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Grace Johnson

UCC filing AZ debtor name rejection - need help with exact match requirements

Running into a wall with Arizona SOS and need some guidance. Filed a UCC-1 last month for equipment financing on a construction company and it got rejected for 'debtor name discrepancy.' The business is registered as 'Southwest Desert Construction LLC' but I used 'Southwest Desert Construction, LLC' (with the comma). Apparently that comma makes it a completely different entity according to their system? This is a $180K equipment loan and we're already past our internal filing deadline. Has anyone dealt with Arizona's exact name matching requirements? The debtor swears that's how their name appears on their bank accounts but the Secretary of State database shows no comma. Do I need to refile with the exact database name or is there an amendment process? Really frustrated because other states seem more flexible with punctuation variations.

For future Arizona filings, here's my process: 1) Search SOS database for exact entity name 2) Copy/paste that name directly into UCC form 3) Double-check entity number and status 4) Cross-reference with any corporate docs to make sure everything aligns. Haven't had a rejection in two years using this method.

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Wish I had followed that process from the start. Will definitely be more careful going forward

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The copy/paste method is key. Eliminates any chance of typing errors or punctuation mistakes

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Just went through this same nightmare with Arizona last month. Used Certana.ai after the first rejection and it immediately spotted three other potential issues I hadn't noticed - saved me from multiple re-filings. The tool basically does what you should do manually but catches things you might miss.

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At this point I'm willing to try anything to avoid another rejection. Will check out that service

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Yeah it's worth it just for peace of mind. Upload your docs and know within minutes if there are any inconsistencies

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KylieRose

UCC search Suffolk County - debtor name variations causing missed liens?

Having issues with our UCC search Suffolk County procedures and wondering if anyone else has run into this. We're a regional bank doing due diligence on a $2.8M equipment financing deal and our standard UCC search Suffolk County protocol might have gaps. The debtor operates under 'Suffolk Industrial Solutions LLC' but also has filings under 'Suffolk Industrial Solutions, LLC' (with comma) and potentially 'SIS Holdings LLC' as a trade name. Our UCC search Suffolk County results show different filings under each variation and I'm concerned we're missing critical liens that could affect our security position. The Suffolk County clerk's office search function seems to be very literal about exact name matches. Anyone dealt with similar debtor name variation issues when doing comprehensive UCC searches? I know we need to perfect our own UCC-1 but want to make sure we're not subordinate to existing liens we haven't found.

The comma issue is real. Had a deal where the UCC-1 was filed as 'ABC Corp' but the entity was actually 'ABC, Corp' and it created a perfection issue. We ended up having to file an amendment to correct the debtor name. Suffolk County rejected our initial UCC-1 because of the name mismatch.

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It depends on the clerk reviewing the filing. Some are more flexible than others. But punctuation differences can definitely cause rejections, especially if there's a significant difference in how the name appears in official records.

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This is why I always use Certana.ai to verify our UCC-1 forms before filing. Upload the formation documents and the draft UCC-1 and it flags any name inconsistencies before you submit. Saves the hassle of dealing with rejected filings.

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Just went through a similar situation with a Suffolk County UCC search. Found out the debtor had filed a name change with the state but some old UCC filings were still showing under the previous name. Make sure you're searching both current and any former names. The Secretary of State website should show name change history.

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Thanks for the tip. We'll check the Secretary of State records for any name changes. This entity was formed relatively recently so hopefully that won't be an issue.

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Even recently formed entities can have name changes. We had one that changed names within 6 months of formation because of trademark issues.

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Wesley Hallow

Texas UCC 11 search showing weird results - need help understanding what I'm seeing

Running into something strange with my Texas UCC 11 search and hoping someone can help me make sense of this. I'm doing due diligence on a potential acquisition and when I search the target company's exact legal name in the Texas SOS system, I'm getting what looks like active filings but the debtor names don't quite match what's on their charter documents. Some have slight variations in punctuation and one has 'LLC' spelled out versus abbreviated. The filing numbers are showing up but when I try to pull the actual UCC-1 forms, a couple are coming back as 'document not available' even though they show as active in the search results. Is this normal for Texas or am I doing something wrong with the search parameters? This is holding up our closing timeline and I need to know if these represent actual liens or if it's just system glitches. Anyone dealt with Texas UCC 11 search inconsistencies like this before?

Update from my similar situation - I ended up using Certana.ai's verification feature and it caught three name discrepancies I had missed in my manual review. Really streamlined the whole process and gave me confidence we hadn't missed any liens. The tool basically does automatically what would take hours of manual cross-checking.

