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Filing an Assumed Name Certificate (DBA) in Texas is straightforward once you know which form to use, where to file it, and what the rules require. This guide walks you through every step — from determining your entity type all the way to retaining your filed certificate — with exact fees, forms, and submission methods for both county clerk and Secretary of State filings.
Before You Begin: Two Filing Paths
Texas law creates two distinct filing paths for Assumed Name Certificates, and the one that applies to you is determined entirely by your business entity type — not by your preference, your county, or the name you want to use.
Path A — County Clerk: Sole proprietorships, general partnerships, joint ventures, real estate investment trusts, and estates. You must file in each county where you conduct business or maintain an office.
Path B — Secretary of State: LLCs and PLLCs, corporations (for-profit, nonprofit, professional), limited partnerships (LP), limited liability partnerships (LLP), and foreign filing entities. One filing covers the entire state of Texas.
Step 1: Determine Your Business Entity Type
Before anything else, identify your legal business structure. This single determination controls everything that follows — which form you use, where you file, whether you need notarization, and what fee you pay.
If you are operating as an individual without forming any business entity, you are a sole proprietor and must follow Path A (county clerk). If your business was formed by filing a Certificate of Formation or similar document with the Texas Secretary of State, you are an incorporated entity and must follow Path B (Secretary of State).
You can verify your entity type for free using the Texas Comptroller's Taxable Entity Search at mycpa.cpa.state.tx.us or by searching the Secretary of State's SOSDirect database.
Step 2: Search for Your Desired Name
Texas does not require a name to be unique before you can file an Assumed Name Certificate — multiple businesses can legally hold the same assumed name. However, conducting a search before filing is strongly recommended for several practical reasons:
- Consumer confusion — customers may confuse your business with an existing one using the same name
- Trademark risk — an existing business may hold a federal trademark on the name, creating infringement exposure even if your DBA filing is valid
- Banking complications — some financial institutions conduct their own name searches and may ask questions if your name closely matches a local competitor's
Where to Search — Path A (County Filers)
Contact the county clerk's office in each county where you plan to operate. Many Texas county clerks offer a name search service for a small fee (typically $10). Some counties also provide free online records search portals. The county clerk's search covers only that county's records — it does not show names filed in other counties or with the Secretary of State.
Where to Search — Path B (State Filers)
Use the Texas Secretary of State's SOSDirect portal at sos.texas.gov to search both entity names and existing assumed name certificates statewide. Access requires creating a free account. The Comptroller's Taxable Entity Search is also useful for finding active business names.
tmsearch.uspto.gov before filing.
Step 3: Obtain the Correct Form
Path A — County Clerk Form
Each Texas county uses its own version of the Assumed Name Certificate form — there is no single statewide county form. Visit or contact the county clerk's office in the county where you will be filing. Most Texas county clerks post their forms on their official websites as downloadable PDFs.
The form will typically ask for the assumed name, the owner's full legal name and address, the type of business, the county or counties where business will be conducted, and the duration of the filing (up to 10 years).
Path B — Secretary of State Form 503
Incorporated entities use Form 503 — Assumed Name Certificate, available on the SOS website at sos.texas.gov/corp/forms. The form is available as both a fillable PDF and a Word document. Each assumed name requires a separate Form 503 — if your entity intends to operate under three different trade names, you must file three separate certificates.
Form 503 asks for the assumed name; the entity's legal name exactly as it appears on SOS records; the entity type; the principal office address; the Texas county or counties where the assumed name will be used; and the duration of the filing (up to 10 years).
Step 4: Complete and Execute the Certificate
Fill in every field on the form completely and accurately. Leave no required fields blank — incomplete forms will be returned unfiled.
Signing Requirements — Path A (County)
All owners listed on the certificate must sign, and all signatures on county-level certificates must be notarized. If you are filing in person and the county clerk's office has a notary on staff, you may be able to sign there. If filing by mail, have all signatures notarized by any licensed Texas notary public before mailing. A certificate listing multiple owners requires all owner signatures to be notarized — not just the primary owner's.
Signing Requirements — Path B (State)
Form 503 must be signed by an authorized representative of the entity: an officer or director (for corporations), a member or manager (for LLCs), a general partner (for LPs/LLPs), or an authorized attorney-in-fact. Notarization is not required for state-level Form 503 filings. If signing as an attorney-in-fact, the certificate must include a statement that the signer has been authorized in writing by the principal.
Step 5: Submit Your Certificate and Pay the Filing Fee
Once your certificate is complete and properly signed (and notarized, if required), it is ready for submission.
Path A — County Clerk Submission Options
- In Person: Walk into the county clerk's recording division during business hours. Bring the completed, notarized certificate and payment. Processing is typically immediate — you leave with a file-stamped copy the same day.
- By Mail: Mail the notarized certificate with a cashier's check or money order (many counties do not accept personal checks by mail). Include a self-addressed stamped envelope if you want a certified copy returned. Processing typically takes 7–14 business days.
- Online (select counties): A growing number of Texas counties accept online submissions through their official portals. Check your specific county clerk's website for availability.
Path B — Secretary of State Submission Options
- Online via SOSDirect: The fastest method. Log in to SOSDirect at
sos.texas.govand submit Form 503 electronically with payment by credit card. Standard processing is 1–2 business weeks. - By Mail: Mail Form 503 with a check or money order payable to the Secretary of State to: P.O. Box 13697, Austin, TX 78711-3697. Allow 1–2 business weeks for standard processing.
- In Person: Deliver to the James Earl Rudder Office Building, 1019 Brazos St., Austin, TX 78701. In-person drop-off follows the standard queue unless you also pay the expedite fee.
