Form 503 – Assumed Name Certificate

Jurisdiction: Country: United States | Province/State: Texas

What is a Form 503 – Assumed Name Certificate?

Form 503 is the Texas state filing you use to register an assumed name. You may know it as a “DBA.” The form puts the public on notice that your business uses a name different from its legal name. It also links that name to your legal business record on file with the state.

In Texas, “filing entities” use this form. Filing entities include corporations, LLCs, limited partnerships, professional entities, and similar structures. Foreign filing entities that register to do business in Texas also use it. If you run a sole proprietorship or a general partnership, you normally file at the county level instead. You do not use this state form unless your structure is on file with the state.

Who typically uses this form?

Business owners who want to brand with a trade name. Professional practices that need a market name. Franchises that operate under franchise names. Multi-entity groups that need clear naming for separate lines. Foreign companies that must use a modified name in Texas. Series LLCs that brand each series separately. Nonprofits that run programs under specific names.

Why would you need this form?

You want to open bank accounts under a trade name. You plan to invoice customers under a brand. Your legal name does not match your signage or website. Your foreign entity name is not available in Texas. Your professional rules limit your legal name, but you market a different name. You operate multiple product lines and want clear branding. You want cleaner contracts that show a clear link between brand and entity.

Typical usage scenarios include common moments in a business life cycle. An LLC called “Bluebonnet Ventures, LLC” wants to sell coffee as “Sunrise Roasters.” A professional corporation markets as “Hill Country Dermatology.” A Delaware corporation registers in Texas. Its Delaware name conflicts with a Texas entity name. It adopts “Lakeside Supply Co.” for Texas operations, then files Form 503. A franchisee’s legal entity is “Lonestar Foods, LLC.” It operates “Burger Barn” locations and files Form 503 to support banking and signage. A Texas series LLC runs separate rental properties as “Mesquite Homes Series A” and files for that series name.

Form 503 does not form a business. It does not create a separate legal entity. It does not grant exclusive rights to a name. It is a public notice filing that ties a name to your registered entity record. Think of it as a transparency tool that helps customers, vendors, and regulators identify the business behind the brand.

When Would You Use a Form 503 – Assumed Name Certificate?

You use Form 503 when your business is a filing entity, and you plan to use a name different from its legal name in Texas. You also use it if you are a foreign entity registered in Texas and need a different name here. If you are a sole proprietor or a general partnership not on file with the state, you generally file at the county level instead.

A common situation involves branding. Your legal name often contains “LLC,” “Inc.,” or other designators. Your storefront or product line might not. “Riverbank Holdings, LLC” may sell outdoor gear as “Trail Shed.” You need Form 503 for that brand. Banks will usually ask for your assumed name certificate when you open a DBA account. Vendors may contract under your brand. Without a state filing, you leave a gap in your records.

Foreign entities face another common scenario. Suppose your Delaware corporation is “Horizon Media, Inc.” You apply in Texas and learn that a similar name exists here. You chose “Horizon Media Southwest” as your Texas name. You file Form 503 to register that assumed name at the state level. You then use that name on Texas contracts, invoices, and signage.

Professional entities also rely on assumed names. Law, medical, and other professional practices have tight naming rules. You might need to include the owner’s surnames or specific designators in the legal name. Your marketing name could be simpler, like “Lone Star Family Medicine.” You register that marketing name by filing Form 503.

Franchise owners use Form 503 to align their legal structure and brand. Your entity might be “Blanket Foods GP, LLC.” You operate three “Pasta Plaza” locations under a franchise agreement. You file Form 503 for “Pasta Plaza” to support uniform branding and banking.

Series LLC owners often use assumed names for each series. “Southwind Rentals, LLC” can operate Series A as “Southwind Rentals – Travis Lake Homes.” You file an assumed name for that series to label leases and bank accounts. This keeps records clean and helps tenants understand who they pay.

Nonprofits also use assumed names for programs. Your legal name might be “Neighbors Helping Neighbors.” Your food pantry runs as “Community Cupboard.” You file the assumed name so donors, partners, and agencies can link the program to the legal entity.

