Can I file the report electronically?

Most states accept electronic filing through their secretary of state portals under ESIGN and UETA; however, adoption varies. Confirm state acceptance, any required consumer disclosures for certain entity types, and whether electronic signatures meet the state's form and authentication requirements before filing.

Who is authorized to sign the report?

Authorized signers are generally officers, directors, managers, or persons granted authority by the entity's bylaws or operating agreement. States may allow registered agents to sign in limited circumstances; retain documentation that demonstrates delegated authority to avoid rejection.

Do I need notarization or witness signatures?

Most states do not require notarization for biennial reports, but specific filing types or attached documents (e.g., amendments, real estate exhibits) may require notarization or witnesses. Verify state-specific requirements and consult statute or secretary of state guidance.

What are consequences of late or missed filings?

Consequences typically include late fees, loss of good standing, and potential administrative dissolution. Reinstatement may require additional filings, fees, and proof of compliance. Seek state guidance promptly to minimize penalties and understand reinstatement procedures.

Using an eSignature provider for filings?

Electronic signatures are legally valid under ESIGN and UETA in most jurisdictions for corporate filings. Ensure the provider supports required authentication, retention, and audit trails; verify any state-specific acceptance policies and retain a reproducible record of the signed filing.

How long must I retain filed reports?

Retain filed reports for the active term plus recommended post-termination periods. Follow federal minima (IRS records three years) and specific industry obligations such as HIPAA six-year retention; check state variations that may require longer retention.

Electronic Signature
Templates
Miscellaneous
Business Biennial Report

Business Biennial Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS BIENNIAL REPORT AND FILING AGREEMENT

RECITALS

WHEREAS, the Company identified below is required by applicable state law to submit a biennial report to maintain its good standing and to update the public record with current contact and organizational information; and

WHEREAS, the Company desires to provide truthful, complete, and current information to the filing authority and to engage the Filing Agent defined herein to prepare and submit the required biennial report; and

WHEREAS, the Company and Filing Agent agree to the terms and conditions set forth in this combined report and service agreement so that the filing may be made and a record of the filing maintained.

COMPANY INFORMATION (TO BE REPORTED)

Business Name

Entity Number: State/Province of Formation:

Entity Type (select one or more as applicable)

Corporation Limited Liability Company (LLC) Limited Partnership (LP) Other (specify):

Principal Office Address Mailing Address (if different) Registered Agent

Has registered agent or address changed since last report? Yes No

OFFICERS / MANAGERS

Provide current principal officers or managers. Additional pages may be attached if necessary.

Officer / Manager 1 — Name Title Officer / Manager 2 — Name Title Officer / Manager 3 — Name Title

BUSINESS ACTIVITY

Primary NAICS / Industry Code Brief Description of Principal Business Activity

SERVICE AGREEMENT — SCOPE OF WORK

Filing Agent will prepare and file the biennial report and necessary attachments on behalf of the Company for the reporting period indicated. Services include verification of Company information, preparation of required statements, submission to the appropriate filing authority, and retention of proof of filing.

Detailed Scope of Work

PAYMENT TERMS

The Company shall pay Filing Agent the fees set forth below for services and for any required statutory filing fees, subject to timely payment as specified.

Service Fee (not including statutory filing fees) Filing Fee (statutory) Payment Schedule Late Payment Fee

TERM AND TERMINATION

This Agreement for filing services commences on the Start Date and continues until the filing obligations described herein are completed, unless earlier terminated in accordance with this section.

Start Date: Anticipated End Date:

Termination Notice Period

CONFIDENTIALITY

Each party shall keep confidential all non-public information obtained from the other party in connection with the preparation and filing of the biennial report. Confidential information shall not be disclosed except as required by law or necessary to perform the services under this Agreement. Confidentiality obligations survive termination of this Agreement for a period of five (5) years.

GOVERNING LAW

This Agreement and any dispute arising out of it shall be governed by and construed in accordance with the laws of the jurisdiction in which the Company is formed or registered.

Governing Jurisdiction

ENTIRE AGREEMENT

This document, together with any attachments and accepted fee schedule, constitutes the entire agreement between the Company and Filing Agent with respect to the services described and supersedes all prior negotiations, representations, or agreements, whether written or oral.

CERTIFICATION

The undersigned certifies under penalty of perjury that the information provided in this report is true, correct, and complete to the best of their knowledge, that the person signing is authorized to execute this report and agreement on behalf of the Company, and that the Company will promptly notify the Filing Agent of any material changes affecting the reported information.

