California businesses should be aware of an important change to the way Statements of Information are filed with the California Secretary of State. As of August 1, 2026, users filing Statements of Information online through California’s bizfile Online system must have established User Access. The change is designed to help prevent unauthorized filings and gives business entities greater control over who can submit filings on their behalf.
The change does not alter the basic filing requirements for California corporations or limited liability companies. Businesses are still responsible for filing their Statements of Information on the required annual or biennial schedule, and failing to file can result in penalties and, in some circumstances, suspension or forfeiture of the entity.
What Changed on August 1, 2026?
The California Secretary of State now requires User Access for online filings through bizfile Online.
Under the new system, the Statement of Information filing option is only available to users who have established the appropriate access. California says the change is intended to prevent unauthorized filings and business identity theft. The “File Statement of Information” option will not appear unless the user has been granted access to the business entity through the portal.
The change applies to users conducting online filings within the bizfile Online system. It does not change the underlying obligation of a business to file its Statement of Information.
Being listed as the registered agent does not automatically provide filing access. Each user must first be authorized through the bizfile Online system.
How Filing Access is Granted
If an administrator already exists, the portal will send an approval request to the existing administrator. The administrator must approve the request before filing access is granted.
If no administrator exists, the portal will display a “Request PIN” option. Selecting this option causes the California Secretary of State to mail a secure PIN to the business mailing address (or principal executive office address) currently on file with the state. Once the PIN is received, it must be entered into the bizfile Online portal to establish filing access for that entity.
If the business has never been claimed within the bizfile Online system, there is no administrator or email address on file to approve access electronically. In this case, the only available option is to request a PIN by mail. The California Secretary of State will send the PIN to the business mailing address or principal executive office address listed on the entity’s most recently filed records. After the business receives the PIN, it must be provided to us so we can complete the authorization process and obtain access to file future Statements of Information.
How Often Does a California Business Need to File?
The filing frequency depends on the type of entity.
California corporations generally must file a Statement of Information annually.
California limited liability companies (LLCs) generally must file every two years. California LLCs file during the applicable filing period based on the entity’s original registration.
Foreign corporations qualified to do business in California generally have annual Statement of Information requirements.
Foreign LLCs generally have biennial filing requirements.
The California Secretary of State sends filing reminders to businesses, but the responsibility for filing remains with the business. Not receiving a reminder does not eliminate the filing requirement.
What Information Is Included?
A Statement of Information generally provides the California Secretary of State with current information about the business, including its name, address, officers, directors, managers or members, and agent for service of process, depending on the type of entity.
Businesses should also update their information when certain changes occur between regular filing periods. For example, California requires an updated Statement of Information when the name or address of an agent for service of process changes or when the agent resigns.
Keeping this information current is important because the Secretary of State’s records are used to establish the public record for the business.
What Happens If a Business Does Not File?
Failure to file a required Statement of Information can have consequences beyond simply having an outdated public record.
The California Secretary of State can issue a delinquency notice when a required filing is not received. If the business does not correct the delinquency, the Franchise Tax Board may assess a penalty.
A business can also face suspension or forfeiture for failing to maintain its required filings. A suspended or forfeited entity may lose important rights and privileges, including the right to use its business name in California.
The Secretary of State indicates that a business facing suspension or forfeiture because of a missing Statement of Information may generally address the Secretary of State’s requirement by filing the current Statement of Information. Additional requirements may apply if the Franchise Tax Board has also suspended the entity.
What Should California Businesses Do Now?
The most important step is to make sure your business remains current with its Statement of Information filing requirements and that anyone responsible for making online filings has the appropriate User Access established.
Businesses should:
- Confirm their next Statement of Information filing deadline.
- Verify that the information currently on file with the California Secretary of State is accurate.
- Confirm that the registered agent or agent for service of process information is current.
- Establish bizfile Online User Access for individuals responsible for filing.
- Make sure third-party service providers have the appropriate access if they handle filings on the company’s behalf.
- Monitor both California and federal requirements separately, particularly when it comes to beneficial ownership reporting.
The Incserv corporate services team can support entities that do business in California with all of these requirements. Simply email info@incserv.com.
This article is provided for general informational purposes only and does not constitute legal, tax, or financial advice.
