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April 2nd Deadline – DC Biennial Reports and Trade Name Renewals!

Reports Flag map of Washington DC 239x300Every two years, entities doing business in the District of Columbia (DC) are required to file biennial reports to maintain its authority to do business.   During the report filing period, you may update your principal office address, make changes to the governors of the entity (officers, directors, managers and/or members), and change your registered agent.

Additionally, if you have a trade name that will expire this year, you must renew your trade name by April 2nd to avoid cancellation.

Reports DCRA 1 300x91If the Department of Consumer & Regulatory Affairs (DCRA) does not receive your report or renewal by April 2nd, a $100 penalty will be assessed, in addition to filing fees.  After August 31st, the trade name will be cancelled and the entity will be revoked.

Don’t risk your good standing with DCRA!  Let Incserv assist with filing your report and renewing your trade name!   You can click on the link to our website to place your order

If you have any questions or would like additional information about our compliance services, simply e-mail us at or call us at 202.386.7575 or 877.531.1131.  We will be happy to assist!

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Snapshot™ Overview: Logging In

Did you know we have an online client portal called Snapshot™?  It is a valuable tool our clients can use to gain information about their entities, file their annual reports, manage their payments and invoices, or review resources for each of the 50 states, and much more!  If you have a company where Incserv is the registered agent, you can use Snapshot™!

The first step to checking out our client portal is logging in.  You can visit the login page here:

There are two ways to login.  If your company is under your client account (and not, for example, your law firm’s), you want to login with your email and password on the left.  If you have been sent to Snapshot™ by your legal counsel (or someone else), you want to login using your DE file number and Incserv company number on the right.

Snapshot™ snapshot 2018 1

How do you tell?  If you receive a bill from us directly every year for registered agent services, that usually means that your companies are under your client account.  If your law firm (or other company) forwards you our bill or bills you directly, then your companies are under their account.  Please note, if you login with your DE file number and Incserv company number, you can only file your DE annual report in Snapshot™.  Logging in with your username and password ensures you have full access to everything our client portal has to offer!

If you still aren’t sure, give us a call!  We can let you know if your company or companies are under your client account.  And if you have more than one company and they’re under multiple client accounts, we can condense them for you so they’re all under one client account.

If you don’t have a password, you can either give us a call or use the “Chat With Us” function on the lower right of your screen.  We can then quickly set you up with either a random password or a password of your choosing.

Check out our next Snapshot™ blog where we’ll discuss the different features of our client portal.  Also stay tuned for more posts in our Snapshot™ blog series where we’ll show you how to utilize everything to the fullest!

Sara Flanagan, Systems Analyst

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Jurisdictional Closures for April 2018

closures closed sign 300x200Please see the list below for Jurisdictional Closures for April.  Dates and information are subject to change.

Date: Holiday: State:
 April 16th  Emancipation Day
 April 16th  Patriots Day  ME, MA
 April 23rd  Confederate Memorial Day  AL
 April 23rd  State Holiday  GA
 April 27th  Arbor Day  NE
 April 30th  Confederate Memorial Day

Please check out our blog posts throughout the month for any last minute changes or updates from these or any other state or local office.

If you have any questions or need assistance, feel free to contact us at 800-346-4646 or via email at


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Winter Weather Closures

Winter snow 150x1242Wednesday, March 21, 2018 – As you may be aware, the Northeast has been hit with another winter storm.   Multiple jurisdictions along the Northeast are closing early or have closed due to Winter Storm Toby.

Washington, DC

  • Federal and Government Offices are closed
  • Incserv’s Washington, DC office is also closed

However, our Delaware and Florida offices are open and available to handle requests for services in jurisdictions that are open.

Please note, that in anticipation of the potential winter weather expected for Delaware, this may change. We will keep you posted.

If you have questions or concerns, please contact our office at 302.531.0855, 800.346.4646 or

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March 23rd – DE Secretary of State Luncheon- Cut-Off Times Altered!

Luncheon, March 23rd delaware 173x300On Friday, March 23, 2018 an Employee Recognition Luncheon is planned for all the employees of the Delaware Secretary of State – Division of Corporations.  State services have been altered. 

All 30 Minute and One-Hour service filings must be received prior to 6:00 PM (ET) and Two-Hour service filings will need to be received prior to 5:00 PM (ET).  All other cut-off times will remain unchanged.

