Washington compliance checkup for new companies

I researched Washington State–specific compliance for new companies (LLCs and corporations) using authoritative state and federal sources to assemble a comprehensive, actionable compliance checkup and checklist.

Below I summarize the steps taken, the key state-specific requirements, ongoing filings and deadlines, employer obligations, recordkeeping and enforcement risks, plus recommended next steps and authoritative links to each source.

Summary of steps taken and analysis performed - Searched and scraped official Washington state sites (Secretary of State, Department of Revenue, Employment Security Department, Department of Labor & Industries, Paid Leave WA) plus federal guidance (FinCEN) and a Washington small-business legal checklist (Communities Rise) to capture state- and federal-level compliance that affects new Washington companies (LLCs and corporations). - Extracted practical step-by-step tasks new businesses must complete at formation and during first year, plus ongoing yearly and payroll-related obligations. - Focused on items most relevant to US business owners and LLC founders: entity filings, UBI/business license, state tax registration, employer payroll programs, workers’ comp, paid leave, annual reports, BOI/CTA reporting, and recordkeeping.

Key Washington compliance checklist for new companies (actionable tasks)

Summary of steps taken and analysis performed

Searched and scraped official Washington state sites (Secretary of State, Department of Revenue, Employment Security Department, Department of Labor & Industries, Paid Leave WA) plus federal guidance (FinCEN) and a Washington small-business legal checklist (Communities Rise) to capture state- and federal-level compliance that affects new Washington companies (LLCs and corporations).
Extracted practical step-by-step tasks new businesses must complete at formation and during first year, plus ongoing yearly and payroll-related obligations.
Focused on items most relevant to US business owners and LLC founders: entity filings, UBI/business license, state tax registration, employer payroll programs, workers’ comp, paid leave, annual reports, BOI/CTA reporting, and recordkeeping. Key Washington compliance checklist for new companies (actionable tasks)

Form the entity and file with Washington Secretary of State - File Certificate of Formation (LLC) or Articles (corporation) with the WA Secretary of State and pay applicable filing fees. - Note initial filing/initial report requirements and the annual report requirement (annual report due each year on or before the last day of the anniversary month). Maintain good standing to avoid reinstatement fees and penalties.

Obtain state business ID / Master Business License (UBI) and register with DOR - Apply for a Master Business License/UBI through the Washington Department of Revenue (Business Licensing Service). This registers you across state agencies and triggers tax and employer registrations.

Federal Employer ID Number (EIN) - Obtain an EIN from the IRS if you will have employees, open a business bank account, or otherwise need a federal tax ID.

Register for state taxes and set up tax filing frequency - Register with WA Department of Revenue for B&O tax and sales & use tax (if applicable). B&O is a gross receipts tax—reporting and payment frequencies depend on revenue and tax type. - Check sales tax obligations and marketplace facilitator rules; remote seller/economic nexus rules may apply—confirm thresholds with DOR.

Employer registrations and payroll-related programs - Register with the Employment Security Department (ESD) for unemployment insurance, Paid Family & Medical Leave (PFML) contributions, and WA Cares Fund reporting as applicable. - Register with Washington L&I for workers’ compensation coverage—most employers must purchase coverage through L&I. - Set up payroll systems to withhold and remit state and federal payroll taxes, PFML premiums, WA Cares premiums, and workers’ comp deductions as required.

Licenses & permits (state and local) - Obtain any industry-specific state licenses and check city/county requirements (many cities require local business licenses or permits—Seattle, Tacoma, etc., may have additional rules).

Ongoing filings, deadlines and reporting - File the Secretary of State annual report each year (due by the last day of your formation month) to maintain active status. - File periodic tax returns and payments (B&O, sales tax, excise taxes) on the schedule set by DOR. - Employers must file quarterly and annual employer tax reports with ESD, L&I and the IRS (Form 940, Form W-2, 1099s for contractors when applicable).

Beneficial Ownership Information (BOI) / Corporate Transparency Act (FinCEN) - Understand whether the Corporate Transparency Act applies to your entity. If required, file BOI reports with FinCEN and update within statutory timeframes when ownership or control information changes.

Required records and recordkeeping periods - Keep formation documents, operating agreements, corporate minutes, EIN, tax returns and payroll records. Washington guidance and state law include specific recordkeeping expectations (tax records often 5 years).

Insurance, safety and employment law compliance - Maintain required workers’ compensation, comply with WISHA/OSHA safety standards, provide paid sick/safe leave per state law, and adhere to minimum wage and overtime rules.

Penalties and reinstatement risks - Missing annual reports, failing to register for taxes, unpaid payroll taxes, or failing to carry required insurance can lead to penalties, interest, administrative dissolution, or difficulty reinstating status (reinstatement can include multiple years’ fees plus penalties). Recommended immediate next steps for new Washington companies - File formation documents with SOS and obtain your UBI/master business license (DOR). - Apply for an EIN from the IRS and open a business bank account. - Register with DOR, ESD and L&I immediately after formation (or via the Business Licensing Service) to ensure payroll and tax withholding compliance from payroll start date. - Work with a CPA or small-business attorney to confirm tax classifications (LLC taxed as partnership, S-corp, or C-corp), B&O tax classifications, and to verify BOI/CTA filing obligations. - Set calendar reminders for annual report due date and recurring state/federal tax filing dates. - Keep organized records (formation docs, annual reports, payroll, taxes) and maintain backups. Authoritative sources and direct links (supporting the checklist) - WA Secretary of State (LLC filings, initial/annual reports, reinstatement)

https://www.sos.wa.gov/corporations-charities/business-entities/limited-liability-company-llc-professional-llc-pllc-filing-resource-page - WA Dept. of Revenue — Apply for a business license / register and pay taxes (B&O, sales & use): https://dor.wa.gov/open-business/apply-business-license - WA Employment Security Department (employer taxes, register your business): https://esd.wa.gov/employer-taxes/register-your-business - WA Dept. of Labor & Industries (workers’ compensation, safety): https://lni.wa.gov/insurance/insurance-requirements/do-i-need-a-workers-comp-account/ - Paid Family & Medical Leave (employer guidance): https://paidleave.wa.gov/employers/ - FinCEN BOI filing portal and guidance (Corporate Transparency Act): https://boiefiling.fincen.gov/fileboir and FinCEN BOI small-business guide: https://www.fincen.gov/sites/default/files/shared/BOI_Small_Compliance_Guide.v1.1-FINAL.pdf - Washington Small Business Legal Checklist (Communities Rise) — consolidated state-focused checklist and practical guidance (June 2024): https://communities-rise.org/wp-content/uploads/2024/06/Explanation-of-WA-Small-Business-Checklist-v.-2024-06.pdf If you want, I will now: (A) draft the full blog post and newsletter content (SEO-optimized, ~1,200–1,800 words) titled "Washington compliance checkup for new companies," using the checklist above and state-specific links; (B) produce a shorter checklist PDF or one-page compliance roadmap for distribution; and/or (C) create an employer onboarding compliance checklist (payroll setup/quarterly filings). Tell me which deliverable(s) you prefer and any tone/length constraints.