The Corporation is a business structure that provides personal liability protection by separating the owner’s personal assets from the assets of the business. A corporation is liable for the actions and finances of the business, while the owners (known as shareholders) are not.
- Corporations provide liability protection for the shareholders
- A corporation can raise non-debt financing by selling shares of the business
- Taxation may be lower than a sole proprietorship or partnership
- Corporations are more complex and expensive to set up than sole proprietorships, partnerships, and Limited Liability Companies (LLC)
- At a minimum, corporations are required to hold an annual board of directors meeting, shareholders meeting, take minutes at the meetings, issue shares, etc., to maintain the entity’s liability protection.
Generally, Corporations are chosen over a Limited Liability Company when a significant amount of funding is being raised from investors. However, due to the cost and complexity of the Corporation, most small businesses are better off forming an LLC.
Related: How to Form an LLC in Arizona
The following steps are to create a domestic Corporation, which is the most common type for businesses. There are other types of Corporations in Arizona include a foreign Corporation (an out-of-state Corporation wanting approval to physically operate in the state), a professional Corporation (designated for Corporations offering professional services), or a non-profit Corporation.
Steps to Forming a Corporation in Arizona
Step 1: Choose a Name
The first step in forming a Corporation in Arizona is selecting a name.
The name of the Corporation has to be different from other entity names in the state of Arizona. Check available Corporation names in Arizona.
The name of the Corporation must include one of the following designators at the end of the business name:
- Or an abbreviation of one of those words – Co., Corp., Inc., or Ltd.
A comma may be used after the business name and before the designator. “Common Grounds Coffee Inc.” and “Common Grounds Coffee, Inc.” are both acceptable.
If there is a name you want but are not ready to register the Corporation, you can file the Trade Name Reservation Application with the Arizona Corporation Commission. The name reservation will hold a name for up to 120 days at the cost of $45.
Before selecting a name, you may also want to see if the domain name is also available.
While a Corporation has to select a unique name that another Arizona Corporation isn’t using, that doesn’t guarantee the name isn’t being used by someone else. Before registering a Corporation name, be sure to do a trademark search to verify it is available for you to use.
Step 2: Choose a Statutory Agent
To have a Corporation in Arizona, an Arizona Statutory Agent (called a Registered Agent in many states) must be identified to act as a central point of contact to receive legal documents, tax notices, summons, subpoenas, etc., on behalf of the Corporation. This can either be a resident of Arizona or a commercial Statutory Agent service.
You can act as your own Statutory Agent in Arizona, and you are not required to pay for a Statutory Agent. The requirements to be a Statutory Agent are generally available during normal business hours and have a physical street address in the state. A PO Box is not allowed.
Any individual meeting the requirements can be the agent; however, the agent’s name and address will become public record, and with that comes a loss of privacy. This is more important for some entrepreneurs, especially when doing business from home or are still employed. Hiring a company like Northwest Statutory Agent to be the Statutory Agent will help protect their privacy.
Related: Do I Need a Statutory Agent in Arizona?
Step 3: File the Arizona Articles of Incorporation
Next, you can start filing the Articles of Incorporation with the Arizona Corporation Commission. The Articles of Incorporation can be filed online on the Corporation Commission’s website or by mail with Form C010.
The information requested includes:
- Type of Corporation, which is either a for-profit corporation or professional corporation. For-profit is the most common, however, if the business requires licensing from the state (law firm, accounting, medical, etc.), professional corporation will need to be checked.
- Company name of the Corporation, which must contain the word “Corporation,” “Company,” “Incorporated,” “Limited,” or an abbreviation.
- Professional Corporation services – Briefly describe the professional service being performed
- Character of business – Briefly describe what the business will do
- Shares – Enter the class (common stock is most common), series, and number of shares
- Arizona known place of business – enter the street address of the business
- Directors – list the name and business of each director
- Statutory Agent – name and physical address of the Statutory Agent Additionally, the Statutory Agent must fill out and sign the Statutory Agent Acceptance form (Form M002)
- Certificate of Disclosure – The Certificate of Disclosure (Form C003) asks questions about the backgrounds of the owners
- Incorporators – list the name and address of the incorporators. Incorporators are individuals assisting with the formation paperwork and may or may not be an owner of the business.
The Arizona Articles of Incorporation can be filed online or submitted by mail, along with a cover sheet, a statutory agent acceptance document, and a certificate of disclosure. The mailing address is:
Arizona Corporation Commission – Examination Section
1300 W. Washington St.,
Phoenix, Arizona 85007
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Step 4: Create Corporate Bylaws
Bylaws are basically the overall guiding principles and procedures of the operations of the business. The bylaws include the name of the officers of the corporation, responsibilities of the board members, terms of office, procedures for removing or adding a new director or shareholder, policies for authorizing new shares, when shareholder and director meetings will be held, and more.
