Form 504 – Statement of Abandonment of an Assumed Name Certificate

Jurisdiction: Country: The United States | Province or State: Texas

What is a Form 504 – Statement of Abandonment of an Assumed Name Certificate?

Form 504 is a filing you submit to the Texas Secretary of State to end, or “abandon,” an assumed name that is on file for your business. In Texas, an assumed name is often called a “DBA” (doing business as). When you first decided to use a name different from your legal entity name, you filed an assumed name certificate. Form 504 tells the state that you have stopped using that DBA and want the public record updated.

This form belongs to the Texas Secretary of State. It updates the state’s official records about your business. It is a straightforward filing. You identify the assumed name, identify the business entity that filed it, and state that you are abandoning that name.

Who typically uses this form?

You do if your company is a filing entity with the state. That includes corporations, limited liability companies, limited partnerships, professional entities, and nonprofits. Foreign entities registered to do business in Texas also use it if they filed an assumed name with the state. If you are a sole proprietor or a general partnership that filed only at the county level, this state form is not the right tool. In that case, you handle abandonment with the county clerk where you filed.

Why would you need this form?

Because your public record matters. Vendors, banks, and customers rely on Secretary of State records. If you no longer use a DBA, you should remove it from the file. That reduces confusion. It also prevents others from assuming the name is active. It can also prevent misdirected service of process and mail. It protects your brand shift by signaling the change.

Typical usage scenarios

You have rebranded and no longer use the old name. You changed your legal entity name and no longer need the DBA. You merged into another entity that will not use the DBA. You dissolved or withdrew from Texas but kept accounts open under the DBA by mistake. You sold a division that used the DBA and want clean records. You replaced the old DBA with a new one and no longer need the prior entry. In each case, Form 504 closes the loop with the state.

Keep one point clear. Abandoning a DBA does not change your legal entity name. It does not dissolve your company. It does not transfer any rights in a trademark or brand. It is a public notice filing that you are no longer using the assumed name you previously recorded with the Secretary of State.

When Would You Use a Form 504 – Statement of Abandonment of an Assumed Name Certificate?

You use this form whenever the assumed name on file at the state is no longer in use by your entity. Imagine you launched “Hill Country Roofing” as a DBA for your LLC. You now operate only as “Bluebonnet Exteriors LLC.” You should abandon the “Hill Country Roofing” assumed name so that banks, vendors, and process servers do not use it. It also avoids confusion with your updated brand.

You may use it after a merger. Suppose your corporation merged with a parent company. The parent will not continue using the old DBA. File Form 504 to clear the record. If a third party searches the state database, they see that the DBA is no longer active.

You may use it after a sale or carve-out. If you sold a product line that operated under a DBA, you should abandon your filing for that name. That prevents duplicate or conflicting records while the buyer handles their own filings.

You may use it after a name change. If you amended your legal name and do not need the DBA anymore, file the abandonment. This helps align your public profile with your current legal identity.

You may use it when you are winding down. If you dissolved or terminated the entity, abandon any active assumed names before or during windup. This reduces stray mail and notices long after closure.

Typical users include business owners, in-house legal teams, paralegals, compliance staff, and outside counsel. Accountants often prompt this filing during annual record cleanups. Lenders may request it during a refinance to ensure their collateral records match your current name. Landlords might ask for it as part of a lease assignment or brand flip. If you are managing regulatory or licensing renewals, you might abandon DBAs to avoid renewing unnecessary registrations.

Use the form even if your assumed name is near expiration. You do not have to wait. Abandoning the name early sends an immediate notice that you have stopped using it. If your business filed the assumed name both with the state and with a county clerk, you should handle both levels. The state filing does not cancel a county record, and a county abandonment does not cancel the state record. Tackle each record where it was filed.

Finally, do not use this form to change or correct a DBA. If you want to update an assumed name, you generally file a new assumed name certificate. Form 504 is for ending a current assumed name record, not editing it.