Seasonal or campaign use is another fit. A retailer runs a special division named “Holiday Pop-Up Market.” You plan to use it for two years. You file Form 503 with a limited duration. When the program ends, you let the certificate expire or file an abandonment.

Finally, consider future clarity in disputes. Assume a customer contract lists only “Trail Shed.” If you file Form 503, the records clearly tie “Trail Shed” to “Riverbank Holdings, LLC.” That reduces confusion in collections, audits, and litigation. It also strengthens the credibility of your invoices and tax filings.

Legal Characteristics of the Form 503 – Assumed Name Certificate

Form 503 is a statutory notice filing. It is not a contract. It does not create or change a legal entity. It is legally significant because Texas law requires filing when a filing entity uses an assumed name. The certificate makes your use of the name a matter of public record. It identifies who stands behind the name and how to reach the business.

The filing is legally binding in the sense that it satisfies a statutory duty. When you sign the form, you certify that the information is true. False statements can carry penalties. If you operate under an assumed name without required filings, you risk fines. You may also face delays or restrictions when you try to enforce contracts in Texas courts under that name. Courts expect a clear link between the contract name and the legal entity. The certificate helps establish that link.

Enforceability flows from compliance with the statute and the accuracy of your filing. You must list your exact legal name as it appears in state records. You must supply the correct state file number for your entity. You must provide the correct jurisdiction of formation. You must include the principal office street address. You must choose a duration for the name use that does not exceed ten years. The form must be signed by a person authorized to act for your entity. These points support the validity of the filing.

The certificate does not grant exclusive rights to the assumed name. It is not a trademark registration. It does not block others from using similar names. It does not guarantee name availability. The state filing office reviews the form for completeness, not for trademark conflicts. You remain responsible for checking brand risk, including federal and state trademark rights. If you want exclusive rights, consider trademark registration and a common-law use strategy.

You must also follow name content restrictions. Do not use words that imply a different entity type. Do not include “Inc.” unless you are a corporation. Do not include “LLC” unless you are an LLC. Certain words require additional licensing or approvals. Examples include words tied to banking, insurance, engineering, and higher education. If you lack the required authority, do not use protected terms.

Duration matters. Texas assumed name certificates expire at a set time, which cannot exceed ten years. If you want to continue using the name, you must renew before the end date. If you stop using the name early, you can file an abandonment to end the record. If you need to change the name or correct a material error, you file a new certificate. Amendments are not typically used to change the assumed name itself.

Finally, mind the split between state and county filings. Filing entities must file at the state level. If you maintain a place of business in a Texas county, you also file in that county. Sole proprietors and general partnerships file at the county level. The state certificate does not replace county requirements. Keep both levels in view when you plan your rollout.

How to Fill Out a Form 503 – Assumed Name Certificate

Follow these steps to complete the form accurately and avoid rejections.

1) Confirm you are the right filer.

• Verify your business is a filing entity on the state’s records. This includes LLCs, corporations, limited partnerships, professional entities, and similar forms.
• If you are a foreign entity registered to transact business in Texas, you also use this form.
• If you are a sole proprietor or a general partnership not on file with the state, do not use this form. File at the county level instead.

2) Choose the assumed name you will use in Texas.

• Pick one assumed name per filing. If you will use multiple names, file separate certificates.
• Ensure the name fits your branding and is not misleading. Do not suggest a different entity type.
• Only use “LLC,” “Inc.,” or similar words if you are that entity type.
• Avoid restricted words unless you hold the required authority.

3) Enter the assumed name exactly as you will use it.

• Use proper capitalization and punctuation.
• Match the name you plan to use on signage, websites, and invoices.
• If your branding includes punctuation or symbols, enter them as they appear.

4) Identify the registrant (your legal entity) exactly as on file.

• Enter the full legal name of your entity as shown in state records.
• Include commas and designators like “LLC” or “Inc.” exactly.
• If you are a foreign entity, use your true legal name from your formation jurisdiction.

5) Provide the state file number and entity type.

• Enter your state-issued file number. This ties the assumed name to your record.
• Select or state your entity type, such as LLC, corporation, or limited partnership.
• If you are a professional entity, identify the professional form accurately.

6) State the jurisdiction of formation.