Authorized Company Representative — Printed Name Title Primary Contact for Filing

ADDITIONAL STATEMENTS

Does the Company have any changes to record other than those shown above (e.g., amendments, dissolution filings, reinstatement)? Yes No

If Yes, provide details

SIGNATURES

By signing below, the parties acknowledge and accept the terms of this Business Biennial Report and Filing Agreement and certify the information contained herein is accurate and complete.

Company Name:

By:

Date:

Filing Agent Name:

By:

Date:

What the Business Biennial Report Is and Why It Exists

Business Biennial Report is a recurring statutory filing required by many U.S. state secretaries of state for corporations and limited liability companies to confirm basic business information. The report typically updates company name, principal office address, registered agent and officer or manager details, and may include franchise tax or fee payment. Filing intervals are usually every two years but vary by state. Compliance keeps the entity in good standing and maintains accurate state records for service of process, taxation, and corporate governance. Electronic filing and signatures are generally accepted under ESIGN and UETA where adopted.

Why Keeping Your Report Current Matters

Keeping your Business Biennial Report current preserves an entity's good standing, prevents administrative dissolution, and ensures state records accurately reflect responsible officers and contact details. Timely filing reduces late fees, avoids potential legal complications, and supports uninterrupted access to state benefits and filing privileges.

Who Typically Completes the Business Biennial Report

Corporations, limited liability companies, and other registered business entities file Business Biennial Reports to keep state records current and avoid administrative penalties.

Small and mid-size corporations needing to update officer or director information for state records.
Multi-state businesses that must comply with varying biennial filing schedules across jurisdictions.
Registered agents and in-house corporate teams responsible for governance and statutory reporting.

If uncertain about filing requirements, consult the state secretary of state website or qualified counsel for jurisdiction-specific guidance.

Step-by-Step: Complete and Submit a Business Biennial Report

Follow these steps to complete and submit a Business Biennial Report accurately and on time.

01

Gather Information: Collect formation documents, current addresses, registered agent details, and officer names.
02

Complete Form: Enter required fields and verify formats such as MM/DD/YYYY and full legal names.
03

Review & Certify: Confirm fees, sign as authorized officer or registered agent.
04

File and Pay: Submit to state portal or mail required copies and pay filing fee.

Where to File: Typical Submission Paths

Most states accept online filings through the secretary of state portal; paper filings remain an option in some jurisdictions with mailed checks.

State Portal: Use the official secretary of state filing system for fastest processing.
Mail Submission: Prepare printed form, attach payment, and send to the state filing address.
Third-Party Filers: Authorized commercial filers can submit on behalf of entities in some states.
In-Person: Rarely required; check state rules if a notarized signature or witness is specified.

Digital Filing and eSubmission: Technical Considerations

Use platforms that support PDF and DOCX uploads, common authentication methods, and retain audit trails for compliance.

File Formats: PDF, DOCX, and editable templates supported.
Integrations: Works with Salesforce, Google Workspace, NetSuite.
Authentication: Email, SMS, KBA, MFA options.

Comparing eSignature Vendors for Biennial Report Workflows

A concise vendor comparison of starting price and core features to consider when choosing an eSignature provider for Business Biennial Report workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key Components to Include in a Professional Filing

A complete Business Biennial Report includes standardized identification, contact, governance, and payment details. Present information consistently to prevent processing delays.

Entity Identifier

Provide the state file number or EIN as specified. Using the official state file number accelerates matching and reduces risk of duplicate records or misapplied payments during processing.

Registered Agent

Include full legal name and physical address of the registered agent in the state. Confirm current consent and any service-of-process instructions to avoid missed legal notices.

Principal Office

List the primary business address including street, city, state, and ZIP. If different from the registered agent address, ensure both are current and consistent across filings.

Officers/Managers

Provide complete names and titles for officers, directors, or managers as required. Use exact legal spellings and include appointment dates if requested by the state filing form.

Filing Period

Specify the reporting period or effective date in MM/DD/YYYY format. Accurate period selection determines future filing cycles and timing for any state-imposed fees.

Payment Details

Itemize franchise taxes, filing fees, and accepted payment methods. Confirm whether the state accepts electronic payment, check, or third-party vendor transactions to avoid processing delays.

Essential Fields to Complete Correctly

Entity Name: Full legal name as registered.

State File Number: State-assigned registration number.

Registered Agent: Name and physical address required.

Principal Address: Street address, city, state, ZIP.

Officer Names: Full legal names and titles.

Payment Info: Filing fee amount and payment method.

Penalties and Risks for Incorrect or Late Filings

Late Fees: State late filing penalty fees.