Legal Characteristics of the Form 504 – Statement of Abandonment of an Assumed Name Certificate

This filing is legally binding because it is a statutory public record accepted by the Texas Secretary of State. When the state files your Form 504, it updates the index of assumed names associated with your entity. That state record gives constructive notice to the public. Anyone who searches the state’s database sees that the assumed name is no longer active for your entity.

Enforceability flows from the nature of the filing. You sign under penalty of law that you have authority and that the facts are true. The Secretary of State relies on your signature and your authority within the entity. The office will reject filings that do not match its records. That includes a mismatch of the entity name, file number, or assumed name. The office can also reject unsigned or incomplete forms. These controls help ensure accuracy.

The filing creates a clear audit trail. The state’s file will show the date of abandonment. That date can matter in disputes about who used a name when. It can also help in contract disputes involving the old brand. It can support your position that you stopped representing yourself under the old name.

There are important legal limits. Abandoning a DBA does not assign the name to someone else. It does not create exclusive rights in the name for you or anyone. It does not give you trademark rights or take them away. It does not release you from debts or contracts entered under the DBA. If you survived a merger or sale, check your agreements. You may still have obligations tied to the DBA period.

The filing does not substitute for county-level actions. If you filed your DBA with a county clerk, you must handle that county record separately. Banks, local vendors, and process servers often check county records. Keep both records aligned to prevent mixed signals.

The filing also does not change your name on other government records. If you have licenses, permits, or tax accounts under the DBA, you need to update or close those accounts. The statement of abandonment does not notify those agencies. You should make a plan to update those records right after filing.

Finally, timing matters. Many Texas filings allow a delayed effective date within a short window. If you choose a future date, be careful. You must stop using the DBA by that date or earlier. If you need the DBA for a short final period, pick a date that matches your transition plan. Once the abandonment is effective, using the DBA in the market can invite confusion and risk.

How to Fill Out a Form 504 – Statement of Abandonment of an Assumed Name Certificate

Follow these steps to complete and file Form 504 with confidence.

1) Confirm that Form 504 is the right filing

• Use this form only if your entity filed an assumed name with the Texas Secretary of State and you want to abandon it.
• If you filed only at the county level, contact the county clerk for their process. You still may need this state form if you also filed with the state.

2) Gather your records

• Your entity’s exact legal name on file with the state.
• Your Texas Secretary of State file number for the entity.
• The assumed name exactly as it appears on the state’s assumed name certificate.
• The Secretary of State file number for the assumed name certificate, if available.
• The date you want the abandonment to take effect (immediate or a later date).
• The principal office address of the entity.
• The name and title of the person who will sign.

3) Identify the assumed name to abandon

• In the form’s first section, enter the assumed name exactly as it appears on your current certificate.
• Accuracy matters. Compare your entry to your filed certificate to avoid rejection.

4) Identify the registrant (your business)

• Enter the legal name of the entity that filed the assumed name.
• Enter the entity’s Texas Secretary of State file number.
• Indicate the type of entity (for example, LLC, corporation, LP, nonprofit).
• Indicate the jurisdiction of formation (Texas or another state).
• Provide the principal office address. Use a physical address if requested.

5) Address multiple registrants, if applicable

• If more than one entity is listed on the assumed name certificate, identify each registrant.
• The abandonment should make clear whether all registrants are abandoning or only some are.
• If all registrants are abandoning, ensure each registrant is properly identified and will sign.
• If only certain registrants are abandoning their interest, note that in the form or an attached schedule.

6) Choose the effective date

• You can make the filing effective on the date it is filed by the state.
• Or you can choose a future effective date.
• If you choose a future date, it must be within the standard allowable window for delayed effectiveness under Texas rules.
• Pick a date that aligns with your rebrand or closure timeline.
• Do not pick a past date.

7) Prepare any supplemental provisions

• If the form has a section for “Supplemental Provisions,” use it for clarifying statements.
• Examples: identify which registrants are abandoning if there are many, or explain a parent-subsidiary relationship if that helps prevent confusion.
• If you need more space, attach an additional page labeled “Supplemental Provisions” and reference the form.