• List the state or country where your entity was formed.
• If you converted or domesticated, use your current formation jurisdiction.

7) Enter the principal office street address.

• Provide a physical street address for the business. Do not list a P.O. Box as the sole address.
• Include city, state, and ZIP or postal code.
• This should be your principal office, not your registered agent address, unless they are the same.

8) Specify the period of use for the assumed name.

• Choose a duration not to exceed ten years.
• Many businesses select the full ten years to reduce renewals.
• Calendar the renewal date at least six months before expiration.

9) Consider series LLC details if applicable.

• If you are a registered series of an LLC, identify the series exactly.
• Use the parent LLC’s legal name and file number.
• Enter the series designation that matches your internal records and public filings.

10) Review county-level requirements.

• If you have a place of business in a Texas county, plan to file at the county level as well.
• List counties on the county form as required.
• Keep your state and county records consistent.

11) Confirm accuracy and authority to sign.

• The signer should be a person with authority under your governance documents.
• For an LLC, a manager or authorized officer may sign. For a corporation, an officer signs.
• Do not use a nominee without actual authority.

12) Sign the form.

• The state assumed name certificate does not require notarization.
• Sign and date the form. Print the signer’s name and title.
• Your signature certifies the information is true and correct.

13) Prepare any additional pages if needed.

• Use an attachment if the form runs out of space.
• Label attachments clearly and reference the relevant section.
• Ensure the assumed name and entity info appear on each attachment.

14) Pay the filing fee and submit the form.

• A filing fee applies. Prepare payment as instructed by the filing office.
• You may submit by mail or other accepted methods. Check current options before you send.
• Keep a copy of the complete submission for your records.

15) Track confirmation and retain proof.

• Save the filed certificate and any acknowledgment from the filing office.
• Store your proof in your corporate records and with your banking documents.
• Share a copy with your accountant and any team handling contracts.

16) Update public-facing materials.

• Use the assumed name consistently on your website, signage, and marketing.
• Update your vendor accounts and W‑9 information as needed.
• Tell your bank which accounts will use the assumed name.

17) Use clear contract signatures.

• Sign contracts using the legal name and the assumed name together.
• Example: “Riverbank Holdings, LLC d/b/a Trail Shed.”
• This prevents confusion and supports enforcement if a dispute arises.

18) Calendar renewals and changes.

• Your certificate expires at the end of the chosen period, not to exceed ten years.
• File a new certificate before expiration to continue using the name.
• If you stop using the name early, file an abandonment to end the record.

19) Know how to fix mistakes or changes.

• If you misspell the assumed name or need to change details, file a new certificate.
• You cannot “edit” an existing assumed name on file.
• For corrections that do not change the assumed name, consider a corrective filing. When in doubt, file a new certificate.

20) Keep county filings aligned.

• If you operate in a county, file or update the county assumed name certificate.
• Ensure the assumed name, legal entity, and address match your state filing.
• Renew county records on the same schedule as your state records.

Practical example

You run “Cedar & Co., LLC,” a Texas LLC. You want to sell handmade goods as “Cedar Craft Market.” You complete Form 503 with “Cedar Craft Market” as the assumed name. You list “Cedar & Co., LLC” as the registrant. You add your state file number and Texas as the formation jurisdiction. You provide your Austin office street address. You choose a ten‑year duration. Your manager signs. You pay the filing fee and submit. You also file at the Travis County level because you have a storefront there. You then open a bank account titled “Cedar & Co., LLC d/b/a Cedar Craft Market.” Your receipts, contracts, and website use “Cedar Craft Market.” Your contract signature block reads “Cedar & Co., LLC d/b/a Cedar Craft Market, by Jane Smith, Manager.” You calendar a renewal nine years out.

Another example: Your Delaware corporation registers to do business in Texas. Its legal name conflicts with a Texas entity name. You adopt “Vista Analytics Southwest” as your Texas assumed name. You file Form 503 with your Delaware corporation’s exact legal name and file number assigned in Texas. You list Delaware as the formation jurisdiction and your principal office address. You choose a ten‑year duration. You then use “Vista Analytics Southwest” on all Texas contracts. You add the d/b/a line to invoices and payment instructions.

