Don't Be Misled

Mailings Offer Unneeded Services

December 2015

Oregon corporations have repor​ted receiving a questionable solicitation entitled "2015-Annual Minutes Form."

This form can be easily mista​ken 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 th​is so-called service is in another state, the solicitation lists a return address of 3760 Market St NE, Suite 450, Salem, OR 97301. The address has contributed to the mistaken belief that the mailing is an official correspondence. 

Despite its appearance, the A​nnual 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 correspon​dence 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 bus​iness 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 busi​nesses 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.

The Secretary of State also urges businesses to avoid paying a fee for a service that isn't required.