8) Sign with proper authority

• The form must be signed by a person with authority to act for the registrant.
• For an LLC, a manager or authorized member usually signs.
• For a corporation, an officer signs.
• For a limited partnership, a general partner signs.
• For a nonprofit, an officer or authorized director signs.
• If an attorney-in-fact signs, keep the power of attorney in your files. Attach it only if requested.
• If there are multiple registrants, each registrant (or its authorized signer) must sign to abandon its interest, unless one is authorized to sign for all.

9) Include printed name and title

• Beneath each signature, print the signer’s name and title.
• Make sure the title reflects actual authority on the date of signing.

10) Review for consistency and completeness

• Check that the assumed name and entity names match the state’s records.
• Confirm the entity file number is correct.
• Confirm the effective date is within permitted limits.
• Confirm all required signatures are present.
• Confirm all attached schedules are labeled and referenced.

11) Prepare the filing fee

• Include the required state filing fee with your submission.
• Confirm accepted payment methods before you file.
• If mailing, include a check or money order for the proper amount.
• If filing electronically or in person, follow the accepted payment options.

12) File with the Texas Secretary of State

• Submit the completed form and fee to the Texas Secretary of State.
• You can generally file by mail, in person, or electronically.
• Retain a copy of everything you submit for your records.

13) Obtain and save the file-stamped copy

• After acceptance, you should receive a filed copy or confirmation.
• Save the file-stamped copy in your minute book or corporate records.
• Share the confirmation with your accounting, legal, and compliance teams.

14) Align county records if needed

• If your assumed name is also on file with any county clerk, file a county-level abandonment there.
• Use the county’s process and forms. The state filing does not alter county records.

15) Notify key third parties

• Inform your bank and update signature cards and account names.
• Update or close vendor profiles set up under the DBA.
• Notify your registered agent if the agent holds DBA-specific records.
• Update contracts, invoices, websites, and signage.
• If you have licenses or permits under the DBA, change or close those records.

16) Update your internal systems

• Update accounting systems to stop issuing documents under the old DBA.
• Adjust your sales tax and payroll records if they reference the DBA.
• Remove the DBA from your compliance calendars and renewal ticklers.
• Confirm that your marketing and customer service teams stop using the old name.

17) Keep proof of timing

• Keep the file-stamped abandonment and any delivery receipts.
• Note the effective date in your records management system.
• If disputes arise about the use of the name, your records will be helpful.

18) Avoid common mistakes

• Do not assume a county filing ends a state record, or vice versa.
• Do not forget to sign with an authorized title.
• Do not use a nickname or shortened entity name.
• Do not pick an effective date beyond the allowable window.
• Do not continue using the DBA after the effective date.

19) If your entity has dissolved or withdrawn

• You can still file abandonment to close out the record.
• Use an authorized liquidating trustee or last officer to sign.
• If your authority is based on a winding-up role, keep proof in your files.

20) If you are replacing the DBA with a new one

• File the new assumed name certificate first or in parallel.
• Set the abandonment effective date to follow the launch of the new name.
• Avoid a period where neither the old nor the new name is properly filed.

Real-world example: You run “Redline Logistics LLC.” You filed an assumed name, “Redline Freight,” for a marketing push. You now operate only as “Redline Logistics LLC.” You complete Form 504, listing “Redline Freight” as the assumed name and “Redline Logistics LLC” as the registrant. You select immediate effectiveness. Your manager signs. You pay the filing fee and submit the form. After you receive the file-stamped copy, you notify your bank and update your vendor portals. You also filed with the county clerk because you had a county certificate on file. Your records now align across all channels.

One final note. Form 504 cleans the state record, but it does not erase history. Contracts signed under the DBA remain valid. Debt and legal obligations follow the entity, not the assumed name. Treat this filing as part of a broader cleanup plan. Align your contracts, licenses, tax accounts, and banking so that your business identity is clear and consistent everywhere.

