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Assumed Name Certificate

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Assumed Business Name Certificate

Instructions for Assumed Business

  1. Fill out ASSUMED BUSINESS NAME form.
  2. Filing Fee: $5.00
  3. Publish in Local newspaper once a week for three (3) weeks.
  4. The first publication shall be within ten (10) days after you file.
  5. Be sure that a publication certificate is sent to:

    Richard "Dick" Leibovitz, County Clerk
    County Office Building
    1504 Third Avenue
    Rock Island IL 61201

  6. After the County Clerk receives proof of publication from the newspaper you will receive:

    CERTIFICATE OF OWNERSHIP OF BUSINESS CERTIFICATE
    (The certificate may be framed to be seen by the public)

  7. The publication in the paper should be as follows:

NOTE: STRIKE OUT WORDS "OR IS TO BE" AND "OR WILL BE" IN THE CERTIFICATE IF THE BUSINESS IS ALREADY OPERATING.

LEGAL NOTICE (Publication Template)

PUBLIC NOTICE IS HEREBY GIVEN THAT ON AD

A CERTIFICATE WAS FILED IN THE OFFICE OF COUNTY CLERK OF ROCK ISLAND COUNTY, ROCK ISLAND, ILLINOIS, SETTING FORTH THE NAMES AND POST OFFICE ADDRESSES OF ALL PERSONS OWNING, CONDUCTING AND TRANSACTING THE

BUSINESS KNOWN AS:

LOCATED AT:

DATED:

RICHARD “DICK” LEIBOVITZ
COUNTY CLERK

ASSUMED NAME CERTIFICATE

FILE NO.

THE UNDERSIGNED PERSON OR PERSONS DO HEREBY CERTIFY THAT OUR BUSINESS IS OR IS TO BE

CONDUCTED OR TRANSACTED UNDER THE NAME OF

THAT ITS LOCATION IS OR WILL BE (STREET ADDRESS)

IN THE (CITY OR VILLAGE OF)

IN THE COUNTY OF ROCK ISLAND, STATE OF ILLINOIS, AND THAT THE TRUE OR REAL FULL NAME OR NAMES OF THE PERSON OR PERSONS OWNING, CONDUCTING OR TRANSACTING THE SAME WITH THE POST OFFICE ADDRESS OR ADDRESS OF SAID PERSON OR PERSONS IS SHOWN AS BELOW.

(NAME) (ADDRESS) (CITY OR VILLAGE)

(NAME) (ADDRESS) (CITY OR VILLAGE)

(NAME) (ADDRESS) (CITY OR VILLAGE)

(NAME) (ADDRESS) (CITY OR VILLAGE)

(NAME) (ADDRESS) (CITY OR VILLAGE)

(NAME) (ADDRESS) (CITY OR VILLAGE)

(CONTACT PERSON, IF DIFFERENT FROM ABOVE)

(HOME PHONE NUMBER) (CELL PHONE NUMBER) (E-MAIL ADDRESS)

)

PERSONALLY APPEARED BEFORE ME

)

STATE OF ILLINOIS SS.

COUNTY OF ROCK ISLAND

WHO DULY ACKNOWLEDGED THAT THEY EXECUTED THE ABOVE CERTIFICATE.

DATE 20

Please read, sign below and return to our office with your certificate.

Signature

Date

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What an Assumed Name Certificate Is and when it's used

An Assumed Name Certificate, commonly called a DBA (doing business as), is a public filing that links a trade name to the legal owner of a sole proprietorship, partnership, or other business entity. It clarifies who is operating under a name other than the legal entity name, enables opening bank accounts, receiving payments, and entering contracts under the trade name, and provides notice to the public and local regulators. Filing location and specific steps vary by state and county; many jurisdictions require renewal or publication after filing.

Why registering an Assumed Name Certificate matters

Registering a DBA creates public notice that protects consumers and helps separate business identity from personal name, enabling banking, merchant accounts, and enforceable contracts under the trade name.

Why registering an Assumed Name Certificate matters

Who typically files an Assumed Name Certificate

Common filers include single-owner businesses and small partnerships that want to operate under a trade name rather than a personal or corporate legal name.

  • Sole proprietors and freelancers operating under a trade name rather than their legal name.
  • Partnerships and small businesses using a brand name before forming an LLC or corporation.
  • Existing corporations registering a fictitious name for a new product line or local office.

