Solicitation on "Annual Minutes" Misleads Oregon Businesses
Mailing Offers Unneeded Service for $125 Fee
December 2013 - Businesses across Oregon have reported being misled by a solicitation that looks like an official government invoice entitled, "Corporate Records Service – Annual Minutes Requirement Statement." The mailing requests detailed information about the business and a $125 preparation fee to file an Annual Records Solicitation Form.
Although the company offering this “service” is located in another state, the solicitation lists a return address of 3760 Market Street NE, #104, Salem, OR 97301. The Salem address has contributed to the mistaken belief that the mailing is an official correspondence from the state of Oregon.
Despite its appearance, the Annual Records Solicitation Form (PDF) solicitation was not sent by the Secretary of State's 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
- 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. Visit our Annual Shareholders Meetings and Corporate Records page for more information on meeting and record requirements for Oregon corporations.
We urge Oregon businesses to read solicitations carefully to determine whether 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 government correspondence. Only a close reading reveals a disclaimer noting that the organization is not government-affiliated.
We also urge businesses to avoid paying fee for a service that isn't required.