Legal Terms You Might Encounter

• Assumed name. This is the public name you trade under that differs from your legal name. On this form, you identify the assumed name exactly as it appears on the original certificate you now want to abandon.
• Registrant. The registrant is the person or business that filed the assumed name certificate. In Form 504, the registrant is the party abandoning the assumed name. Make sure the registrant’s legal name matches the original filing.
• Filing entity. A filing entity is a business that is formed by filing with the state, such as a corporation or limited liability company. If your business is a filing entity, you must list the entity’s exact legal name and state-issued file number on Form 504.
• Nonfiling entity. This is a business type that does not form by filing with the state, such as a general partnership or sole proprietorship. If your business is a non-filing entity, you identify the owners as the registrants on the abandonment form.
• File number. This is the state-issued number assigned to the original assumed name certificate. You include this number on Form 504 so the filing office can locate and terminate the correct record.
• Abandonment. Abandonment ends the assumed name certificate before it expires. Form 504 records that you no longer claim or use the assumed name under that certificate.
• Expiration. Assumed name certificates expire on their own after a set period. If you want to stop earlier, you use Form 504. If you let it expire, you generally do not file abandonment.
• Governing person or governing authority. This means the individual with legal power to sign for the entity, such as a manager, member, director, or officer. The signer on Form 504 must have authority to bind the registrant.
• Execution. Execution means signing the form. When you execute Form 504, you certify that the information is true and that you intend to abandon the assumed name certificate.
• County filing. Some businesses also file assumed name certificates at the county level. Form 504 addresses the state-level certificate. If you filed at the county, you usually must file a separate abandonment with the county clerk to close that record.
• Successor entity. A successor is a business that takes over another by merger, conversion, or other transaction. A successor may sign abandonment if it legally replaces the original registrant. Keep proof of the change in your records.

FAQs

Do you need to file Form 504 if your assumed name certificate has already expired?

No. Once the certificate expires, the record ends. You use Form 504 only when you want to end the certificate before its expiration. You may also file it if you want a clear paper trail that you stopped using the name early.

Do you have to abandon an assumed name you never used?

If the certificate is on file, it still exists. File Form 504 if you want to remove the record and avoid confusion. This helps banks, vendors, and agencies know the name is no longer in use.

Do you need to file anything at the county level?

Yes, if you filed an assumed name certificate with a county clerk. State and county records are separate. Filing Form 504 ends the state record only. File the county’s abandonment or withdrawal form to close the county record.

Who can sign Form 504?

An authorized person for the registrant must sign. For an LLC, this could be a manager or member with authority. For a corporation, an officer or director typically signs. For a sole proprietorship, the owner signs. Use the same authority you would use for other official filings.

Can you use Form 504 to change or correct the assumed name?

No. Form 504 does not amend or correct. It ends the existing certificate. To keep using the name with updated details, file a new assumed name certificate. To correct a minor error on the existing record, you typically file an amendment or a new certificate, not an abandonment.

Do you have to notify your bank, vendors, or agencies after filing?

Yes. The filing ends the public record, but it does not update private accounts. Notify your bank, payment processors, vendors, insurers, and any licensing agencies. Provide a copy of the filed abandonment for their records.

How long does processing take?

Processing time depends on the filing method and the current workload. Mail filings take longer than electronic or in-person filings. Build in extra time if you have deadlines with banks, landlords, or agencies.

What if your entity converted or merged since filing the assumed name?

You can still abandon the certificate. The signer should be a person authorized by the current legal entity that succeeded to the original registrant’s rights. Keep records showing the merger or conversion in case the filing office requests support.

Checklist: Before, During, and After the Form 504 – Statement of Abandonment of an Assumed Name Certificate

Before signing

• Exact assumed name. Match the name on the original certificate, including punctuation and spacing.
• State file number for the assumed name certificate. Pull it from your prior filing or confirmation.
• Legal name of the registrant. Use the current exact legal name of the business or individual.
• Entity type and jurisdiction. Confirm whether you are an LLC, corporation, partnership, or individual, and your domestic or foreign status.
• Registered office or principal address. Use a current mailing address for official notices.
• Signer’s authority. Confirm the signer’s capacity (owner, member, manager, officer, partner).
• Successor documentation, if applicable. Have merger, conversion, or name-change records available.
• County-level records. List each county where you also filed. Plan to file county abandonment forms as needed.
• Banking and vendor list. Identify accounts and partners that reference the assumed name.
• Internal approvals. Get any board, member, or partner approvals required by your governance documents.

