Charleston, West Virginia; December 26th, 2025
State officials are warning business owners to be cautious of third-party solicitations offering to file 2026 annual reports for a fee, advising that these notices are not issued by the state and are not required for compliance.
According to the West Virginia Secretary of State’s Office, businesses have reported receiving mailings and electronic communications that resemble official government notices and suggest immediate payment is required to remain in good standing. These solicitations often reference filing deadlines, penalties, or legal consequences, despite originating from private companies unaffiliated with state government.
The Secretary of State’s Office stated that annual reports are filed directly with the state and do not require the use of outside vendors. While private services may legally offer filing assistance, they are optional and frequently charge fees far exceeding the cost of filing directly through the state’s official system.
Officials cautioned that some solicitations use official-sounding language, formatting, or seals intended to create confusion, particularly for small businesses and first-time filers. Business owners are urged to carefully examine the sender of any correspondence and to verify filing requirements through official state channels before submitting payment.
The advisory emphasized that official annual report notices will clearly identify the West Virginia Secretary of State’s Office as the issuing authority and will not request payment through third-party mailing addresses or unrelated websites. Payments sent to private solicitations do not guarantee compliance with state filing requirements.
The Secretary of State’s Office reminded businesses that responsibility for timely and accurate filing remains with the business itself. Failure to file an annual report can result in penalties or loss of good standing, regardless of whether payment was made to a private entity.
State officials encouraged business owners to share the warning with partners and colleagues and to report misleading solicitations to the Secretary of State’s Office so patterns of abuse can be tracked and addressed.
Sources
Primary First-Hand Sources
- WEST VIRGINIA SECRETARY OF STATE’S OFFICE, official advisory titled “Business Owners: Beware of 2026 Annual Report Solicitations from Third Parties,” December 2025
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