Business owners preparing to file their Beneficial Ownership Information (BOI) reports should be aware of common pitfalls that might lead to civil penalties or worse.

The most common mistake is identifying one owner but not identifying every individual qualifying as a beneficial owner. Even if someone owns less than 25% of the business, that person may still be considered a beneficial owner if they hold significant decision-making authority evidencing “substantial control” over the reporting company.

For example, an indirect way to exercise substantial control over a reporting company is by controlling one or more intermediary entities that separately or collectively exercises substantial control over a reporting company. The best way to avoid this mistake is to review your company’s structure carefully and consult an expert if you’re unsure about who is a potential beneficial owner.

Another likely common mistake is submitting incorrect or incomplete details for beneficial owners. Mistakes in names, dates of birth, or identification numbers can lead to rejected filings or regulatory scrutiny – and possibly even fines and jail time if done deliberately. This mistake can easily be avoided by double-checking all information before submission and ensuring you’ve provided accurate and up-to-date details.

A third common mistake is failing to timely file. Businesses underestimate how long the process can take, leading to missed deadlines. For new businesses, filing is required 90 days after formation or registration, while companies formed or registered prior to 2024 have until January 2025 to comply. Companies can avoid this potential problem by marking important dates on your calendar and preparing your filing early to avoid a last-minute rush and a possible $591 a day fine for an untimely filing.

A fourth mistake would be the failure to update information as it changes. As set forth in the applicable regulations, the failure to update beneficial ownership information as changes occur can result in non-compliance. Any changes in ownership or control must be reported within thirty days of the change. This can be avoided by Implementing an internal system to track changes in ownership and file updated reports with FinCEN when necessary.

The fifth common mistake is simply assuming the existence of an exemption without really confirming it applies. Certain businesses, like larger companies already subject to similar rules, are exempt from the BOI reporting requirement. Assuming you are covered by an exemption without having proper confirmation could lead to fines. This can be avoided by double checking your exemption status by consulting the list of exempt entities or seeking expert advice. For example, even if your company has filed for dissolution, that would not automatically exempt you as an inactive company if that dissolution took place in 2024.

Avoiding these five common mistakes will help ensure a smooth BOI reporting process. By simply taking the time to understand key requirements and double-checking your information, you can protect your business from most of these unnecessary risks.