Rhode Island Business Entity Search

A Rhode Island business entity search is done in the Corporate Database run by the Business Services Division of the Rhode Island Department of State. Rhode Island's Secretary of State leads that department, so a search for the "RI secretary of state business search" points to the same free tool. It lists corporations, LLCs, partnerships, nonprofits and other filings, and it offers more search options than most states.

How to search the Rhode Island Corporate Database

1. Open the Business Entity Search in the Corporate Database.
2. Pick what to search by: entity name, an individual's name, the nine-digit ID number, the twelve-digit filing number, agent name, business address, purpose or NAICS code.
3. For a name search, choose a match type: Begins With, Exact Match, Full Text or Soundex (which catches names that sound alike).
4. Open the entity to see its details, then select All Filings and View Filings to read filed documents.

Name searches look at active records by default. To include closed companies, choose the Inactive option. Searches by ID number, individual, agent, address, purpose or NAICS code return both active and inactive records. The state's search assistance page explains each option.

How to tell if a company is in good standing

Rhode Island makes this simple. Open the record and look at the "Inactive Status" field. If it is blank, the entity is active. Then open the filings and confirm the latest annual report is on file. If it is, the company is active and in good standing.

If the field is not blank, the status guide explains what it means. The most common entries are:

• Revocation Notice: the state sent a 60-day warning for a missed filing, unpaid fee or tax, or no registered agent.
• Revoked: the entity did not respond to that notice.
• Forfeited: the entity lost its rights for failing to pay tax.
• Dissolved, Withdrawn or Cancelled: the owners ended the entity or its Rhode Island registration on purpose.
• Merged or Conversion: it joined another entity or changed form.

Ordering a certificate of good standing

Find the company in the Corporate Database, tick the request certificate box, choose the certificate type and check out. The online price is $22 for most entities and $7 for nonprofits, and processing takes two business days. The order certificates page lists the types, including good standing, legal existence and others. A certificate is not issued until all overdue reports are filed.

Note that this certificate from the Department of State does not prove the company paid its taxes. For that, a buyer or lender may ask for a separate Letter of Good Standing from the Rhode Island Division of Taxation.

Checking and reserving a name

Search the name with Exact Match and then Full Text to catch near matches. If nothing close appears, the name may be free. To hold it, file a Reservation of Entity Name on Form 620. The fee is $50, and it holds the name for 120 days. Need ideas first? Try our business name generator.

A company that wants to trade under another name files a Fictitious Business Name Statement on Form 624, also $50.

Forming an LLC in Rhode Island

1. Search and reserve the name if needed.
2. Name a resident agent with a Rhode Island street address. Post office boxes and virtual addresses are not allowed, and the agent must be reachable during business hours.
3. File Articles of Organization on Form 400. The fee is $150, and filing online adds a small convenience fee. The Department says it processes filings within two business days.
4. File the annual report on Form 632 between February 1 and May 1 each year. The fee is $50, or $75 once a penalty applies.
5. Plan for the $400 minimum annual tax paid to the Division of Taxation. It is owed even if the business earns nothing, and it is not prorated.

The costs and fees page sums up these numbers, and the full list is in the official fee schedule. The minimum tax is the cost most new owners miss, so put it in your business plan template. Our guide on how to start a business covers the remaining steps.

Common problems

• Name not found: Switch to Soundex or Full Text, or tick Inactive to include closed entities.
• Revocation Notice on the record: The company has about 60 days to fix the issue before revocation.
• Certificate request refused: File any missing annual reports first.
• Need a specific document: Search by the twelve-digit filing number to open its image.

Looking nearby? See the Massachusetts business entity search and the Connecticut business entity search, or open the all-states business entity search hub.