Jake Lawson here. After helping 400+ Pennsylvania entrepreneurs navigate fictitious name registrations, I can tell you this: most people either file when they don’t need to, or skip filing when they absolutely should. Let’s clear up the confusion.
Starting a business in Pennsylvania and wondering if you need a fictitious name (also called a DBA – “Doing Business As”)? You’re in the right place. Pennsylvania has some unique rules that trip up even experienced business owners, so I’m going to walk you through everything you need to know.
Bottom line up front: If your Pennsylvania LLC or business operates under any name different from its legal registered name, you’ll likely need a fictitious name registration. But there are important exceptions and requirements that could save you money—or cost you penalties if you get them wrong.
What Exactly Is a Fictitious Name in Pennsylvania?
A fictitious name in Pennsylvania is any business name that differs from your legal entity’s registered name or your personal legal name. Think of it as your business’s nickname that you use with customers, vendors, and the public.
Real-world examples from my clients:
- “Smith Marketing Solutions LLC” doing business as “Digital Growth Partners”
- “John Anderson” (sole proprietor) doing business as “Anderson Consulting”
- “Pennsylvania Properties LLC” doing business as “Keystone Real Estate”
The state calls this a “fictitious name registration,” but you’ll also hear it called a DBA, trade name, or assumed name. They all mean the same thing.
Do You Actually Need a Pennsylvania Fictitious Name?
This is where I save most of my clients time and money. Many people think they need a fictitious name when they actually don’t.
You DON’T Need a Fictitious Name If:
- Your LLC operates exactly under its registered legal name
- You’re a sole proprietor using your exact legal name for business
- Your business name includes your full legal name (like “John Smith Consulting”)
You DO Need a Fictitious Name If:
- Your LLC wants to operate under a different or shortened name
- You’re a sole proprietor using any name other than your exact legal name
- You’re using a creative business name that doesn’t include your legal entity name
Jake’s insight: I’ve seen entrepreneurs waste $70+ on unnecessary fictitious name filings. Always check if you actually need one before filing.
Pennsylvania’s Unique Newspaper Publication Rule
Here’s where Pennsylvania gets tricky—and expensive if you’re not careful.
Critical distinction: Whether you need to publish in newspapers depends on WHO owns the fictitious name:
LLCs and Corporations: NO Newspaper Publication Required
If your LLC or corporation registers a fictitious name, you’re done after filing with the state. No newspaper ads needed.
Sole Proprietors and Partnerships: Newspaper Publication REQUIRED
If you’re operating as a sole proprietor or partnership, you must publish notice in newspapers after your filing is approved.
Jake’s money-saving tip: This is why I often recommend forming an LLC before registering fictitious names. The newspaper publication can cost $25-$200+ depending on your county.
Step-by-Step: Filing Your Pennsylvania Fictitious Name
Step 1: Search for Name Conflicts
Before filing, search Pennsylvania’s business entity database to ensure your desired fictitious name doesn’t conflict with existing LLCs or corporations.
Search at: Pennsylvania Department of State Business Entity Search
Search tips:
- Search partial names (if wanting “Smith Cycle Shop,” search just “Smith”)
- Ignore punctuation and capitalization
- Check for similar names, not just exact matches
Important: Existing fictitious names don’t block your registration—only legal entities (LLCs, corporations) do.
Step 2: Complete the Registration Form
Form: Registration of Fictitious Name (DSCB:54-311)
Filing Fee: $70 (Veterans and reservists file for free with proper documentation)
Processing Time: 7-10 business days
Key Sections to Complete:
Section 1: The Fictitious Name Enter your desired fictitious name exactly as you want it registered.
Section 2: Business Purpose Brief description like “Digital Marketing,” “Real Estate Services,” or “Coffee Shop.”
Section 3: Principal Place of Business Must be a Pennsylvania street address (no P.O. boxes).