A final note on compliance

Keep your assumed name aligned with your governance records, marketing, and contracts. If you change your principal office address, consider whether your filings need updates. If ownership or management changes, ensure your signer still has authority. If you expand into new counties with physical locations, assess county filing needs. Treat assumed name compliance as part of your standard entity maintenance.

Legal Terms You Might Encounter

• Assumed name (DBA). This is the name you want to use that is not your legal name. You put this name on the form. You will use it in public-facing business activities.
• Legal name of the registrant. This is your true business name on state records. For entities, it is the name on your formation filing. For individuals, it is your personal name.
• Registrant. This is the person or entity adopting the assumed name. You list the registrant’s legal name and address on the form. The registrant signs the certificate.
• Filing entity. This means a business formed by filing with the state, such as an LLC or corporation. Filing entities use this certificate to adopt an assumed name. The form captures your state file number.
• Jurisdiction of formation. This is the state or country where you formed your entity. You must disclose it on the form. It shows which law governs your entity’s formation.
• Registered agent and registered office. This is the person and Texas street address that accepts legal papers for your entity. The form asks where you transact business under the assumed name. Keep your registered office current with your entity records.
• Principal office. This is your main business office. It can be inside or outside Texas. You list it to show where you manage the business.
• Counties where business is conducted. You must list all Texas counties where you will use the assumed name. Add every county where you do business under that name. This controls where your filing gives notice.
• Terms of use. This is how long you want the assumed name to remain active. The term cannot exceed ten years. You can renew by filing a new certificate.
• Effective date. You may choose an immediate or a future effective date. A future date delay when the assumed name starts. The term runs from the effective date.
• Execution. This is the signature and certification on the form. An authorized person must sign. The signer certifies that the information is true and correct.
• Amendment. This is a later filing to update information on a current certificate. Use it if key details change, like the entity name. You cannot amend the term once it expires; you file a new certificate.
• Abandonment or withdrawal. This is how you end the use of the assumed name before the term ends. You file a separate certificate to withdraw. This keeps public records current and avoids confusion.
• Series LLC or other subdivisions. If you run a protected series that uses a distinct name, you may adopt an assumed name for the series. Identify the series correctly on the form. The governing authority for the series signs.
• Name availability. The state does not check or protect assumed names like entity names. This filing does not give exclusive rights to the name. Avoid names that mislead the public or violate other laws.

FAQs

Do you need this form if you are a sole proprietor?

You likely do not. This form is designed for entities that register with the state. Sole proprietors and general partnerships often file at the county level instead. Check local rules for your business type before you file.

Do you need to file at the county level as well?

You may. This state filing does not replace county filings that may apply to you. Some businesses must file in each county where they do business. Confirm whether your business type requires county filings in addition to the state filing.

Do you need to check name availability first?

You should check for conflicts, but the state does not grant exclusivity for assumed names. The form will not block others from using a similar assumed name. Check trademarks and marketplace use to reduce confusion and risk.

Can you put more than one assumed name on a single certificate?

No. File one certificate per assumed name. If you plan to use two distinct assumed names, file two separate certificates. Pay the fee for each filing.

Can you list only one county if you do business statewide?

List every Texas county where you will do business under the assumed name. If you plan to operate statewide, list each county where you actually transact business. Update your filing if your operations expand.

Can you change the assumed name term or other details later?

You can update some information by filing an amendment. If the term expires, you must file a new certificate. If you stop using the name, file a withdrawal to end it before the term ends.

Who can sign the form for an entity?

An authorized person must sign. For an LLC, that is a manager or authorized member. For a corporation, that is an officer. For a partnership, that is a general partner. Use your actual title on the signature line.

How long does processing take, and can you expedite it?

Processing time varies by workload and filing method. Expedited handling may be available for an extra fee. If you have a launch date tied to the assumed name, file early or request expedited service.

