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Form 503 General Information Assumed Name Certificate

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Assumed Name Certificate

Form 503

(Revised 01/06)

Return in duplicate to:

Secretary of State

P.O. Box 13697

Austin, TX 78711-3697

512 463-5555

FAX: 512 463-5709

Filing Fee: $25

This space reserved for office use.

THE STATE OF TEXAS

Assumed Name

The assumed name under which the business or professional service is, or is to be, conducted or rendered is:

Entity Information

The name of the entity filing the assumed name is:

State the name of the entity as currently shown in the records of the secretary of state or on its certificate of formation, if not filed with the secretary of state.

The filing entity is a: (Select the appropriate entity type below.)

Specify type of entity if there is no check box applicable.

The file number, if any, issued to the filing entity by the secretary of state is:

The state, country, or other jurisdiction of formation is:

The registered or similar office of the entity in the jurisdiction of formation is:

The address of the principal office of the entity (if not the same as the registered office) is:

The office address of the entity is:

Period of Duration

OR

OR

County or Counties in which Assumed Name Used

The county or counties where business or professional services are being or are to be conducted or rendered under the assumed name are:

Execution

The undersigned signs this document subject to the penalties imposed by law for the submission of a materially false or fraudulent instrument. If the undersigned is acting in the capacity of an attorney in fact for the entity, the undersigned certifies that the entity has duly authorized the undersigned in writing to execute this document.

Date:

Signature and title of authorized person(s) (see instructions)

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What the Form 503 General Information Assumed Name Certificate Is

The Form 503 General Information Assumed Name Certificate registers an assumed business name (DBA) used by a sole proprietor, partnership, or other entity so the public can identify who is operating under that name. Filing the Form 503 creates a public record linking the legal owner to the trade name and typically requires details such as the assumed name, owner(s) name and address, business purpose, and effective date. Requirements and the filing office vary by jurisdiction, and some jurisdictions require publication or renewal. The recorded form protects consumers and supports regulatory, tax, and banking interactions.

Why filing Form 503 matters for businesses

Filing the Form 503 documents the connection between the legal owner and a trade name, helps open bank accounts, supports contract enforcement, and informs consumers. It also satisfies many state and county registration requirements for doing business under an assumed name.

Why filing Form 503 matters for businesses

Who commonly completes a Form 503

Filing agents, attorneys, or authorized representatives may complete the form on behalf of owners; ensure signatory authority is properly documented before submission.

  • Sole proprietors and freelancers registering a trade name for banking and tax purposes
  • Partnerships or joint ventures listing partners and the assumed business name for public notice
  • Registered entities using a different trade name for operations or branding purposes

Essential elements to include in a professional Form 503

A properly completed Form 503 is clear, complete, and consistent with identity documents. It reduces processing delays and supports downstream uses like banking, contracts, and tax reporting.

Assumed Name

Exact trade name as used publicly; avoid variations or abbreviations that could create ambiguity during searches or bank verification.

Owner Name

Full legal name of the individual or registered entity that owns the assumed name; for entities, use the exact state-registered name.

Owner Address

Street address with city, state, and ZIP; many offices reject P.O. boxes as primary addresses for service of process.

Business Purpose

Brief description of the activity under the assumed name so the public record reflects the nature of operations.

Effective Date

MM/DD/YYYY term indicating when the assumed name began or will begin use; this affects notice and enforcement timelines.

Signature Block

Signature of owner or authorized representative plus printed name, title, date, and any required notarization or acknowledgement per local rules.

Core information required on Form 503

Assumed Name: The DBA or trade name
Registrant: Owner's legal name
Contact Address: Street, city, state, ZIP
Business Type: Sole proprietor or entity
Effective Date: MM/DD/YYYY format
Signature: Owner or authorized signee

Step-by-step: completing and filing Form 503

Follow these practical steps to prepare a clean filing and avoid common processing delays.

  • 01
    Gather documents: Collect owner ID, entity formation documents, and proof of address.
  • 02
    Complete form: Fill every required field using standardized formats.
  • 03
    Sign or notarize: Have the owner or authorized agent sign; notarize if local rules require it.
  • 04
    File and pay: Submit to the designated county or state office and pay the filing fee.

Configuring an online filing or eSubmission workflow

Set up a digital workflow that captures required fields, signer identity, and an audit trail for compliance.

Field Configuration
Assumed Name Field Required text field with validation
Owner Details Separate fields for legal name and address
Signature Capture Electronic signature with timestamp and signer attribution
Attachments Optional upload for IDs or entity documents

Where and how to submit the completed Form 503

Most jurisdictions accept filings at county clerks, registrars of deeds, or a state business registration office; confirm the required office before submission.

  • County Clerk: Local filing for many assumed-name registrations
  • State Business Office: Some states centralize DBA registration
  • Mail or In-Person: Paper filing accepted where online is not available
  • Online Portal: Many counties and states offer web filing options

Digital signing and eSubmission considerations

Ensure the chosen platform supports required retention, produces a certificate of completion, and meets any jurisdictional notarization or RON rules when needed.

  • Authentication: Email link, SMS code, or stronger methods
  • Audit Trail: IP, timestamp, and action log
  • File Formats: PDF or PDF/A for archival

Typical timelines and processing expectations

Processing times, publication windows, and renewal dates differ across jurisdictions. Plan filings accordingly to meet business start dates.

Filing Processing:

Same day to several weeks depending on office workload

Publication Requirement:

If required, publication may take 2–6 weeks to satisfy local notice rules

Effective Date:

Use the date on the form unless statute specifies otherwise

Renewal or Expiration:

Some jurisdictions require renewal every 1–5 years

Change of Ownership:

File an amendment promptly when ownership or address changes

Common errors that delay or invalidate a Form 503 filing

  • Mismatched owner names between the form and government ID causing bank or county rejections
  • Incomplete addresses or P.O. boxes when a physical street address is required for service
  • Failing to notarize or provide required attachments when local rules demand them
  • Using inconsistent assumed-name spellings across filings, bank accounts, and marketing materials

Consequences of incorrect or missing Form 503 details

Business Disputes: Public record mismatches can weaken enforcement
Banking Delays: Banks may refuse accounts without correct registration
Civil Liability: Failure to provide notice can increase exposure in contracts
Administrative Fines: Local penalties may apply for noncompliance
Tax Complications: Incorrect records can complicate filings with IRS
Name Conflicts: Unregistered DBAs risk infringing others' rights

eSignature vendor comparison for signing and storing Form 503

Overview of starting price and common feature availability for popular eSignature providers. signNow is listed first per vendor comparison guidelines.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

How other organizations use an assumed-name filing

Practical examples show how filings support operations across business sizes and integrations.

Martin Properties

Tim Martin, Founder, used an assumed-name filing to operate property management services under a trade name.

  • He cited full online processing for faster closures.
  • Filing enabled bank account setup and streamlined lease execution while maintaining a public record linking the business name to the owner.

Xerox Integration

Kodi-Marie Evans, Director of NetSuite Operations at Xerox, used digital registration in integrated workflows.

  • The team used automated templates and API-based archiving.
  • This reduced manual entry, ensured consistent naming across systems, and provided auditable proof for banking and vendor onboarding.

Frequently asked questions about Form 503

Answers to common questions about completion, filing, electronic signing, and recordkeeping for the Form 503 General Information Assumed Name Certificate.


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