one state.
What a DBA Is in Ohio
A DBA, short for doing business as, lets an owner operate publicly under a name other than the legal name on file. A sole proprietor who sells candles as Harbor Wick Candle Co. still signs contracts and files taxes under their own name. Customers, however, see the business name on invoices, signs, and the website. If the public name differs from the legal name, Ohio expects a registration for it.
Trade name or fictitious name
Ohio law sorts these names into two groups under ORC 1329.01. A fictitious name is any name you are not entitled to register as a trade name. A trade name is the name you are entitled to register as a trade name. The statute draws that line, so confirm which group your name falls into with the Secretary of State or an attorney before you file. Both groups go through the Secretary of State and carry the same $39 fee.
Registration does not give you exclusive rights to the name. The filing tells the state who is operating under the name. It does not stop another business from using a similar name, and it does not replace a federal trademark.
Who Has to File
Sole proprietors are the most common filers, and they file directly with the Secretary of State. There is no county step. If the name customers see differs from your legal name, or from the name on your registered LLC or corporation, plan to register the public name before you start using it.
Step 1: Run an Ohio Trade Name Search
Search before you pay anything. Start at Ohio Business Search, the Secretary of State's public records database.
- Enter the name exactly as you want customers to see it. Then search close versions: with and without LLC, Company or Co., and with different punctuation.
- Review every match. The records include LLCs, corporations, limited partnerships, limited liability partnerships, and registered trade names.
- If a match is the same as your name or very close to it, choose a different name. Search again just before you file, because a name that was free last week can be taken today.
An Ohio search shows only what is on state records. It does not show federal trademarks, use in other states, or businesses that operate online without a state filing. If the name will carry a brand you plan to protect, search the federal trademark database too and ask an attorney for a clearance review.
Step 2: File the Registration
The filing is the Trade Name or Fictitious Name Registration, Form 534A. You can file online through Ohio Business Central, the state's online filing portal, or file by mail. Get the current form and instructions from the Secretary of State's business filing forms page.
Have these ready before you start:
- Your legal name as the owner, and the business address
- The exact name you are registering, spelled and punctuated as you will use it
- The $39 fee, which applies to a trade name application or a fictitious name report
This guide does not list a processing time for this filing. Check the Secretary of State site for the current timeline before you need the registration in hand for a bank, a payment processor, or a launch date.
Step 3: Track the Deadlines
Ohio handles the two name types on different timelines, and both are easy to miss.
- Fictitious name: the fictitious name report is due within 30 days of first use. Count from the day you first use the name, not from the day you planned to use it. File within that window.
- Trade name: the registration runs for five years under ORC 1329.04. You renew by application within six months before it expires.
Put the expiration date on your calendar the day the registration is approved. A lapsed registration is a common problem for owners who filed once and forgot about it.
Ohio DBA Fees at a Glance
| Item | Fee | Notes |
|---|---|---|
| Trade name registration or fictitious name report | $39 | Form 534A, filed with the Secretary of State |
| Trade name renewal | $25 | Every five years, filed within six months before expiry |
| Update or change of registrant name | $25 | Confirm current amendment fees on the Secretary of State forms page |
| Name reservation | $39 | Holds a name for 180 days before you file an entity formation |
| Articles of organization (LLC) | $99 | Only if you are forming an LLC as well |
A name reservation is not a DBA registration. It holds a name for 180 days, which is useful when you are forming an LLC or corporation and want to lock in the entity name first.
Costs and Registrations Beyond the DBA
A DBA is one filing. Depending on what you sell and where you operate, you may need others.
- No general state business license. Ohio issues no single general state business license. Licenses depend on your business type and come from state agencies or your city. Ohio also has no statewide general contractor license, and counties issue no business license.
- Sales tax vendor's license. If you sell taxable goods or services, you need a vendor's license before your first taxable sale. The application fee is $50 as of April 9, 2025. Apply through the Ohio Business Gateway or your county auditor. The state sales tax rate is 5.75%, plus county and transit authority rates that vary by county.
- Commercial Activity Tax (CAT). Ohio has no corporate income tax and no LLC annual tax. Businesses instead pay the CAT, a gross receipts tax of 0.26% on Ohio taxable gross receipts. For tax year 2025 and later, only businesses with more than $6 million in Ohio taxable gross receipts owe the CAT or must register. CAT returns are filed quarterly.
- Income tax on a sole proprietorship. A sole proprietor reports business income on the Ohio personal income tax return. Taxable business income is taxed at a flat 3%. Confirm how the rules apply to your situation at the Ohio Department of Taxation.
- City and village income tax. Many cities and villages tax business net profit under their own rates, on top of state tax. Confirm your local rate with your municipality.
- Workers' compensation. If you have employees, you buy workers' compensation coverage from the state BWC fund.
What a Registration Does Not Do
Owners often assume the filing protects them more than it does. Keep these limits in mind:
- No exclusive rights. Another business can use a similar name. The registration does not stop that use, and it does not give you the sole right to the name in your market.
- No trademark. A federal trademark is a separate process. Use a registration only as a record of who operates under the name.
- No liability shield. A DBA does not separate your personal assets from the business. A sole proprietor remains personally responsible for the business's debts and obligations. An attorney can explain whether a different structure fits your risk.
Common Mistakes to Avoid
- Filing with the county. Ohio trade names and fictitious names are registered with the Secretary of State.
- Missing the 30-day window for a fictitious name report after first use.
- Letting a trade name renewal lapse at the five-year mark.
- Skipping a fresh name search before filing, or assuming an Ohio filing clears the name everywhere.
- Treating the registration as trademark protection.
Where to Get Help
- Ohio Secretary of State: business search, forms, and filing questions
- Ohio Department of Taxation: sales tax, CAT, and income tax questions
- Ohio Small Business Development Centers: advising for new owners working through the setup steps
- SBA Ohio District: federal small business resources for Ohio owners
Next Steps
Run the name search, file Form 534A for $39, and calendar the 30-day fictitious name deadline or the five-year trade name renewal. Then confirm your sales tax, CAT, and local tax obligations before your first sale. If your structure is more complex, with partners, several owners, or multiple states, consult a qualified attorney or CPA before you file.