Mailings Offer Unneeded Services
Oregon businesses have reported receiving a letter from Oregon Business Filing Services offering a certificate of standing (certificate of existence) among other services. Although the letter might appear to be from a government agency, it's not. Oregon Business Filings Services charges a fee of $59.99. The Secretary of State Corporation Division provides certificates of existence for $10.00 each. Please visit our certificate page and complete a request form if you need a certificate of existence.
Oregon corporations have reported receiving a questionable solicitation entitled "2014-Annual Minutes Form."
This form can be easily mistaken for correspondence from the State of Oregon. Although corporations are required to maintain annual minutes, they are not required to file these with the Secretary of State Corporation Division.
Although the company offering this so-called service is in another state, the solicitation lists a return address of 4676 Commercial St. SE, #437, Salem, OR 97302. The address has contributed to the mistaken belief that the mailing is an official correspondence. The website for Annual Business Services at www.annualfilingservice.com does provide an online form to opt out of receiving their solicitations.
Despite its appearance, the Annual Records Solicitation Form (PDF) solicitation was not sent by the Secretary of State Corporation Division. It is neither authorized nor sanctioned in any way by the State of Oregon.
Official business correspondence from the Secretary of State Corporation Division always contains these elements:
- An image of the Oregon state seal.
- The words “Secretary of State Corporation Division."
- Our phone number, 503-986-2200.
Corporations registered to do business in Oregon are required to maintain records and hold annual meetings of shareholders. However, they are not required to file them with the Secretary of State Corporation Division. Refer to our Annual Shareholders Meetings and Corporate Records page for more information on meeting and record requirements for Oregon corporations.
The Secretary of State urges Oregon businesses to read solicitations carefully to determine if they are actually from a government agency and require a response. At first glance, some questionable solicitations from private organizations are difficult to distinguish from official government correspondence. Only a close reading reveals a disclaimer noting that the organization is not government affiliated.
Annual Business Services says it will refund fees upon customer request. The Secretary of State also urges businesses to avoid paying a fee for a service that isn't required.