• Don't Do This: 
  
  • Attach only your old bank statement, even if it has the correct name and address
• Do This Instead: 
  
  • Attach a bank statement, tax receipt, utility bill, or other filed document from the last 5 years. 
  • Make sure the address on your secondary document, if you include one, is current and is the physical address. Also, make sure your legal business name is correct and exactly the same as what you entered on the screen. 

The following lists examples of acceptable documents that must be less than 5 years old:

• Bank statements
• PDF or screenshot of your business profile in your state's online business registry or Secretary of State website
• Utility Bills (water, gas, or electric only)
• Department of Treasury IRS Tax Exemption Status Letter
• IRS Forms 1099
• License to Operate (issued by city, state)
• State Sales and Use Tax Permit
• Tax invoices (federal, state, local, international)
• Certificates of Good Standing issued by your state

Reason #2: You attached one or more documents with incorrect information. 

• Don't Do This:
  
  • Enter in the text box that you want your legal name updated to "ACME Company," but provide a business license that shows your name as "ACME, Inc."
  • Enter in the text box that you want your address updated to add a suite number, but provide a utility bill that lists the correct street address and no suite number. 
  • Attach documents without both legal name and address, unless you also attach a second document that is less than 5 years old with both legal business name and current address. 
• Do This Instead:
  
  • Include at least one document with both current business name and address in every incident for entity validation. 
  • Make sure the document you choose has the exact, correct legal business name. 
  • Make sure the same document has the exact current physical address. 
  • Make sure the name and address in your documents match what you entered on the screen. 

Note: You can attach documents with your correct legal business name and an outdated address to prove state and date of incorporation, or national identifier. But those cannot be used alone to validate your entity. You must attach a second document with your current, correct legal business name and physical address to make the linkage between the old information and the current information. 

Reason #3: You attached documents demonstrating your physical address using a P.O. box. 

These will be rejected every time. Please save yourself time by not including attachments listing P.O. boxes or mail services. P.O. boxes and mail service addresses (e.g. UPS store locations) are not considered physical address locations by the federal government. You must list a physical address where you do business (e.g. your home address if you don't work out of an office building, store, plant, school, performing arts center, doctor's office, town hall, etc.). 

• Don't Do This: 
  
  • Attach documentation that lists a P.O. box for the address. 
  • Attach documentation that lists the UPS (or other mail service) building where you rent a mailbox. 
• Do This Instead: 
  
  • Attach documentation that includes both your legal business name and the physical address. 
  • You can request to change your legal business name or physical address if needed, but the documentation and the request you are making must match what you enter on the screen and must use a physical address. 

Reason #4: You attached non-English-language originals without also attaching a certified English translation. 

• Don't Do This:
  
  • Hand-write English words over the original document. 
  • Include no English translation. 
  • Have a friend translate your document into English informally (unless it comes with a statement of certification). 
  • Translate only part of the document. 
  • Use automatic or online machine translation services
• Do This Instead: 
  
  • Include a separate document that translates the original content line by line. 
  • Format to help make it clear which parts of the translation go with which parts of the original. 
  • Ensure the document includes a statement of certification (see our FAQ (KB0055230)). 
  • The official translation protocol for some non-U.S. governments includes a built-in English translation where the English is included in the same fields as the original language. This is acceptable if it's the norm for governmental translations in that country and it is easy for our reviewers to find the required information on the document. 

Reason #5: You attached your original application or typed document or screenshots of a form where you entered data on a website (but wasn't approved yet). 

All attachments must be official documents. Original applications, word processing documents, screenshots of website forms, and other unofficial artifacts will be rejected (exception: State Secretary of State current business registry screenshots after the webform is submitted and accepted). 

• Don't Do This: 
  
  • Attach originals of any document you submitted to a local, state, federal, or national authority. These will never be accepted. Only processed applications and forms can be considered. 
  • Attach original tax returns not processed by an accounting firm or tax accountant. 
  • Attach copies of applications you have submitted. 
  • Attach original tax returns not processed by an accounting firm or tax accountant. 
  • Attach copies of applications you have submitted. 
  • Attach screenshots or exports of IRS.gov, DLA.gov, and federal website record, current SAM.gov registration, etc. 
  • Attach Dun and Bradstreet or DUNS Number screenshots. 
  • Your own typed documents, like joint partnership agreements, without a stamp indicating it's been filed by a local, state, or federal authority. 
• Do This Instead: 
  
  • Attach a screenshot or printed of your business's active record in your state's business registry from an official state website, such as your secretary of state's site. 
    Note: These screenshots must show the record of the search and not a form that has not been submitted. 
    