Administrative Dissolution: Entity may be administratively dissolved.

Loss of Good Standing: Restrictions on contracts and financing.

Missed Service Notices: Legal notices may go unreceived.

Increased Compliance Costs: Higher fees and reinstatement costs.

Potential Fines: Civil penalties or statutory fines.

Common Preparation Mistakes to Avoid

Entering inconsistent legal names or abbreviating the entity name can prevent state matching and cause processing delays or rejection.
Using a P.O. box as the principal office when the state requires a physical address may invalidate the filing.
Failing to update registered agent information risks missed service of process and can lead to default judgments.
Missing the filing window or paying incorrect fee amounts triggers penalties and lengthens reinstatement procedures if dissolved.

Practical Tips for Accurate, Efficient Filings

Implement consistent processes and centralize entity data to streamline recurring Business Biennial Report filings across jurisdictions.

Maintain a master record

Keep an authoritative entity record that contains formation documents, state file numbers, registered agent consents, officer listings, and historical filing receipts. Use this master record to prefill reports and reduce manual entry errors each cycle.

Use standardized naming

Adopt exact legal name formatting across all filings and bank accounts. Include suffixes (Inc., LLC) and avoid informal abbreviations; consistent naming minimizes mismatches with state registries and reduces backup withholding risk where TINs are checked.

Automate reminders

Set calendar alerts for each state's filing window well ahead of deadlines. Assign responsibility to a single owner and include a verification step to confirm submission and payment.

Confirm signer authority

Verify who is authorized to sign under the entity's bylaws or operating agreement. Require documentation for delegated agents and maintain signature samples to support audits.

Real-World Examples of Managing Biennial Filings

Real-world examples show how different organizations manage biennial filing workflows and avoid common pitfalls efficiently.

Optica Ventures

Optica Ventures centralized entity data and switched to electronic filing to reduce manual entry across multi-state registrations.

Streamlined filings and reduced errors.
By using a validated digital workflow and consistent naming conventions the company avoided late fees, improved record accuracy, and simplified annual compliance tasks, freeing internal legal resources for higher-value work.

Tech Data

Tech Data standardized report templates and integrated e-signature processing into its ERP to centralize filings and payment reconciliation.

Improved speed to revenue and compliance.
Integration removed manual handoffs, ensured consistent audit trails for each filing, and reduced reconciliation time between legal and accounting teams while maintaining the required state records and documentation for audits.

Filing Deadlines, Processing Times, and What to Expect

Deadlines vary by state; some entities file biennially while others require annual reports. Confirm your state's deadline and grace period.

Filing Frequency:

Typically every two years; check state-specific statutes.

Due Date:

Varies by state or anniversary of formation.

Processing Time:

Online filings often process within 1–5 business days.

Late Penalties:

States impose late fees or administrative actions for missed filings.

Reinstatement:

If dissolved, reinstatement may require fees and additional filings.

FAQs: Common Questions About Business Biennial Reports

Answers to frequent questions about completing, filing, and digitally signing Business Biennial Reports across U.S. jurisdictions.

Need help? Contact support

Can I file the report electronically?
Most states accept electronic filing through their secretary of state portals under ESIGN and UETA; however, adoption varies. Confirm state acceptance, any required consumer disclosures for certain entity types, and whether electronic signatures meet the state's form and authentication requirements before filing.
Who is authorized to sign the report?
Authorized signers are generally officers, directors, managers, or persons granted authority by the entity's bylaws or operating agreement. States may allow registered agents to sign in limited circumstances; retain documentation that demonstrates delegated authority to avoid rejection.
Do I need notarization or witness signatures?
Most states do not require notarization for biennial reports, but specific filing types or attached documents (e.g., amendments, real estate exhibits) may require notarization or witnesses. Verify state-specific requirements and consult statute or secretary of state guidance.
What are consequences of late or missed filings?
Consequences typically include late fees, loss of good standing, and potential administrative dissolution. Reinstatement may require additional filings, fees, and proof of compliance. Seek state guidance promptly to minimize penalties and understand reinstatement procedures.
Using an eSignature provider for filings?
Electronic signatures are legally valid under ESIGN and UETA in most jurisdictions for corporate filings. Ensure the provider supports required authentication, retention, and audit trails; verify any state-specific acceptance policies and retain a reproducible record of the signed filing.
How long must I retain filed reports?
Retain filed reports for the active term plus recommended post-termination periods. Follow federal minima (IRS records three years) and specific industry obligations such as HIPAA six-year retention; check state variations that may require longer retention.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now