How to Register a DBA in Kentucky (Step-by-Step Guide)

A “doing business as” name in Kentucky is often called an “assumed name.” These names need to be unique.

Please take a look at Kentucky’s guidelines for naming your business. When selecting an assumed name, it’s important to avoid the following:

• Terms that may confuse your business and a government agency (e.g., FBI, Treasury, State Department).
• The term “cooperative” without obtaining proper approval.
• Restricted terms such as “Bank,” “Attorney,” or “University” may necessitate additional documentation and the involvement of a licensed individual, such as a doctor, in your business.

Read the state statute that covers naming guidelines for more details.

The steps to registering your assumed name certificate in Kentucky vary depending on your type of business.

Sole proprietors must file a Certificate to Do Business Under an Assumed Name with your county clerk. You must file in any county where your business conducts or transacts business.

If your business is a more formal business entity, such as an LLC, corporation, or partnership, you must file your DBA with the Kentucky Secretary of State.

Sole proprietors

As you must file with your county clerk, the registration process may vary slightly from county to county. You can find contact information on the Kentucky County Clerk’s association.

Many counties do not provide a bespoke certificate of assumed name form, but all registrations must meet the criteria outlined by the Kentucky state statute. These criteria are:

• The form must include the new name
• The form must include the name and address of the individual assuming the name.
• The form must be filed in the county where the business will operate.

There is a generic form available.

You can return the form by mail or in person to your county’s County Clerk’s office.

LLCs, corporations, and partnerships

At the moment, there is no way to file online, and all filings must be sent by mail or delivered in person.

1. Download and print the “Certificate of Assumed Name (Domestic or Foreign Business Entity)” form.
2. Provide the assumed name you wish to use.
3. State the full legal name of your business entity and its type. Check with your local government to see if other filings are required at the county level.
4. Specify the date when the assumed name will take effect.
5. Confirm the state and county where your business is being organized.
6. Provide the business mailing address.
7. Mail the form and filing fee to the Division of Business Filings at the Office of the Secretary of State.

Sole proprietors

• To keep your DBA current, it is necessary to renew your Certificate of Assumed Name every five years. Renewal entails following the same process as the initial registration.
• If you wish to modify your DBA, you must complete a new registration form.
• If you withdraw your assumed name, you can submit a form comparable to the original registration document. This form must specify the business’s assumed name, actual name, location, and initial filing date.

LLCs, corporations, and partnerships

• To ensure that your DBA remains valid, it is necessary to renew your Certificate of Assumed Name every five years. This can be accomplished by mailing the “Certificate of Renewal of Assumed Name” form. The fee for a renewal is $20.
• To modify your assumed name, you must file a new registration. If you wish to alter your business address or owner name, the Amended Certificate of Assumed Name form must be completed. The filing fee is $20.
• If you want to cancel your assumed name, fill in the “Certificate of Withdrawal of Assumed Name” form. This form carries a fee of $20.

Business owners must obtain an Employer Identification Number (EIN) from the IRS to identify their business entity for tax purposes.

• It is important to note that a DBA does not create a separate legal entity.
• If the business is a sole proprietorship without employees, the owner can use their Social Security number as their tax id instead of obtaining an EIN.
• However, an EIN must be obtained if the DBA hires employees or wants to establish a separate business bank account.

• Kentucky DBA naming guidelines 
• Kentucky business filing forms
• Kentucky certificate of assumed name form
• Amended certificate of assumed name
• Certificate of withdrawal of assumed name
• Kentucky name search portal
• Sole proprietor assumed name generic form
• Kentucky County clerk’s association

There are many advantages to registering a DBA: 

• Flexibility: A DBA name can be changed or updated more easily than a legal business name, giving business owners more flexibility to adapt to changes in their products, services, or market conditions. Business owners can also use multiple DBA names to target different markets or products.
• Separation of personal and business finances: A business bank account can be opened once you have a DBA, which allows you to use your startup’s name on bank transactions. This enables you to receive and issue checks under your company name.
• Increased marketing opportunities: A well-chosen DBA name can be more descriptive and memorable than a legal name. This assumed name can help to increase brand recognition and improve marketing and advertising opportunities.
• Cost-effective alternative: Compared to other business structures, such as Limited Liability Companies (LLCs), registering a DBA is typically less expensive and less complex, making it a cost-effective alternative for small businesses and entrepreneurs.

 There are a few disadvantages to registering a DBA:

• Limited Liability Protection: Unlike other business structures, such as LLCs, DBAs do not provide personal liability or legal protection, meaning that the business owner is personally responsible for all debts, obligations, and lawsuits related to the business.

• Sole proprietors: These individuals own businesses alone without creating a separate legal entity. A DBA can help them use a different name for marketing their products or services and provide them with more flexibility to adapt to market changes.
• General partnerships: Joint ventures between two or more individuals who want to operate under a different name than their names.
• Corporations: Business entities that want to use a name other than their legal name or conduct business activities under multiple names. For instance, a corporation with a subsidiary that sells software named “Tech Solutions LLC” but wants to sell hardware can file a DBA for “Tech Hardware” to distinguish the two business activities.
• Limited liability companies (LLCs): These flexible business structures allow owners to limit personal liability and protect their assets. LLCs can also register a DBA to conduct business under a different brand if they want to diversify.

You would need a DBA if:

• You intend to operate your business under a name other than yours or your company’s.
• You want a trading name that is easier to market, remember, or describe your products or services.
• You are a sole proprietor, partnership, corporation, or LLC and want to conduct business under multiple names.
• You want to test a new product or market without changing your legal name.

You may not need a DBA if:

• You are operating your business under your personal or your company’s legal name.
• You are a single-owner LLC that does not need to perform business using a name other than your name or the name of your LLC.