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Tyrone Johnson

Need Help on How to Fill Out a UCC-1 Form Correctly - Keep Getting Rejections

I'm drowning here trying to get this UCC-1 filed for our equipment loan and the Secretary of State keeps rejecting it. This is my third attempt and I'm obviously missing something critical about how to fill out a UCC-1 form correctly. The loan officer said it should be straightforward but every time I submit it comes back with some error about the debtor name or collateral description. The equipment is construction machinery worth about $340K and we need this perfected ASAP since our lender is getting antsy. Has anyone dealt with these constant rejections? What am I probably doing wrong with the form completion?

Amina Diallo

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I went through this nightmare last year. Ended up having to get certified copies of the debtor's formation documents directly from Ohio SOS to see exactly how their name was filed. Turned out they had a middle initial in their corporate name that wasn't on any of their other paperwork.

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Amina Diallo

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Different section of their website - corporate records search. You can usually get uncertified copies online to check the exact name formatting before ordering certified ones.

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GamerGirl99

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That's smart. I always do a corporate search first now before preparing any UCC filings. Saves so much hassle.

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Once you figure out the exact debtor name, make sure your collateral description is specific enough. 'Construction equipment' alone probably isn't sufficient - they want to know what kind of construction equipment and ideally some identifying details.

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Much better! Specific makes and models when possible, plus a catch-all phrase for related equipment. That should satisfy Ohio's requirements.

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Perfect example. Specific enough to identify the major collateral but broad enough to cover related items and attachments.

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Charlotte Jones

Kentucky UCC search showing conflicting results - need help verifying debtor names

Running into a weird situation with kentucky ucc search results that don't match up with what I filed. Did a UCC-1 filing last month for a commercial equipment loan and when I search the debtor name through the Kentucky SOS portal, I'm getting partial matches but not finding the exact filing I submitted. The debtor is an LLC with a pretty straightforward name but I'm wondering if there's some variation in how it got indexed versus what's on the original charter documents. Anyone else dealt with search discrepancies in Kentucky's system? This is for a $180K equipment financing deal and I need to make sure the lien is properly perfected before we close. The filing number shows as accepted but the search function seems flaky.

Emma Swift

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This is why I always do a Certana.ai document check before filing anything. Upload your charter and proposed UCC side by side and it flags any discrepancies instantly. Would have caught this comma issue right away.

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Caleb Stark

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That's actually really smart. Prevention is better than having to file amendments after the fact.

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Definitely going to use that for future filings. For this one I think I'll just file the amendment to correct the name and be done with it.

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Kentucky UCC search has definitely improved over the years but still has quirks. The important thing is that your filing went through and has a valid file number. For a $180K deal I'd probably file the amendment just for peace of mind though.

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Alexis Renard

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Exactly. The cost of an amendment is nothing compared to the risk of an unperfected security interest.

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That's the conclusion I'm coming to. Thanks everyone for the input - going to file the UCC-3 amendment tomorrow to fix the name.

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StarStrider

RI UCC Filing Portal Keeps Rejecting My Continuation - Debtor Name Issue?

Been trying to file a UCC-3 continuation in Rhode Island for the past week and their portal keeps kicking it back. The original UCC-1 was filed 3 years ago for equipment financing on construction machinery. Now I'm 2 months before the 5-year deadline and can't get this thing through. The rejection notice says "debtor name inconsistency" but I'm copying it exactly from the original filing. Original shows "COASTAL CONSTRUCTION ENTERPRISES LLC" and that's exactly what I'm putting on the UCC-3. I've triple-checked the filing number, collateral description matches, everything looks identical. Anyone else had issues with RI's system being picky about continuation filings? This is my first time dealing with their portal and wondering if there's some quirk I'm missing. The lapse deadline is approaching fast and getting stressed about this.

Ethan Taylor

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Just went through this exact situation with a RI continuation filing. Ended up being a punctuation issue - there was a comma in the original debtor name that wasn't showing up clearly in the portal display. Once I added the comma to match exactly, it went through fine.

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Ethan Taylor

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Yeah, it's tedious but better than missing the deadline. RI's matching algorithm is pretty strict about punctuation.

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Yuki Ito

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This is why I always order certified copies for important filings. Can't trust what shows up on the portal screen sometimes.

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Carmen Lopez

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Update - got it figured out! Turns out there was an extra space after 'ENTERPRISES' in the original filing that wasn't visible when I was copying the name. Used that document verification tool someone suggested and it highlighted the whitespace issue immediately. Filed the corrected UCC-3 and it went through on first try. Thanks everyone for the help!

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StarStrider

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Yeah, that verification tool was definitely worth using. Saved me probably hours of troubleshooting.

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Sean Doyle

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Great outcome! Always satisfying when you finally track down the exact cause of a filing rejection.

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Connor O'Neill

UCC fixture filing form keeps getting rejected - attachment description issues?

Been wrestling with a UCC fixture filing form for three weeks now and it keeps bouncing back from the state office. This is for commercial kitchen equipment that's bolted down in a restaurant space - walk-in coolers, industrial ovens, the whole setup. The debtor name matches exactly what's on the lease agreement, but I'm starting to think my fixture description might be too vague? I wrote 'restaurant equipment and fixtures' but maybe that's not specific enough for a fixture filing? The equipment is definitely attached to the real estate but I'm not sure if I need to describe each piece individually or if there's a standard way to handle restaurant fixtures. Anyone dealt with fixture filings for commercial kitchen equipment before? This is holding up a $180K equipment loan and the lender is getting impatient.

Update: Finally got my fixture filing accepted! Rewrote the collateral description to be much more specific about permanent attachment and added the full property legal description. Thanks everyone for the advice - especially about emphasizing the 'permanently affixed' language. The lender is happy and we can finally close this deal.

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Congrats on getting it through! Those rejections are so frustrating when you're trying to close a deal.

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Thanks! Definitely learned a lot about fixture filing requirements from this experience. Will be much smoother next time.

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Zara Ahmed

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This whole thread should be required reading for anyone doing fixture filings. So many little details that can trip you up if you're not careful.

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Luca Esposito

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Seriously. The difference between fixture filings and regular UCC-1s is bigger than most people realize.

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Nia Thompson

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Yeah, I wish someone had explained all this to me before my first fixture filing disaster. Would have saved weeks of back and forth.

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Esteban Tate

UCC 1 Arizona filing rejected twice - debtor name issues killing my deal

Equipment finance deal falling apart because of UCC-1 rejections in Arizona. Filed twice now and both times got kicked back for debtor name problems. The company is "Southwest Industrial Solutions LLC" on their articles of incorporation but they do business as "SWI Solutions" and that's what's on all the loan docs. Arizona SOS keeps rejecting because the exact legal name doesn't match what's in their database. Deal is supposed to close Friday and I'm running out of time. Anyone dealt with Arizona's name matching requirements? This is a $180K equipment loan and the customer is getting antsy about delays.

Sasha Reese

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I had similar problems until I started using that Certana tool someone mentioned. It's actually saved me from several filing mistakes. Worth checking if you're doing multiple UCC filings.

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Esteban Tate

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I'm definitely going to try it for this filing. Can't afford another rejection.

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Document consistency checking is huge in this business. Small mistakes cost big money.

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Noland Curtis

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Update us when you get it figured out! Deal with Arizona filings every month and always learning new quirks about their system.

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Diez Ellis

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Good luck! Equipment finance deals are stressful enough without filing drama.

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Fingers crossed for you. State filing systems can be so frustrating.

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