Processing Guidelines and Procedure
Our Processing Guidelines and Procedure page is designed to give customers a clear, transparent view of how we manage and process hundreds of thousands of filings each year.
By outlining the steps, standards, and safeguards we follow, this process aims to ensure customers understand not only the efficiency of our operations but also the care we take in handling every submission.
This page is intended to provide confidence in our processes, highlight our commitment to accuracy and timeliness, and make it easy for you to navigate the filing journey with clarity and assurance.
- Submission Processing Delays
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Documents are processed in the order received; our notices are automated and will not reflect any pending submissions.
You may receive notifications or status changes during this period because staff review by the Secretary of State has not yet been completed.
- Submissions provided before expiration dates are honored, and once the submitted documents have been accepted and placed on record, the business status will return to active status.
- If documents were recently submitted, you may disregard the notice if you can confirm the Secretary of State has received your filing (payment has been collected).
- If you are unable to confirm if the Secretary of State has received your submission, please chat with our office.
- Monitor any email addresses associated with the filing or Registered Agent on record for any contact from the Secretary of State regarding confirmation or a need for corrections.
- If documents were recently submitted, you may disregard the notice if you can confirm the Secretary of State has received your filing (payment has been collected).
- The online filing system will then allow multiple submissions, and corresponding fees are non-refundable. Before submitting a filing, confirm you do not have a pending submitted document.
- If you are unable to confirm if the Secretary of State has received any recent submissions, please chat with our office.
- Submissions provided before expiration dates are honored, and once the submitted documents have been accepted and placed on record, the business status will return to active status.
- Secretary of State Filing Procedure
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Because filings are legally binding documents, they must only be submitted via our online system or by paper (limited by filing type) in the mail.
- The Secretary of State must input all filings received in the mail on the same day they were received.
- The Secretary of State only receives mail Monday-Friday during regular business hours, excluding holidays.
- Our office is not liable for lost or delayed mail, so please plan accordingly. Filings are worked in the order received. Same-day and Expedited orders are in a separate queue that takes priority over all other filings.
Processing Procedure FAQs
- What is considered "submitted" per the Secretary of State's internal process?
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When a customer provides documents, they have submitted a filing to the Secretary of State.
Once these submissions are inputted into the system, they are in the “Pending OSOS Review” stage of filing.
- Submitting the document will not change the business's status or information until it is fulfilled.
- What is a "timely submission" as it pertains to submitted filings to the Secretary of State?
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A timely submission is not the postmarked date; it is the physically or electronically received on or before the due date.
- RCW 23.95.255 – Annual reports must be filed on or before the due date (usually the end of the anniversary month of formation).
- WAC 434-112-085 – Defines when a document is considered filed. A "timely submission" means:
- Electronically submitted before midnight on the due date.
- Paper filings must be received by close of business on the due date.
- If the due date falls on a non-business day, submissions received within the next business day may be considered timely.
- RCW 23.95.255 – Annual reports must be filed on or before the due date (usually the end of the anniversary month of formation).
- How do I know if the Secretary of State received our submission?
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Online Filing Confirmation: Online filing through the Corporations and Charities Filing System (CCFS) provides immediate submission confirmation (example below), which is the most reliable way to ensure timely submission on or before the due date.
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The Secretary of State uses a consolidated mail service, which means mail is not directly received by our office, which may cause additional delays.
- Mail Early: If you choose to file by mail, it is crucial to mail your documents well in advance of the deadline to account for potential postal service delays.
Postal tracking
If you mailed your request with a tracking number, please check the status of that delivery using the appropriate carrier’s website and/or customer service.
Payment by check
If you mailed your request with a check payment and see the check has been cleared through your banking institution, this is an indication our office has received your submission. If the payment has not been cleared, the submission may have been sent back to you because the check and/or request was not acceptable per our initial review.
- What is the process for rejection of submitted documents, or records?
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After submitting a filing, make sure to monitor your postal and electronic mail. If a submission is missing required information and/or payment, or is otherwise not acceptable but can be corrected, the Secretary of State will generate a correction letter.
- Correction letters identify the information and/or actions needed to complete the submission and follows Washington Administrative Code WAC 434-112-045
Email notices and confirmation letters regarding a filing will be delivered to the listed email address(es) to the Registered Agent or the email provided in the "Return Address for Filing" section (if applicable to the filing type).
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- Letter Date
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This is the date the letter was emailed and/or mailed. This date starts the 30-day clock.
- Return Address for Filing
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Most online and paper forms include an optional section titled “Return Address for this Filing.” If this section is completed, the correction letter and confirmation letter will be emailed and/or mailed to the email/mailing addresses provided.
If a cover letter is provided, contact information from the cover letter may be used to complete fields in the “Return Address for this Filing” section.
An additional confirmation letter will also be sent the Registered Agent’s email and/or mailing address upon completion.
- Explanation of corrections needed
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This section will identify the information and/or payment needed to complete the submission. If you have questions about a specific section, please review the filing instructions for the appropriate form for details and context.
- Work Order Number
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This is the number assigned to this filing/submission. OSOS staff uses this to identify the specific filing and match up pending submissions with submitted corrections.
- Corrections format
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Corrections sent by email with the necessary information in the body of the email will become part of the filed public record unless the revisions are submitted in an attachment.
If payment is required as part of the correction, send all required items together by mail. Sending incomplete corrections by mail and/or email will likely result in processing delays and additional correction notices.
- 60-Day Clock:
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The customer has 60 days from the correction letter date to provide corrections.
- If all corrections needed to place the filing on public record are not received within this 60-day time frame, new fees will be required.
- What is considered "fulfilled" per the Secretary of State's internal process?
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Once the Secretary has performed staff review and data entry of all information provided in the submission and has deemed the supplied information meets the statutory requirements, the submitted documents are now fulfilled.
The Secretary of State reviews all information provided, either sends the filing back for corrections or fulfills the record by placing it on public record. Our office stamps all fulfilled records with FILED on the top right and an embossment on the bottom right.