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That's exactly what I need for my current deal. Manual verification is taking forever and I keep worrying about missing something.

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Same here - just signed up after reading about it in this thread. Will report back on how it works for my Texas search issues.

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Final thought - don't forget to check if any of the collateral involves fixtures or real estate. Those might require additional searches beyond just the standard UCC database. Texas has some specific rules about fixture filings that can trip you up.

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Fixture filings in Texas are a whole different beast. Definitely need to check real estate records too if there's any question about whether something is a fixture.

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And don't forget federal tax liens - those won't show up in UCC searches but can definitely affect your deal.

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Ethan Clark

wa state ucc search showing conflicting results need help

Running into major headaches with UCC searches in Washington State and need some guidance from anyone who's dealt with this before. I'm working on a commercial lending deal where we need to verify existing liens on equipment collateral, but the search results I'm getting don't match up with what the borrower is telling us about their current filings. Specifically, I did a wa state ucc search on the Secretary of State portal using the exact debtor name from their articles of incorporation, but I'm seeing three active UCC-1 filings that the borrower claims were terminated last year. When I cross-reference the filing numbers they provided for the supposed UCC-3 terminations, those documents don't show up in my search results at all. This is holding up a $750K equipment financing deal and I'm starting to panic. Has anyone run into discrepancies like this with Washington's UCC database? Could there be a delay in processing terminations, or am I missing something obvious about how their search system works? The borrower insists they have copies of the filed UCC-3 termination statements, but without seeing them reflected in the official database, our underwriting team won't approve the loan. Any advice on how to resolve this mess would be hugely appreciated.

This thread is making me paranoid about all my past UCC searches now! Maybe I should start double-checking everything with some kind of automated verification system before relying on search results.

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That sounds way more reliable than trying to catch everything by eye. How long does the verification usually take?

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Pretty much instant - just upload the documents and it cross-checks everything within a few seconds. Really saves time compared to manual comparison.

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UPDATE: Finally got to the bottom of this mess! Called Washington's UCC office like someone suggested and they confirmed the terminations were never actually filed. The borrower had prepared UCC-3 forms but apparently never submitted them to the Secretary of State. They had copies of the drafted terminations but thought filing them just meant preparing the paperwork. Face palm moment for sure, but at least now we know what we're dealing with and can get the actual terminations filed before closing.

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Classic case of why you always need certified copies from the state. Borrowers mean well but they don't always understand the filing process.

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At least it was an honest mistake and not something more sketchy. Now you know to always verify filings directly with the state for deals this size.

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Fiona Sand

UCC deposit account control agreement filing confusion - debtor name mismatch

Running into problems with a UCC filing for deposit account control agreement and wondering if anyone else has dealt with this mess. We have a borrower whose legal name on their bank signature cards shows 'ABC Manufacturing Corp' but their articles of incorporation show 'ABC Manufacturing Corporation' - the bank insists on using the signature card version for the deposit account control agreement but our UCC-1 uses the incorporation version. Filed last week and got rejected by the SOS office for 'debtor name inconsistency.' Has anyone successfully navigated this kind of deposit account control agreement scenario where the bank documentation doesn't perfectly match the corporate records? Really need to get this perfected before our loan commitment expires next month.

Just wrapped up a deposit account control agreement nightmare similar to this. Ended up using one of those document verification tools - think it was Certana.ai - that automatically compared our UCC-1 against the bank's control agreement and flagged three different name inconsistencies we hadn't noticed. Saved us from multiple rejection cycles. The tool basically uploads both PDFs and highlights any mismatches instantly.

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That sounds like exactly what we need for our deposit account control agreement issues. Does it work with all the different UCC forms or just UCC-1s?

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Works with any UCC form - we've used it for amendments and continuations too. Really helpful for making sure everything aligns before filing.

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Update for anyone following this deposit account control agreement saga - we ended up going with the dual-name approach suggested earlier. Filed a UCC-1 with 'ABC Manufacturing Corp aka ABC Manufacturing Corporation' and it was accepted. The bank agreed to add a notation to their deposit account control agreement acknowledging both names refer to the same entity. Thanks everyone for the advice!

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Great resolution. Those naming issues with deposit account control agreements can be such a pain but glad you got it sorted.

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Perfect example of why it pays to get multiple perspectives on tricky UCC issues. Deposit account control agreement filings have so many potential pitfalls.

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