Delaware State File Number: What It Is & How It's Used
For massive corporations, small LLCs, and everyone in between, the moment your business is officially registered, the state of Delaware gives it a single, permanent identifier: the Delaware state file number. This number is a critical key for maintaining your legal status, paying annual taxes, and proving your good standing with the state. This number is sometimes confused with the Employer Identification Number (EIN), but they serve completely different purposes. Let’s discuss what makes your Delaware file number so important.
What is a Delaware state file number?
A Delaware state file number (also called the Delaware registration number) is a unique seven-digit identification number that the Delaware Division of Corporations assigns to a business when it is incorporated or formed. Your company file number will appear as a seven-digit number; for example, 1234567. Each new Delaware company will have a state file number one digit higher than the company before it.
For businesses formed in Delaware, this number will serve as their primary state identifier. It’s worth noting that this number cannot be changed, even if your company changes its name, registered agent, directors, or organizational structure. You will only receive a new company file number if you decide to create a brand-new LLC or corporation.
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How the File Number is Used
Your Delaware state file number is the primary identifier your business uses when interacting directly with the State of Delaware’s Division of Corporations. It is used almost exclusively for state-level corporate and regulatory compliance.
- Filing Annual Reports and Paying Franchise Taxes - This is the most common use. Most companies will need to enter their 7-digit Delaware file number to access and file their Annual Report (for Corporations) or pay their annual franchise tax (for LLCs and LPs).
- Amending Documents - When changing your company name, changing your registered agent, or making any other significant change to company documentation, the file number is often used to locate your official record.
- Requesting Official Documents - You need the file number to request official documents, like a Certificate of Good Standing or certified copies of official documents.
- Company Dissolutions - When legally dissolving the entity or merging it with another company, the file number is required for the filing.
- Business Entity Search - Anyone can search the Delaware Division of Corporations database using the file number or the company name to verify a company’s entity type and its current status.
How to Look Up a File Number
Delaware state file numbers are generally available to the public via the Delaware Division of Corporations. They maintain a free, public, online database where you can look up any entity registered in the state. The easiest way to do it is to navigate to the official Delaware Division of Corporations Entity Search tool and enter the exact legal name of the business. The search results will display the Delaware file number, the entity name, the entity type, and its current status. Alternatively, a Delaware company name search can also be conducted on our website.
If you’re looking for the state file number of a business outside of Delaware, the process will differ slightly from state to state. Since there is no single national database for all U.S. business registrations, you have to go through the Secretary of State or equivalent agency for the specific state you are interested in.
File Number vs. EIN vs. State Tax IDs
Business owners regularly confuse these three numbers, but each serves a unique purpose at a different level of government. As discussed, the state file number is issued by the State's Division of Corporations and is used exclusively to maintain your company's legal registration and good standing. The EIN (Employer Identification Number) is a 9-digit number issued by the IRS and is your universal ID for federal tax purposes. Your EIN is often necessary for filing returns, opening bank accounts, and managing payroll. Finally, a State Tax ID (or State Tax Registration Number) is issued by a state's Department of Revenue. You need this number only if you have a state-level tax obligation, such as collecting and remitting state sales tax or paying state unemployment taxes.
Company File Number FAQs
Is the Delaware state file number the same as my Tax ID number?
No. These are two different identifiers administered by two different agencies. Your Federal Tax ID Number (EIN) is issued by the IRS and is not tied to any specific state. Your Delaware state file number is issued by the Delaware Division of Corporations and identifies your business in Delaware’s state records.
If my business operates in multiple states, will I need multiple file numbers?
Yes. If you form a Delaware LLC, you’ll receive a Delaware state file number as a unique identifier for your company in that state's records. This number never changes. When your Delaware business starts operating in another state by having a physical presence, employees, or generating substantial revenue there, you must foreign qualify in that state. When this application is approved, the new state will assign your company its own unique identifier for its records. If you operate in more than two states, you will need to repeat this process.
How do I locate my Delaware file number?
The Delaware file number can be located in a few different places. You can find it on the cover letter sent with your approved company documents and on your receipt. The state will stamp it in the margin of your filed Certificate of Formation or Certificate of Incorporation. Furthermore, Harvard Business Services, Inc. can help you with a quick Delaware state file number lookup for your company.
(See an example of a Certificate of Formation below):
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Talk to an expert*Disclaimer*: Harvard Business Services, Inc. is neither a law firm nor an accounting firm and, even in cases where the author is an attorney, or a tax professional, nothing in this article constitutes legal or tax advice. This article provides general commentary on, and analysis of, the subject addressed. We strongly advise that you consult an attorney or tax professional to receive legal or tax guidance tailored to your specific circumstances. Any action taken or not taken based on this article is at your own risk. If an article cites or provides a link to third-party sources or websites, Harvard Business Services, Inc. is not responsible for and makes no representations regarding such source’s content or accuracy. Opinions expressed in this article do not necessarily reflect those of Harvard Business Services, Inc.
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There are 7 comments left for Delaware State File Number: What It Is & How It's Used
Sanjana said: Saturday, June 13, 2020Hello Sir/Madam I would like to know will you provide EIN number if i will go with Basic International Package.
HBS Staff replied: Monday, June 15, 2020We do offer a service to obtain an EIN number for you when creating a company. There is an additional cost for this service -- more information here: https://www.delawareinc.com/ourservices/obtain-tax-id-or-ein-for-delaware-company/
UZMA SARFRAZ said: Saturday, February 15, 2020I would like to request a copy of my companies registration in Delaware. How quickly can this be processed? What are the necessary steps? I have my Delaware file number 5003118. Uzma
HBS Staff replied: Monday, February 17, 2020If you need it ASAP, we offer an express service to obtain a stamped Certificate of Incorporation from Delaware (1 page) for $93. Our regular turnaround time 2 business days at a cost of $43. We can take your order over the phone at 1-800-345-2677 Ext. 6911.
Mostafa said: Tuesday, March 5, 2019Hello Sir/Madam I would like to know if a registered company dealing with stock market needs to be registered in an SRO or not?
HBS Staff replied: Tuesday, March 5, 2019Mostafa, unfortunately this is outside our area of expertise. We recommend checking with an attorney or local professional for advice.
Shane Carew said: Thursday, July 12, 2018To search for information online through your search tool to find out about a corporation, why must you know more than the corporation's name? If you know the name, how can you obtain the corporate number at no charge in order to do an online search of your records?
HBS Staff replied: Friday, July 13, 2018We do not have information about corporations; we can help you determine if a name is already taken or would be allowed by the state of Delaware, but if you are searching for specific information about a corporation you do not own, you'll need to do that search via the Delaware Division of Corporations Search Entity site.
Petra Heijmans said: Tuesday, March 27, 2018What's the reason that some company's have two Delaware state file numbers?
HBS Staff replied: Tuesday, March 27, 2018Usually the reason this happens is that one of the entities would have had to cease existence, allowing a new entity to be formed. That would mean there are two different companies, as the file numbers are formation specific.
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