- Expedited Processing: Pay an additional $25 expedite fee for 1–2 business day turnaround. Expedite requests must be clearly marked on the submission.
Filing Fee Summary
| Filing Type | Base Fee | Additional Owners | Expedite |
|---|---|---|---|
| County Clerk (typical range) | $14 – $25 | +$0.50 each | N/A |
| Travis County | $23.00 | +$0.50 each | N/A |
| Harris County | $24.00 | +$0.50 each | N/A |
| Bexar County | $14.00 | +$0.50 each | N/A |
| Secretary of State (Form 503) | $25.00 flat | Included | +$25.00 |
Step 6: Retain Your File-Stamped Certificate
Once your certificate has been processed, you will receive a file-stamped copy bearing the county clerk's or Secretary of State's official stamp and date. This document is your proof of compliance and you will need it for several purposes:
- Opening a business bank account under the assumed name — virtually every bank requires a file-stamped DBA certificate
- Signing contracts in the trade name — having the certificate on hand confirms the trade name's legal standing
- Real estate closings — title companies routinely require a valid DBA certificate when a party is acting under a trade name
- Renewal planning — the filing date on the certificate starts the 10-year clock; note the expiration date in your calendar so you do not let it lapse
Common Filing Mistakes — and How to Avoid Them
Most DBA filing problems stem from a handful of avoidable errors.
Mistake 1: Filing with the wrong office. An LLC that files its DBA at the county clerk instead of with the Secretary of State has not satisfied Chapter 71. Always confirm your entity type and file in the correct venue.
Mistake 2: Mistyping the legal entity name. Form 503 requires the entity's legal name exactly as it appears on SOS records — including punctuation, spacing, and any designator like "LLC" or "Inc." Pull up your entity's SOS record and copy the name character-for-character.
Mistake 3: Skipping notarization on county filings. A county clerk filing submitted without notarized signatures will be rejected. Have all signatures notarized before mailing.
Mistake 4: Filing one certificate for multiple counties. A sole proprietor operating in Travis County and Harris County needs to file a separate Assumed Name Certificate with the clerk of each county.
Mistake 5: Letting the certificate lapse. The certificate expires on the date stated on its face. Upon expiration, your right to maintain lawsuits under the assumed name is suspended. Set a calendar reminder at least 90 days before expiration.
Mistake 6: Assuming the DBA provides name protection. Filing a DBA gives you a public notice record — it does not give you exclusive rights to the name. If brand protection matters to your business, investigate federal trademark registration through the USPTO in addition to your DBA filing.
Pre-Filing Checklist
For All Filers:
- I have confirmed my business entity type (sole proprietor, LLC, corporation, partnership, etc.)
- I know whether to file with the county clerk (Path A) or Secretary of State (Path B)
- I have searched for existing uses of my desired assumed name
- I have obtained the correct form for my filing path
- The assumed name I want to use is different from my legal entity name
- The assumed name does not include restricted words requiring regulatory approval (e.g., "Bank," "Insurance")
- I have decided on the duration of the filing (up to 10 years) and noted the expiration date
- I have the correct fee amount ready in an accepted payment form
Additional Items — County Filers (Path A):
- I have the county-specific Assumed Name Certificate form for each county where I will file
- All owner signatures have been notarized (or I will sign in front of the county clerk's notary in person)
- I have a separate completed, notarized certificate for each county where I maintain an office or conduct business
- If mailing, I have included a cashier's check or money order and a self-addressed stamped envelope
Additional Items — State Filers (Path B):
- I have Form 503 from the Texas Secretary of State website
- The legal entity name on Form 503 matches my SOS records exactly
- The form has been signed by an authorized representative of the entity
- If filing online via SOSDirect, I have created my SOS account and have a credit card ready
- If I need expedited processing, I have noted that on the submission and included the $25 expedite fee
Frequently Asked Questions
How long does it take to get a Texas DBA approved?
For county clerk filings, in-person submissions are typically processed immediately — you leave with a file-stamped certificate the same day. Mail submissions take approximately 7–14 business days depending on the county. For Secretary of State filings, standard processing is 1–2 business weeks. Expedited processing (add $25) reduces the turnaround to 1–2 business days.
Can I file my Texas DBA online?
State-level filings (Form 503) can be submitted online through the Texas Secretary of State's SOSDirect portal at sos.texas.gov. County clerk online filing availability varies — a growing number of counties offer online submission, but not all. Check your specific county clerk's website to confirm.
Do I need a lawyer to file a DBA in Texas?
Texas law does not require an attorney to file an Assumed Name Certificate. The process is procedural and many business owners complete it without legal assistance. However, consulting a Texas business attorney is advisable if your situation involves multiple entity types, unusual naming questions, potential trademark concerns, or if you are unsure which entity type applies to your business.
What if I operate in multiple Texas counties?
If you are a sole proprietor or general partnership, you must file a separate Assumed Name Certificate with the county clerk in each county where you maintain a business office. If you have no Texas office, file in each county where you conduct business. If you are an LLC, corporation, or other incorporated entity, a single Form 503 filing with the Secretary of State covers all 254 Texas counties.
What is the difference between a DBA and an LLC?
A DBA (Assumed Name Certificate) is simply a trade name registration — it does not create a separate legal entity and provides no liability protection. An LLC (Limited Liability Company) is a formal legal entity formed under the Texas Business Organizations Code that separates the owner's personal assets from business liabilities. You can have both: an LLC can also file a DBA to operate under a different trade name.