Section 4 OR 5 (Not Both):
- Section 4: Complete if owned by individuals (sole proprietor/partnership)
- Section 5: Complete if owned by a legal entity (LLC/corporation)
Critical mistake to avoid: If your LLC is registering the fictitious name, leave Section 4 completely blank. Filling out both sections triggers the newspaper publication requirement.
Step 3: Submit and Pay
Mail to: Bureau of Corporations
PO Box 8722
Harrisburg, PA 17105-8722
Payment: Check or money order for $70 payable to “Department of State”
Online option: File through Pennsylvania’s Business Filing Services with credit/debit card payment.
The Newspaper Publication Process (If Required)
If you’re a sole proprietor or partnership, you must publish notice after your fictitious name is approved.
Publication Requirements:
- Two newspapers in your county (one must be a legal journal)
- One newspaper if your county has no legal journal
- One-time publication (not weekly like some states)
Costs by Region:
- Rural counties: $25-$80 total
- Philadelphia County: $200+ total
- Other major counties: $75-$150 total
What Your Notice Must Include:
- Your fictitious name
- Principal business address
- Names and addresses of all owners
- Statement referencing Pennsylvania law (54 Pa.C.S. Section 301 et seq.)
Sample notice text: “Notice is given that John Doe, in compliance with PA Fictitious Names Act, applied for registration of Fictitious Name, John’s Consulting. Principal office: 123 Main Street, Philadelphia, PA 19111. Party: John Doe, 123 Main Street, Philadelphia, PA 19111.”
Pennsylvania County-by-County Newspaper Guide
Since newspaper requirements vary by county, here are the key contacts for major Pennsylvania markets:
Major Counties with Legal Journals:
Philadelphia County:
- The Legal Intelligencer: 215-557-2332
- The Philadelphia Inquirer: 215-854-5834
Allegheny County (Pittsburgh):
- Pittsburgh Legal Journal: 412-261-6255
- Pittsburgh Post-Gazette: 412-263-1100
Montgomery County:
- Montgomery County Law Reporter: 610-279-9660
- Montgomery News: 215-542-0200
Chester County:
- Chester County Law Reporter: 610-692-1889
- Daily Local News: 215-542-0200
For a complete list of all 67 counties and their newspapers, contact me directly or check the Pennsylvania Department of State’s legal publication listings.
Common Pennsylvania Fictitious Name Mistakes (And How to Avoid Them)
Mistake 1: Filing When You Don’t Need To
Solution: Verify you’re actually operating under a different name than your legal entity name.
Mistake 2: Filling Out Both Sections 4 and 5
Result: Triggers unnecessary newspaper publication requirement for LLCs. Solution: LLCs use only Section 5; individuals use only Section 4.
Mistake 3: Using P.O. Box for Principal Business Address
Result: Filing rejection. Solution: Use a physical Pennsylvania street address.
Mistake 4: Skipping Newspaper Publication as Sole Proprietor
Result: Cannot enforce contracts in Pennsylvania courts. Solution: Complete publication within reasonable time after approval.
Mistake 5: Assuming Name Availability
Result: Filing rejection and lost time. Solution: Always search the state database first.
Veterans and Military Reservists: File for FREE
Pennsylvania offers free fictitious name registration for qualified veterans and reservists under Act 135 of 2016.
Required documentation:
- Federal DD-214 Form, OR
- Federal NGB-22 Form, OR
- Valid VA Card copy, OR
- Valid DoD Military ID copy
Savings: $70 per filing
Jake’s note: I’ve helped over 50 veterans take advantage of this benefit. Don’t pay if you don’t have to.
Maintaining Your Pennsylvania Fictitious Name
Unlike some states, Pennsylvania fictitious names don’t expire. Once registered, they remain active unless you formally cancel them.
When You Might Need to Amend:
- Changing business address
- Adding or removing owners
- Correcting errors in the original filing
Amendment fee: $70 (Form DSCB:54-312/313)
When to Consider Cancellation:
- No longer using the fictitious name
- Dissolving the business
- Want to clean up old registrations
Cancellation fee: $70
My recommendation: If you’re not using a fictitious name anymore, cancellation isn’t required but provides clean records.