Step 5: Hold the Initial Board of Directors Meeting
During the first board meeting, the board of directors at a minimum will elect the officers of the corporation (the President, Vice President, Treasurer, and Secretary), review and approve corporate bylaws, choose a bank, issue shares of stock, and decide whether the Corporation will be taxed as a C corporation or S corporation.
It’s critical to remember that taking meeting minutes at all meetings is necessary to protect the shareholders from lawsuits and court actions. The minutes provide a record of all decisions and actions taken during the meeting. Minutes aren’t filed with the state, however, they need to be stored with other Corporate documents.
Step 6: Issue Shares of Stock
In exchange for money or services, the Corporation can exchange shares of stock. The number of shares of stock issued cannot be more than the number of authorized shares listed in the Articles of Incorporation.
If you are using an attorney to create the bylaws, they can also create the shares of stock. Alternatively, an inexpensive Corporate Kit can be purchased from Amazon, which has a corporate records book, blank stock certificates, initial meeting minutes template, corporate seal, and more.
Step 7: Obtain an EIN
The EIN or Employer Identification Number (also called a Federal Employer Identification Number, FEIN, or Tax ID Number) is a unique 9-digit tax identification number assigned to a business by the Internal Revenue Service (IRS). Similar to a social security number for an individual, the EIN identifies the Corporation for tax purposes. The EIN will be needed to hire employees, open a bank account, register for business licenses and permits, file tax returns, and more.
There is no cost for the EIN when registering through the IRS. The number is available immediately when applying through the IRS website; however, you can also register by phone, fax, or mailing IRS Form SS-4.
Related: How to Apply for an EIN
Step 8: Elect the Corporation’s Form of Federal Income Taxation
By default, a new corporation will be taxed by the Internal Revenue Service (IRS) like a C-Corporation. C-Corporations pay corporate taxes on their profits, and the owners pay personal income taxes on their dividends.
A Corporation can elect to be taxed as an S-Corporation. S-Corporations are taxed as “pass-through entities,” which means the Corporation itself does not file corporate taxes. Instead, the profits (or losses) “pass through” to the shareholders, who then report this income on their individual taxes.
For most small businesses, the S-Corporation tax election is the most beneficial because it eliminates the double taxation of the C-Corporation. This tax election can be changed, however, it is highly recommended to talk with an accountant before making this decision.
Step 9: Open a Bank Account
Opening a bank account for your Corporation is important for liability protection as the bank account separates the business’s funds from the member’s personal funds.
Several documents will be needed to open a business bank account, such as:
- A banking resolution is a document that authorizes the members to open a business bank account on behalf of the LLC.
- Copies of the original Articles of Incorporation showing the creation of the Corporation in addition to the bylaws.
- Driver’s licenses of the members.
- Depending on the age of the Corporation, an Arizona Certificate of Good Standing may be needed to prove the business entity is active and in good standing with the state.
Related: How to Open a Business Bank Account
Step 10: Apply for Business Licenses and Permits
Depending on what your business does and where it is located, there will likely be various business licenses and permits needed before starting your business. Some common registrations include:
- Business License – Some states and several cities require businesses to obtain licensing before they can start.
- Professional License – Certain services such as barbershops, salons, and others must be licensed with the state.
- Transaction Privilege Tax License (TPT) – To sell products and certain services, registration with the Arizona Department of Revenue will be necessary.
Step 11: Publication
After the Corporation is approved, it is typically necessary to publish an ad in a newspaper (Notice of Publication) to complete the registration process. There is no publishing requirement for businesses whose principal address is in either Maricopa County or Pima County.
Corporations in other counties are required to publish an ad in the legal section of a newspaper with general circulation in their county within 60 days of filing the Articles of Incorporation. The newspaper has to be located in the same county as the LLC’s Known Place of Business, and an ad has to run in 3 consecutive weeks.
After the ad has run, an Affidavit of Publication will be sent, which should be kept with your business records. Although it’s optional, it’s generally recommended to record the Affidavit of Publication with the Arizona Corporations Commission.
The Arizona Secretary of State has a list of approved newspapers.
Step 12: File Annual Reports
Corporations are required to submit an annual report with the Arizona Corporation Commission through the eCorp Account. The annual report is due each year before the first day of the month in which the Corporation was created. For example, if the LLC were created on November 5th, 2021, the next annual report would be due November 1st, 2022.
The filing fee for the Arizona Annual Report is $45.