Checklist: Before, During, and After the Form 503 – Assumed Name Certificate

Before signing:

• Confirm your entity’s exact legal name.
• Locate your state file number for the entity.
• Identify your jurisdiction of formation.
• Decide the exact assumed name you will use.
• Verify the assumed name aligns with professional and industry rules.
• Choose the term of use, up to ten years.
• Decide the effective date: immediate or a future date.
• List all counties where you will transact business under the assumed name.
• Confirm the principal office address (street address preferred).
• Identify the authorized signer and their title.
• For a series LLC, identify the specific series and governing person.
• Confirm whether you also need county filings.
• Set a reminder for renewal well before the term ends.

During signing:

• Check spelling of the assumed name, every time it appears.
• Verify your legal entity name matches your state records.
• Confirm the entity file number is correct and current.
• Ensure the jurisdiction of formation is accurate.
• Review the principal office address for accuracy and completeness.
• Confirm the counties list covers all planned operations.
• Ensure the term does not exceed ten years.
• Review the chosen effective date for alignment with your launch plan.
• Confirm the signer’s title matches entity records.
• Make sure the form is complete and legible.

After signing:

• File the certificate with the state filing office.
• Pay the required filing fee by an accepted method.
• Keep a copy of the signed certificate for your records.
• Track the filing acknowledgment and effective date.
• If required, file at the county level where you do business.
• Update banking, tax accounts, and licenses to reflect the assumed name.
• Notify vendors, landlords, and insurers of the assumed name.
• Update your website, signage, invoices, and contracts.
• Add the assumed name to your bookkeeping and payroll systems.
• Calendar the renewal date well before expiration.
• If details change, file an amendment as soon as possible.
• If you stop using the name, file a withdrawal to close it.

Common Mistakes to Avoid Form 503 – Assumed Name Certificate

• Forgetting to list every county where you will do business. Your filing will not give notice in the missing counties. Don’t forget to add any new counties as you expand.
• Choosing a term longer than ten years. The state will reject the filing. Don’t forget to select a term of ten years or less.
• Using a name that implies an unauthorized profession or status. The state can reject or challenge the name. Don’t forget to avoid restricted or misleading words.
• Having the wrong person sign. The state may reject or delay processing. Don’t forget to use an authorized officer, manager, or partner.
• Assuming the filing protects the name. This certificate does not grant exclusive rights. Don’t forget to run trademark and marketplace checks.

What to Do After Filling Out the Form 503 – Assumed Name Certificate

1. File the certificate. Submit it to the state filing office by your chosen method. Pay the filing fee. Keep proof of submission and payment.
2. Track the acknowledgment. Watch for your stamped acknowledgment or confirmation. Note the effective date. Confirm that the assumed name is active before using it.
3. Update business records. Add the assumed name to your letterhead, website, and contracts. Update vendor and customer agreements where needed. Reflect the name in your email signatures and marketing materials.
4. Notify your bank. Provide a copy of the filed certificate to your bank. Update your signature cards and accounts. If you open a new account, include the assumed name in the account title.
5. Update tax and license records. Add the assumed name to your tax accounts. Update sales tax, employer accounts, and permits. Share the certificate with agencies that request proof.
6. Inform counterparties. Send notice to landlords, insurers, and lenders. Confirm that certificates of insurance show the assumed name if required. Align all documents to avoid payment delays.
7. Adjust accounting systems. Add the assumed name to your chart of accounts. Update billing and invoicing templates. Ensure your payment processors show the correct name.
8. Plan renewal. Calendar the end of the stated term. Start renewal at least 60 days before expiration. File a new certificate to maintain continuity.
9. Manage changes. If your principal office, counties, or legal name changes, file an amendment. If you stop using the assumed name, file a withdrawal. Update all records and counterparties after each change.
10. Coordinate county filings. If your business type or location requires county filings, complete them. Keep copies of each county certificate. Align the county records with your state certificate.
11. Keep records organized. Store the filed certificate with your entity records. Include board or manager approvals, if any. Keep a change log for future audits or due diligence.
12. Align with brand guidelines. Ensure your assumed name matches your brand use. Review how the name appears in ads and disclosures. Keep usage consistent across channels.
13. Monitor for conflicts. Watch for marketplace confusion or new trademarks. Adjust your branding if issues arise. Consider legal action only after you assess risk and cost.
14. Integrate with growth plans. If you expand into new counties, update your certificate. If you form new entities or series, file separate certificates as needed. Keep timelines and fees in your budget.