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, requesting official documents, and checking your company’s status 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 identification number that the Delaware Division of Corporations assigns to a business when it is incorporated or formed. This number can be up to nine digits long; for example, 123456789. 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.
Most states assign a unique identifying number when a business entity is formed or registered. However, the name of that number varies by state. Delaware commonly uses the term “file number,” while other states may call it an entity number, business ID, charter number, control number, organization number, document number, or something similar. Nevertheless, these numbers usually serve the same basic purpose.
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Using Your State File Number
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 9-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 company name to view basic public information about a company.
- Validating Delaware Certificates - The file number may also be used when validating certain Delaware certificates online.
Where to Find Your State File Number
Your Delaware state file number can be found in several places, especially in the documents you received after your company was approved by the Delaware Division of Corporations. One of the first places to check is the cover letter that came with your approved formation documents. Your state file number may also appear on the receipt provided with your filing.
You can also find the number on your filed Certificate of Formation or Certificate of Incorporation. In many cases, the State of Delaware stamps the file number in the approved document, making it easy to identify once you know where to look.
If you cannot locate your original paperwork, you still have options. You may be able to look up your company through the Delaware Division of Corporations’ business entity search using your company name. Harvard Business Services, Inc. can also assist with a quick Delaware state file number lookup for your company.
Looking up a State 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 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.
Can I change my state file number?
No. A state file number is assigned by the state when your business is formed or registered, and it generally stays tied to that entity’s official record. Even if your business changes its name, registered agent, address, or ownership, the same file number typically remains in place. However, if you form a brand-new entity, that new entity would receive its own separate state file number.
Do I need a Delaware file number to open a bank account?
Banks typically ask for your Tax ID, formation documents, ownership information, and sometimes a Certificate of Good Standing. However, your Delaware file number may appear on your formation records or be used by the bank to verify your company’s registration with Delaware. Think of it as supporting information, but not a replacement.
Forming a Business with HBS
At Harvard Business Services, Inc., our team can help you form a company online and ensure that your company file number is easily accessible to you and your team. If you’re forming a new Delaware LLC, corporation, or other business entity, or simply need help locating information for an existing company, our team is here to assist.
(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 6 comments left for Delaware State File Number: What It Is & How It's Used
Mark S. Staniscia said: Tuesday, February 7, 2017How can I find out who the secretary and president of a corporation formed in Delaware in 1970 was any info. appreciated Thanks Mark
HBS Staff replied: Tuesday, February 7, 2017You can try to obtain a copy of the Annual Report from the Delaware Secretary of State.
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