Step-by-step: complete and file an Assumed Name Certificate

Follow these core steps to prepare, sign, and file a valid Assumed Name Certificate with minimal delays.

  • 01
    Check name availability: Search county and state registries to avoid conflicts.
  • 02
    Complete the form: Fill each required field accurately and use MM/DD/YYYY for dates.
  • 03
    Sign and notarize: Signer should follow state notary/RON rules if acknowledgment is required.
  • 04
    File and publish: Submit to the designated county or state office and publish if the jurisdiction requires it.

Where to send the completed Assumed Name Certificate

Destination depends on your state and business type. Confirm the correct office before submitting to avoid rejections.

  • County clerk: Common filing office for sole proprietors and partnerships.
  • State filing office: Some states use a Division of Corporations or Secretary of State for fictitious names.
  • Bank or merchant: Provide filed copy to open business bank and merchant accounts.
  • Local newspaper: Certain jurisdictions require a publication notice in a local paper.

Typical digital workflow configurations for completing the form online

Common field settings and validation rules reduce errors when completing the form electronically.

Field Validation / Workflow
Assumed Name Field Required; character limit; auto-capitalization
Owner Name Field Required; match to government ID or entity registry
Signature Field Required; set signer role and eSignature method
Notary Block Conditional; show when jurisdiction requires notarization

Digital filing and eSignature considerations for Assumed Name Certificates

Verify supported file formats, signer authentication, and required integrations before submitting electronically.

  • Supported formats: PDF, DOCX, or scanned images
  • Integrations: Banking and cloud storage connectors
  • Authentication options: Email, SMS, KBA, or advanced 2FA

Use a platform that captures a detailed audit trail, preserves the signed record in a tamper-evident format, and supports any jurisdictional notarization or publication requirements.

Key security and compliance controls to look for

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: Detailed timestamps and IP logs
Regulatory certifications: SOC 2 Type II, ISO 27001
Health data support: HIPAA compliant with BAA
Regulatory compliance: ESIGN, UETA, 21 CFR Part 11

Common risks and consequences of incorrect or missing filings

Bank account refusal: Unable to open business accounts
Contract disputes: Name mismatch can impair enforceability
Local fines: Civil penalties or administrative fees
Publication noncompliance: Additional penalties or re-filing
Tax reporting issues: Backup withholding 24% if TIN incorrect
Privacy exposure: Personal address becomes public record

Practical tips for accurate, efficient Assumed Name filings

Follow these practices to minimize rework, ensure banking acceptance, and maintain compliance with renewal and publication rules.

Name consistency and search
Perform a comprehensive state and county name search before filing; use identical spelling across bank, tax, and filing records to avoid mismatches and administrative delays.
Use validated forms
Complete the official form from the filing office or an exact electronic replica to ensure required fields and formatting meet local rules and avoid rejection.
Record the filing
Keep a stamped or certified copy of the filed certificate and the receipt; store it in a secure, auditable repository for future banking and compliance needs.
Monitor renewals
Track renewal or publication deadlines in your calendar; some jurisdictions require re-registration every few years or publication proof within a set window.

Real examples of businesses using an Assumed Name Certificate

These real-world snapshots show how businesses use trade-name filings to operate and transact under a brand.

Martin Properties (Tim Martin)

A small property manager filed a DBA to operate under a branded office name

  • Used the trade name for leases and banking
  • The filed certificate allowed remote execution and secure recordkeeping so the firm could execute leases and collect payments under the brand.

Fertility Centers of Illinois (John Butler)

A healthcare provider registered a trade name for a specialized clinic location

  • Aligned billing and patient intake under the DBA
  • Maintaining a clear recorded trade name helped reconcile insurer payments and link patient records to the correct legal entity while preserving regulatory compliance.

Time-sensitive dates and common processing expectations

Expect variations by jurisdiction; plan for local processing, publication windows, and renewal cycles when scheduling filings.

Effective date:

Often immediate at filing or a specified future date

Publication window:

If required, publication usually occurs within weeks of filing

Typical processing time:

Same day to several weeks depending on office and method

Renewal frequency:

Varies—some states require renewal every 1–5 years

Amendments timing:

File amendments promptly to reflect ownership or address changes

Comparing eSignature providers for signing Assumed Name Certificates

Basic pricing and capability differences among common eSignature vendors; signNow is listed first per platform comparisons.

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 free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Common questions about Assumed Name Certificates and quick answers

Answers to frequently asked practical and legal questions about filing, signing, and maintaining a DBA.


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