Verifying Business Registration by Name (Philippines)

Overview

Verifying a business “by name” in the Philippines means determining whether an enterprise using a specific name is duly registered with the proper government registry and authorized to operate. Because Philippine business forms register with different agencies, the process depends on the entity type (sole proprietorship, corporation/partnership/OPC, or cooperative) and often requires cross-checks with the local government (business permits) and tax authority (BIR).

This article explains the legal bases, where records live, practical verification steps, what each result means, and common pitfalls—so you can run a defensible, end-to-end name check.

Legal bases and who keeps the records

Sole proprietorships register their business name with the Department of Trade and Industry (DTI) under Act No. 3883 (Business Name Law), as amended and its IRR. A DTI business name (BN) gives the right to use a trade name; it is not a separate juridical person.
Corporations, partnerships, and One Person Corporations (OPCs) register with the Securities and Exchange Commission (SEC) under the Revised Corporation Code (R.A. 11232) and SEC rules (including guidelines on corporate and partnership names). These are juridical persons distinct from their owners.
Cooperatives register with the Cooperative Development Authority (CDA) under the Philippine Cooperative Code (R.A. 9520) (and related statutes reorganizing/strengthening the CDA).
Local government units (LGUs)—cities/municipalities—issue the Mayor’s/Business Permit and Barangay Business Clearance under the Local Government Code (R.A. 7160).
Tax registration is with the Bureau of Internal Revenue (BIR) under the National Internal Revenue Code (e.g., sec. 236 on registration and sec. 237 on receipts/invoices).
Cross-cutting statutes: Ease of Doing Business Act (R.A. 11032) for process streamlining and Data Privacy Act (R.A. 10173) for lawful handling of identifying information.

What “verification” can (and cannot) prove

Can typically confirm:

That a specific business name is registered to someone (DTI for sole props; SEC/CDA for juridical entities).
Basic details such as registration number, date, entity type, and status (e.g., active, dissolved, revoked, cancelled).
Principal office address and occasionally the line of business.
Whether a business holds a current permit with a given LGU (often via the BPLO or QR codes on permits).

Cannot (by name alone) guarantee:

Tax compliance (e.g., up-to-date filing or payment status) beyond the fact of BIR registration.
Possession of industry-specific licenses (e.g., for banks, insurers, schools, telcos), which are issued by separate regulators.
Whether the person you are dealing with is the authorized signatory—that requires specimen signatures, a secretary’s certificate/board resolution, or a SPA.

Understand the entity type first

When you only have a name, normalize it before searching:

Remove punctuation and common suffixes: “Inc.”, “Corp.”, “OPC”, “Company”, “Co.”, “&”, “and”.
Consider likely variants and spacing: ABC Trading, A.B.C. Trading, ABC Trading & Services.
Ask for any registration number the counterparty can share (DTI BN, SEC company number, CDA registration number). Numbers speed up confirmation and disambiguate similar names.

Where and how to verify by name

1) Sole proprietorships — DTI Business Name

What you look for

Business Name (BN), Owner’s name, BN reference/registration number, territorial scope (Barangay/City/Municipality/Regional/National), validity period (DTI BN certificates are generally issued with a multi-year validity), and status (e.g., active/cancelled/expired).

How to verify

Use DTI’s Business Name search facility to look up the exact or partial name.
If results are inconclusive (highly generic names), request from the business a copy of the DTI BN Certificate. Modern DTI e-certificates typically include a QR code; scan to confirm the record matches the certificate details.
For formal reliance (e.g., onboarding vendors), ask for a Certified True Copy (CTC) of the BN certificate from DTI or require the party to present the original e-certificate with QR validation.

Reading the result

Active + within validity window → name is currently registered.
Expired → the right to use the BN lapsed; the business may still exist as a person, but the trade name protection ended until renewed.
Cancelled → DTI has cancelled the BN; exercise caution.

Caveat: DTI registration does not create a juridical person; the owner remains personally liable.

2) Corporations/Partnerships/OPCs — SEC

What you look for

Registered name (with proper suffix: Inc., Corp., OPC, Company, Limited, etc.), SEC registration/company number, date of registration, entity type, status (e.g., active, suspended, revoked, dissolved), and principal office.