During signing

• Verify the assumed name is an exact match to the original certificate.
• Confirm the registrant’s legal name is correct and current.
• Enter the correct file number for the assumed name certificate.
• Identify the registrant type accurately (entity or individual).
• Confirm that the signer’s title and authority are shown clearly.
• Review for typos, missing fields, or inconsistencies.
• Date the form correctly and sign in the proper capacity.
• If the form allows, select the desired effectiveness timing, or accept immediate effectiveness.

After signing

• File the form with the state filing office and pay the required fee.
• If you filed county certificates, submit county abandonments as well.
• Request and store a filed-stamped copy for your records.
• Update internal records, including your company name matrix and compliance calendar.
• Notify your bank, card processors, and payroll providers to remove the assumed name.
• Inform vendors, customers, and landlords to prevent billing or contractual confusion.
• Update licenses, permits, and tax accounts that include the assumed name.
• Replace signage, stationery, website footers, and email signatures if they reference the assumed name.
• Archive all confirmations with the original certificate for audit and diligence purposes.

Common Mistakes to Avoid

• Using the wrong assumed name spelling. Don’t forget to match the name exactly as filed. Mismatches can delay processing or cause the abandonment of the wrong record. Always check the original certificate or confirmation.
• Listing the wrong file number. Enter the assumed name certificate’s file number, not your formation number. The wrong number can prevent the filing office from locating the record, causing rejection or misapplication.
• Having an unauthorized signer. Make sure the signer has authority under your governance documents. If not, the filing can be rejected, or worse, challenged later by banks or partners.
• Ignoring county filings. If you filed at the county, the state abandonment does not close county records. Don’t forget separate county abandonments. Leaving county records open can cause confusion with lenders or customers.
• Failing to notify third parties. Ending the public record does not update private accounts. Don’t forget to notify banks, vendors, and agencies. Unupdated accounts can cause rejected payments, tax notices, or contract disputes.

What to Do After Filling Out the Form

1. File the form promptly. Submit the signed Form 504 with the required fee. Choose the fastest filing method available to you if timing matters.
2. Get proof of filing. Obtain a filed-stamped copy or acknowledgment. Store it with your original assumed name certificate and your governance records.
3. Close county records. If you filed assumed name certificates with county clerks, file their abandonment forms. Ask for a receipt or confirmation and keep copies.
4. Notify financial institutions. Provide your bank and payment processors with a copy of the abandonment. Remove the assumed name from accounts, checks, and merchant profiles.
5. Update contracts and billing. Review active contracts, invoices, and purchase orders. Replace the assumed name with your legal name or the new assumed name you will use going forward.
6. Refresh licenses and permits. Check whether any state or local licenses list the assumed name. Update those records to avoid renewal or enforcement issues.
7. Adjust marketing and customer communications. Replace the assumed name on your website, social profiles, signage, and materials. Explain the change to customers to prevent confusion.
8. Clean up tax records. Confirm that tax accounts reflect your current name usage. Align sales tax, payroll tax, and other accounts with your legal or new assumed name.
9. Review insurance policies. Ask your insurer to remove the assumed name or add the correct name. Uncorrected policies can complicate claims handling.
10. Assess the need for a new assumed name. If you plan to trade under a different name, prepare a new assumed name certificate. Keep timing tight to avoid gaps with banks and customers.
11. Coordinate internal systems. Update your accounting software, CRM, and internal directories. Remove the assumed name to keep reporting and audits clean.
12. Plan for due diligence. Keep a packet with the original certificate, the abandonment, proof of filing, and related notices. This helps with loans, audits, and future transactions.