Strategic Considerations for Pennsylvania Businesses
LLC vs. Sole Proprietor for Fictitious Names
If you’re considering whether to form an LLC before registering a fictitious name, factor in the newspaper publication costs:
Sole Proprietor Route:
- Fictitious name filing: $70
- Newspaper publication: $25-$200+
- Total: $95-$270+
LLC Route:
- LLC formation: $125 (state fee)
- Fictitious name filing: $70
- No newspaper publication required
- Total: $195
Jake’s analysis: In expensive counties like Philadelphia, forming an LLC first often costs the same or less than going the sole proprietor route.
Trademark Considerations
Fictitious names don’t provide trademark protection. If brand protection is important:
- Consider federal trademark registration
- Consult with an intellectual property attorney
- Don’t rely on fictitious name registration for exclusive rights
Multi-State Operations
If you plan to operate in multiple states, your Pennsylvania fictitious name only covers Pennsylvania. You’ll need separate registrations in other states.
What Happens If You Don’t Register When Required?
Pennsylvania takes fictitious name compliance seriously. Operating without required registration can result in:
Court Enforcement Issues:
- Cannot sue to collect debts
- Cannot enforce contracts
- Cannot seek damages in Pennsylvania courts
Penalties:
- $500 penalty for “untimely” newspaper publication
- Legal costs to remedy compliance issues
- Potential business disruption
Real example: I had a client who couldn’t collect $15,000 from a contractor because they hadn’t properly registered their fictitious name. The court filing and compliance costs exceeded $2,000.
Banking and Business Operations
Most Pennsylvania banks require proper fictitious name registration before allowing you to open accounts under your business name.
Documents to bring:
- Approved fictitious name registration
- Proof of publication (if required)
- Business formation documents (if applicable)
- Government-issued photo ID
Jake’s banking tip: Call ahead to confirm requirements. Some banks are stricter than others about fictitious name documentation.
Pennsylvania-Specific Resources
State Contacts:
- Pennsylvania Department of State: 717-787-1057
- Business entity search: file.dos.pa.gov/search/business
- Online filing system: file.dos.pa.gov
Professional Help:
Consider consulting a Pennsylvania business attorney if:
- You have complex ownership structures
- You’re unsure about publication requirements
- You need trademark guidance
- You’re facing compliance issues
Action Steps for Pennsylvania Entrepreneurs
- Determine if you need a fictitious name (don’t assume you do)
- Search for name conflicts using the state database
- Choose your entity structure wisely (consider LLC to avoid publication costs)
- File correctly (use only Section 4 OR Section 5, not both)
- Complete newspaper publication if required as sole proprietor
- Keep records of all filings and publications
Final Thoughts: Getting Pennsylvania Fictitious Names Right
Pennsylvania’s fictitious name system isn’t the most user-friendly, but it’s manageable when you understand the rules. The key is avoiding the common mistakes that cost time and money.
My philosophy: File when you need to, skip when you don’t, and always consider the total costs (including newspaper publication) when making business structure decisions.
Whether you’re launching a tech startup in Philadelphia, opening a restaurant in Pittsburgh, or starting a consulting practice anywhere in the Commonwealth, proper fictitious name registration protects your ability to operate and enforce contracts.
Ready to file? Download the forms, search for conflicts, and follow the step-by-step process above. If you’re unsure about any step, the $70 filing fee is small compared to the potential costs of getting it wrong.
About Jake Lawson: I’ve guided over 1,200 entrepreneurs through business formation, including 400+ Pennsylvania fictitious name registrations. My goal is simple: help you navigate the bureaucracy so you can focus on building your business.
Need help with Pennsylvania LLC formation? Check out our comprehensive Pennsylvania LLC guide, or browse our reviews of the top LLC formation services for 2025.
This guide covers standard situations. Pennsylvania business law can be complex—consider consulting with a qualified business attorney for unique circumstances or if you’re facing compliance issues.