Don't Be Misled

Mailings Offer Unneeded Services

July 2014 

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.

May 2014

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 ano​ther 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:

  1. An image of the Oregon state seal.
  2. The words “Secretary of State Corporation Division."
  3. 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.​​​​​​​

U​pdate 

Attorneys for The Mandatory Poster Agency Inc., the company behind this mailing, have contacted the State of Oregon to maintain that the solicitation is a legitimate service. The Oregon Department of Justice continues to receive complaints from businesses. The Secretary of State Corporation Division maintains its warning that bus​​inesses should read the solicitation carefully to avoid being misled. 

The attorney’s letter (PDF) states that customers who ar​e dissatisfied with the service are guaranteed a full refund upon request. To request a refund, send your written request to: 

The Mandatory Poster Agency Inc.
dba Corporate Records Service
6323 W. Saginaw Highway, Suite E
Lansing, MI 48917
  

If The Mandatory Poster Agency, dba Corporate Records Service, fails to issue a refund as requested, please contact the Oregon Department of Justice, Financial Fraud and Consumer Protection Section, at 877-877-9392.