How to verify

Use the SEC’s public name lookup to search the corporate/partnership/OPC name.
Request from the company a SEC Certificate of Incorporation/Registration (for partnerships) or Certificate of Filing of Articles. Newer SEC digital certificates carry QR/barcodes for authenticity checks.
For enhanced due diligence:
- Obtain or ask the counterparty for the latest General Information Sheet (GIS) to confirm directors/trustees, officers, and authorized signatories.
- Request Certificates (e.g., Good Standing/No Pending Revocation, No Derogatory Information) or CTCs of charter documents and amendments.
If the name is not returned by public search but the counterparty insists it exists, ask for the SEC company number and independently request a record search or CTC.

Reading the result

Active → registered and in good standing (subject to annual/reportorial compliance).
Suspended/Revoked → regulatory action; transact only with caution and legal advice.
Dissolved → juridical existence has ceased (winding up may survive for limited purposes).

Caveat: Many groups operate via a cluster of entities; verify which specific corporation you are contracting with.

3) Cooperatives — CDA

What you look for

Cooperative name, CDA registration number, date of registration, type of cooperative (e.g., multipurpose, transport), status, and principal office.

How to verify

Search the CDA’s cooperative registry by name.
Ask for the CDA Certificate of Registration and latest General Assembly/Board documents showing officers and authorized signatories.
For high-reliance scenarios, request CTCs or a Certificate of Good Standing.

Reading the result

Active → properly registered and operating.
Cancelled/Deregistered → avoid transacting absent clear authority during liquidation.

4) Local permits — LGU/BPLO & Barangay

What you look for

Mayor’s/Business Permit (annual), Barangay Business Clearance, and sometimes Occupancy or Sanitary Permit, with permit number, validity year, line of business, and address.

How to verify

Many LGUs print QR codes on permits; scan to confirm status.
Call or email the Business Permits and Licensing Office (BPLO) of the city/municipality named on the permit and quote the business name + address.
Match the trade name on the permit to the registered name (DTI/SEC/CDA). Mismatches can be legitimate (e.g., a trade/brand name used by a registered corporation), but should be explained.

Reading the result

Current year paid → authorized to operate locally for the period.
Expired/unpaid → lack of a current permit; this is a common red flag.

5) Tax registration — BIR

What you look for

BIR Certificate of Registration (Form 2303) showing TIN, RDO, registered activities (e.g., VAT/non-VAT), and official receipt/invoice authority.

How to verify

For privacy reasons, BIR does not provide public TIN/name searches. Verification is typically by:
- Examining the counterparty’s Form 2303 and sample official receipt/sales invoice (with Authority to Print or e-invoicing details).
- Confirming details directly with the Revenue District Office (RDO) if you have a lawful basis/authorization.
You may also validate VAT status by reviewing VAT invoices and returns the counterparty is willing to share.

Caveat: BIR registration alone does not prove corporate existence; pair it with DTI/SEC/CDA checks.

Intersections and common pitfalls

Trade name vs. legal name. A corporation (SEC) may operate under a trade/brand name different from its corporate name; DTI BN records belong to individuals and cannot duplicate existing SEC names if confusingly similar within the same field. Always map the brand you see to the legal owner you contract with.
Franchises. Stores carry the franchise brand, but the contracting party is usually a local corporate/sole prop franchisee. Verify both the franchisor’s registration and the franchisee’s entity/permits.
Branches and secondary names. Corporations may register secondary/assumed names with the SEC. Ensure the secondary name you see is actually approved and linked to the same SEC entity.
Similar/identical names. Distinguish by registration number, address, and owners. Name-only hits can be false positives.
Regulated activities. Banks, pawnbrokers, remittance agents, insurers, schools, hospitals, and the like need sectoral licenses (e.g., BSP, Insurance Commission, DepEd/CHED, DOH). A business name is not a license to perform regulated activity.

What each “status” generally implies

Active/Registered/Live — entity/name exists; still confirm current permits and tax registration.
Expired (DTI BN) — right to use the BN has lapsed; ask for renewal proof.
Suspended/Revoked (SEC/CDA) — administrative action; transactions carry risk.
Dissolved (SEC)/Cancelled (CDA) — juridical operations ceased; only winding-up acts allowed.

