Starting a new business comes with a long list of to-dos, and filing with the state is one of the first big steps. But it's also one of the easiest places to make costly mistakes. A simple oversight during state filings can delay your launch, create compliance issues, or even lead to administrative dissolution later on.

Here are the top five mistakes new business owners make with state filings and how to avoid them.

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1. Using a PO Box Instead of a Physical Address

Many first-time business owners want to protect their privacy and assume a PO Box will work just fine. Unfortunately, most states do not allow PO Boxes for key addresses like the Registered Agent or the principal place of business. State agencies require a real street address where legal documents can be delivered during business hours.

How to avoid it:

Use a professional Privacy Address Service that provides a real, legally accepted business address. This keeps your home address off public records and ensures your filings are not rejected.

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2. Listing Yourself as the Registered Agent Without Understanding the Responsibilities

It might seem easy to list yourself or a team member as the Registered Agent, but this decision comes with legal and logistical responsibilities. The Registered Agent must be available during business hours at the listed address to receive time-sensitive legal documents. If you miss a delivery, the consequences can be serious.

How to avoid it:

Hire a professional Registered Agent Service to ensure availability and privacy. This also prevents service of process from being delivered in front of clients, staff, or family.

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3. Missing Annual Reports or Renewal Deadlines

After you form your business, the work is not over. Most states require you to file annual or biennial reports to keep your company in good standing. Missing these deadlines can result in late fees, penalties, or the state dissolving your business.

How to avoid it:

Use a Company Compliance Service that tracks your filing requirements and ensures everything is submitted on time. This is especially important if your business is registered in more than one state.

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4. Using Inaccurate or Inconsistent Information

Errors in your business name, address, ownership structure, or formation date can lead to confusion or rejection of your filing. In some cases, the state may accept the incorrect filing, which can create bigger problems later if the information needs to be corrected.

How to avoid it:

Double-check all information before submitting, and consider working with a compliance team that can review your filings for accuracy.

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5. Not Keeping Digital Records of State Filings

Once your business is formed and your documents are approved, it is critical to keep copies of everything. Many business owners forget to download their filed documents or rely on emails that get lost. These documents are often needed when opening bank accounts, applying for credit, or verifying compliance.

How to avoid it:

Store digital copies of your state filings in a secure, organized location. If you use a Company Compliance Service through Main Street Business Services, we keep your documents accessible and organized in one central location.

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In Summary

State filings are one of the most important steps in starting and maintaining a business. But skipping over the details can lead to major setbacks. By avoiding these five common mistakes and using a professional service for address privacy, compliance tracking, and Registered Agent support, you can protect your business and stay on the right track from day one.

Main Street Business Services offers everything you need to file with confidence and keep your company in good standing year-round. Let us handle the details, so you can focus on growing your business.