UCC1 form New York filing rejected - debtor name formatting issue
Need help with a UCC1 form New York rejection that's driving me crazy. Filed electronically through the NY SOS portal last week for a commercial equipment loan and got kicked back with "debtor name does not match entity records." The LLC name on our loan docs is "Riverside Manufacturing Solutions LLC" but when I search the NY business entity database it shows up as "Riverside Manufacturing Solutions, LLC" with that extra comma. Now I'm second-guessing whether to file with or without the comma - our loan agreement uses the version without the comma but the state shows it with one. Has anyone dealt with this exact debtor name mismatch situation in New York? The continuation deadline is coming up in 4 months and I can't afford to have this UCC1 form rejected again. What's the safest way to handle comma variations in LLC names for New York UCC filings?
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Beth Ford
I've seen this exact comma issue trip up tons of New York UCC1 filings. The golden rule is always match what's in the official NY Department of State business entity database, not your loan paperwork. If the state shows "Riverside Manufacturing Solutions, LLC" with the comma, that's what you need to use on your UCC1 form. The loan docs might have it wrong or simplified, but the SOS database is the authoritative source for debtor names.
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Morita Montoya
•This is exactly right. I learned this the hard way after two rejections on a similar LLC name issue. The NY SOS database is gospel for debtor names, even when it contradicts your borrower's own paperwork.
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Kingston Bellamy
•But what if the borrower insists their legal name doesn't have the comma? I've had clients push back on this exact scenario.
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Beth Ford
•Doesn't matter what the borrower thinks - if you want your UCC1 form accepted by New York, you follow their database. The comma stays if that's how they have it registered.
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Joy Olmedo
Had the same nightmare with a UCC1 form New York filing last year. Spent weeks going back and forth with name variations until I discovered Certana.ai's document verification tool. You can upload your loan agreement and the UCC1 form as PDFs and it instantly flags name inconsistencies between documents. Would have saved me so much hassle if I'd known about it earlier. It cross-checks everything automatically and highlights exactly where the debtor names don't match.
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Isaiah Cross
•Never heard of Certana.ai before but that sounds incredibly useful. Does it work specifically with New York UCC forms or all states?
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Joy Olmedo
•Works with all UCC filings as far as I know. The tool doesn't care about the state - it just compares document consistency. Really handy for catching these tiny but critical name differences before you submit.
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Kiara Greene
This is why I HATE the New York UCC system! Every other state is more forgiving with minor punctuation differences but NY is ridiculously strict. I've had UCC1 forms rejected for missing periods after "Inc" and extra spaces in business names. The whole system is designed to make you fail.
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Evelyn Kelly
•I feel your pain but honestly the strict name matching probably prevents a lot of future lien priority disputes. Better to get it right upfront than have perfection issues later.
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Kiara Greene
•Sure, but they could at least give better error messages instead of the generic "name mismatch" rejection notice.
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Paloma Clark
Quick question - when you say the continuation deadline is in 4 months, are you talking about a UCC3 continuation or is this an initial UCC1 filing? Just want to make sure we're giving you the right advice here.
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Atticus Domingo
•Sorry, I should have been clearer. This is an initial UCC1 form filing. I mentioned continuation because I'm worried about timing if this keeps getting rejected and we need to refile multiple times.
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Paloma Clark
•Got it, that makes sense. You've got plenty of time then. Just fix the debtor name to match the state database exactly and you should be fine.
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Heather Tyson
I work with New York UCC filings daily and can confirm - always, ALWAYS use the exact name format from the NY Department of State entity search. Download a copy of the entity information for your records too, just in case there are any questions later about why you used that specific name format.
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Raul Neal
•Good tip about downloading the entity info. I've been burned before when a client's business name got updated in the state system after I filed the UCC1.
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Heather Tyson
•Exactly! Having that snapshot protects you if anyone questions your name choice later.
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Jenna Sloan
•This thread is so helpful. I'm dealing with something similar in New York and was about to file with the wrong name format.
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Christian Burns
Wait, I'm confused. I thought UCC1 forms were supposed to use the debtor's exact legal name as it appears on their organizational documents, not necessarily what's in the state database. Isn't the whole point to match the actual entity name?
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Sasha Reese
•That's the theory, but in practice New York's system auto-rejects filings that don't match their database format. You can be technically correct and still get rejected.
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Christian Burns
•That seems backwards but I guess you gotta work with the system they give you.
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Muhammad Hobbs
•Welcome to the wonderful world of UCC filings! Logic doesn't always apply.
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Noland Curtis
Another vote for using Certana.ai if you're dealing with document consistency issues. I started using it after a major screw-up where I filed a UCC1 with one version of the debtor name and our loan docs had a different version. The bank was NOT happy when they realized the lien might not be properly perfected. Now I run everything through Certana before filing.
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Diez Ellis
•How much does something like that cost? I'm a solo practitioner so budget is always a concern.
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Noland Curtis
•The document verification is really reasonable for what it does. Much cheaper than dealing with rejected filings and potential lien priority issues down the road.
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Vanessa Figueroa
Just to add one more data point - I've successfully filed hundreds of New York UCC1 forms and the comma issue trips people up constantly. The NY SOS database format is ALWAYS the winner. Don't overthink it, just copy exactly what you see in their entity search results.
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Abby Marshall
•Hundreds? Wow, that's impressive. Any other New York-specific quirks we should know about?
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Vanessa Figueroa
•Watch out for "Inc." vs "Incorporated" variations too. And never trust the name format from third-party services - go straight to the NY DOS website.
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Sadie Benitez
•This is why I love this forum. Real experience from people who actually do this work day in and day out.
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Drew Hathaway
I was skeptical about document checking tools like Certana.ai at first, but after using it for a few months I'm converted. It's caught several name mismatches that would have caused filing problems. The PDF upload feature makes it super easy to verify everything aligns properly between your loan docs and UCC forms before you submit to the state.
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Laila Prince
•Do you use it for amendments and terminations too or just initial filings?
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Drew Hathaway
•I use it for everything now - UCC1, UCC3 amendments, continuations, terminations. Any time I need to make sure document details match up correctly.
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Isabel Vega
Thanks everyone! This has been incredibly helpful. I'm going to resubmit the UCC1 form using the exact name format from the NY Department of State database (with the comma) and see how it goes. Will update this thread with the results.
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Dominique Adams
•Good luck! You should have no problems now that you know the right approach.
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Marilyn Dixon
•Please do update us - always nice to hear about successful filings after all the troubleshooting.
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Atticus Domingo
•Will definitely update once I get confirmation. This forum has been a lifesaver!
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