Building a defensible verification file

Minimum dossier (commercial counterparties):

DTI/SEC/CDA confirmation (screenshot/printout + reference number) matching the name.
Copy of certificate (DTI BN / SEC Incorporation / CDA Registration) with QR/barcode validation.
LGU business permit for the current year (QR verified or BPLO email confirmation).
BIR Form 2303 + sample OR/SI and, if needed, Authority to Print or e-invoicing registration proof.
Authorized signatory proof (e.g., Secretary’s Certificate/Board Resolution; for sole props, SPA if an agent signs).
Photo ID of signatory and specimen signature.
If high-risk: latest GIS (SEC) or reportorial filings/cooperative officers list (CDA), plus industry license where applicable.

Chain-of-custody tips

Keep file copies of every document checked, note the date/time of verification, and record the exact spellings and numbers you searched.
Use consistent name normalization rules (strip punctuation, standardize “and/&”, remove suffixes) before searching.

Data privacy and lawful processing

Under the Data Privacy Act, you should only collect and process identifying information for a legitimate purpose, keep it proportionate, and secure the data. Limit any public inquiries to what registries already make public; obtain consent or establish another lawful basis for deeper queries with the BIR or regulators.

Red flags that merit escalation

Business name appears only on social media or receipts but not in DTI/SEC/CDA registries.
Mismatched addresses across certificates and permits with no plausible explanation.
Out-of-date permits or revoked SEC/CDA status.
Refusal to show Form 2303 or to issue official receipts/invoices.
Industry claims (e.g., “banking,” “insurance”) without sectoral licenses.
Overuse of the word “Philippines/Philippine” or restricted terms (e.g., “Bank”) in a name that appears to violate naming rules.

Step-by-step playbook (name-only start)

Normalize the name (strip suffixes/punctuation; prepare likely variants).
Search DTI (sole prop), SEC (corp/partnership/OPC), and CDA (cooperative) registries.
If multiple hits: triage by address/line of business and request the counterparty’s registration number.
Obtain and validate official certificates (check QR/barcode; ensure dates and names match).
Cross-check LGU permit (BPLO/QR) for the address where the activity occurs.
Review BIR Form 2303 and sample OR/SI; verify VAT/non-VAT status if relevant.
Confirm authorized signatories (corporate secretary’s certificate/board resolution; owner’s SPA if needed).
Record everything (screenshots, dates, reference numbers) and file your memo on findings.

Frequently asked practical questions

How long is a DTI business name valid? DTI BN registrations are generally issued with a multi-year validity (commonly five years) and must be renewed; always check the certificate’s stated valid-until date.

Can two different businesses have the same name? Rules aim to prevent identical/confusingly similar names, but overlaps can still occur across different jurisdictions, sectors, or historical registrations. This is why registration number and address matter—and why you should verify the exact contracting entity.

Does a trademark equal business registration? No. Trademarks are filed with IPOPHL and protect brands. Business registration (DTI/SEC/CDA) authorizes operating under a legal or trade name. They’re complementary but distinct.

Is BIR registration public? No. There is no public TIN/name search. Verification typically relies on documents provided by the taxpayer and, where appropriate, direct confirmation with the RDO on a lawful basis.

Templates you can reuse

Email to an LGU BPLO

Subject: Verification of Business Permit — “[Business Name]” Good day. We are conducting routine due diligence. May we confirm whether [Business Name] located at [Complete Address] holds a current business permit for calendar year [YYYY]? If possible, please confirm the permit number and validity. Thank you. [Your name, company, contact details]

Request to a counterparty

Kindly provide: (1) DTI BN/SEC/CDA certificate; (2) LGU Business Permit (current year); (3) BIR Form 2303 and a sample OR/SI; and (4) Secretary’s Certificate/Board Resolution (or SPA) naming your authorized signatory for our agreement.

Bottom line

A sound name-based verification in the Philippines requires checking the right registry for the entity type, then corroborating with LGU permits, BIR registration, and signatory authority. Keep documentary copies, note dates and reference numbers, and escalate any inconsistencies. Done this way, your file will withstand audits and protect you from avoidable transactional risk.