Names of Individuals
Capitalize the first letter of the first, middle and last names only. Enter the last name in the last name field, the first name in the first name field, and the middle name in the middle name field. (If only a middle initial is provided, enter it with a capital letter followed by a period.)
Type the generation, if there is one, in the generation field (e.g. Jr., Sr., III).
Company and organization names
Company names with initials should be added with no spaces between the first and second initials. Example: A.B. Truck Lines
Example: General Motors Acceptance Corp.
Example: Pacific Gas and Electric Co.
Example: RDI Financial Inc.
"The" as the first word in a name. Type it in before the name.
Example: A and A Seed Co.
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Associates, Association, Company, Corporation, and Incorporated: Abbreviate as "Assoc." "Assn.", "Co.", "Corp." and "Inc."
"of" and "the": Use all lower case letters when in the middle of a name.
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LLC, LLP, LP, N.A., FSB, Esq: Do not add as part of the name.
Use the Party Text field only.
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Aka, faka, dba, fdba: Do not add as part of the name, add them in the alias field.
Example: CA Franchise Tax Board
Example: San Francisco County Tax Collector, Santa Cruz County Assessor
Example: County of Marin, City of San Jose
Example: U.S. Dept. of [agency]
Example: U.S. Dept. of Veterans Affairs
There are a few exceptions to this rule such as:
Example: USDA Rural Development [fdba Farmers Home Administration; fdba Rural Economic and Community Development Services]
Example: Internal Revenue Service
Example: "The Estate of John Doe" would be entered in the last name field as: "Estate of John Doe" would be entered in the last name field as: "Trust of Jane Doe"
Example: California Auto Dealers, Inc.
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A doctor, dentists, etc., should be added [if an individual] with the first name in the first name in the first name field, last name in the last name field. MD or DDS etc.. should be added in the Party Text field.
Example: Hancock Insurance Company, a California Corporation would be entered:
Last/Business Name Field: Hancock Insurance Company
Party Text: an California Corporation
REMEMBER TO ALWAYS SEARCH CAREFULLY BEFORE ADDING!!