  • Attach processed applications, evidenced by seals, signatures, and stamps from the processing authorities. 
  • Attach formal letters you received from federal or state offices acknowledging the establishment or update of your business information (except award-related documents). 

Reason #6: You attached poor quality documents. 

• Don't Attach: 
  
  • Original handwritten documents where it is difficult to identify critical information without a certified transcription. 
  • Low-contrast documents. 
  • Documents with obscured or cut-off information. 
  • The first page of a document, where the full document is needed to prove it is official (e.g. the name and address are on page 1, but the country office stamp is on page 3.)
• Do Attach Instead: 
  
  • Easily visible name, address, identifier number, date and state (or country) of incorporation.
  • Clearly visible dates on documents such as utility bills and bank statement. 
  • Clear seals, signatures, stamps, or other signals on the document demonstrate that the document is an official copy (do not attach the forms you submitted to your local authority). 
  • All pages in a document. 
  • Neatly redacted (draw a thick dark line or otherwise obscure) sensitive information that is not relevant to your entity validation (e.g. bank account numbers, bank balances, photographs, or personal identifiers when they are not necessary for you business to be validated). 

Reason #7: You didn't include the specific request you're making in the text box of your ticket. 

The text box on the documents page is optional. Your validation will not be rejected if you leave it blank. However, you can use this box to explain anything that could help the reviewer understand the connection between what you entered on the screen, the entity you selected from the legal entities list (if applicable), and the documents you provided. 

• Don't Do This:
  
  • "See attached."
  • "My entity information is correct."
  • "I don't have (document name/type)."
  • "My information is the same as last year."
  • "The system didn't find me."
  • Just list your name and address without saying what should be updated. 
• Do This Instead: 
  
  • "The entity shows the correct name but incorrect address. Please change the address to 123 Main St. Anywhere, CA 90210."
  • "The name and address are correct. I was asked to provide the date/state of incorporation. My entity is not incorporated, but it began on March 1, 2002, and I have included official documentation showing this."
  • "Please change my name from ACME Building Supplies to ACME Building, LLC. I've attached documentation that supports this name." 
  • The system didn't find me. Please add my name and address (ACME Building Supplies, 123 Main St. Anywhere, CA 90210)."
  • I'm just renewing. My information hasn't changed, even though the system didn't show it exactly right. I attached the document proving my correct name and address to be validated."
  • My state and date of incorporation that I entered are correct, but the system isn't accepting them. I'm including my sole proprietor certified tax return as proof that I started my business on May 1, 2020, in Ohio." 

Tips for Better Entity Validation Documentation: 

• Make it as easy as possible to find the information you're requesting to be updated in your documents. Consider highlighting the name, address, or other relevant information on the copy you attach and include the same information with instructions in the text box of your request. 
• Protect your information by redacting sensitive details that are not necessary for entity validation in SAM.gov. 
• If you realized after reading this that you need to change your documents, follow these instructions (KB0057690). 
• Do NOT create multiple tickets for the same update unless directed to do so by the EVS reviewer. Instead, open the ticket you already have in SAM.gov and add documents if needed. Creating additional tickets slows the process and may make it difficult to identify if you've already provided partially complete documents. 
• Check out our Document FAQ (KB0055230)  for examples of acceptable and unacceptable documents. 

Examples of Documents That Are Not Accepted:

• Entity Administrator Appointment Letters are not accepted for validation. A notary verifies your identity but does not certify your entity's legal business name or physical address. 
• Deeds
• Loan documents
• Federal award paperwork 
• Invoices for goods or services (including cable bills, delivery service, and IT service invoices)
• Envelopes or postcards
• Organization letterhead
• USPS.com search results
• Applications or forms that have not been certified by a government agency