We will be able to secure filing dates and times until 10:30 PM (ET).

To meet these deadlines, Incserv must receive all filings AT LEAST 15 MINUTES before the DE Secretary of State corresponding cut-off times.

If you have questions or concerns, please contact our office at 302.531.0855, 800.346.4646 or


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March 30th – Good Friday

Closing, Good Friday, March 30th spring clip art Cute spring flower clip art 300x197On Friday, March 30th, some jurisdictions will be closed in observance of Good Friday.  However, Incserv will be available between the hours of 8:30 AM – 5:00 PM (ET). 

Incserv has electronic access to many jurisdictions and will be able to perform electronic searches, filings and document retrievals, as such access allows.

If you have questions pertaining to what services are available in a specific jurisdiction or if you anticipate special needs between 5:00 pm and 8:00 pm (ET) on this day, please contact Incserv in advance so a Client Services Representative may work with you to ensure your needs are met.

Incserv will resume regular business hours on Monday, April 2nd.

If you would like to know if a specific jurisdiction is closed, check out our monthly Jurisdictional closing blog to view the full list of closures.

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DC Biennial Reports & Trade Name Renewals Due by April 2nd!

Biennial Report, DC Flag map of Washington DC 239x300In order to maintain its authority to do business in the District of Columbia (DC), registered entities are required to file a biennial report the year after registering with the Department of Consumer & Regulatory Affairs (DCRA) and every two years thereafter. 

The biennial report filing period allows for updating officers, directors, managers and/or members.   Additionally, you may now elect to change your registered agent at this time!  Incorporating Services, Ltd. would be honored to represent you in DC and all 50 states!

Also, if your trade name is expiring this year, you must renew your trade name by April 2nd or risk having the registration cancelled after August 31st.  This is consistent with the biennial report filing requirement.  Don’t lose your registrations! Blank forms may be found on the DCRA website at Let Incserv help you to stay in compliance!

As always, if you have any questions about biennial reports or need assistance with filing, we are more than happy to help. Simply e-mail us at or call us at 202.386.7575 or 877.531.1131.

Deirdre Davis-Washington, Assistant Vice President

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Legalization Blog Series – Part 4

legalization, flags globalWe’ve reached the final post of the legalization blog series!  In part 1, we introduced the legalization process and provided detail on what types of documents require legalization.  In part 2, we defined and discussed apostilles, authentications and embassy legalization in depth and in part 3, we discussed the differences between embassies and consulates and how to navigate through each to have your documents ready for use outside the U.S.   Finally, in part 4, we will go over a few tips on avoiding rejection and getting your documents completed within your deadlines.

Avoiding Rejection

We can’t stress enough that each country has its own chain of requirements!  Some embassies will take a few days to process, while others may take weeks.  Some have special forms that must accompany documents and others may have additional steps in the authentication process before the document can be submitted to the embassy.  Export shipments leaving the US and going to Arab countries may require shipping documents such as Certificates of Origin and Commercial Invoices to be submitted to the National US Arab Chamber of Commerce (NUSACC) for review and certification.  Every country is different!  To find out more on the functions of the NUSACC, visit  or reach out to us.

Meeting Deadlines

When an order is placed, make sure important deadlines are communicated to your service provider!  The Court or other official or government agency overseas may accept copies of completed documents by the deadline, while others will need the originals in hand by a specific date.  Either way, give yourself enough time to complete all steps required for processing, while also allowing time for shipping internationally, if required.

The Do’s and Don’ts!legalization, document document 300x279

Remember, documents must be original.  Documents certified by a federal official may not be authenticated by the State but must be authenticated by the U.S. Department of State.  Once certified by a government official, do not remove grommets, staples, or any pages in the document!  Lastly, content of the document must not be contrary to the laws of the country in which the document will be used.  For example, the Embassy of the People’s Republic of China has been known to reject documents which refer to “Taiwan” as its own independent country.

It has been a pleasure presenting the topic to you!  If you’ve missed any part of the series or for access to other blog posts, feel free to click on the following link:  Should you need assistance, an Incserv representative is available to help!

Thanks for reading!

Deirdre Davis-Washington, Assistant Vice President