How to Get Corporate Documents

Different situations require different corporate documents:

Formation Documents:

• Articles of Incorporation (corporations)

• Certificate of Formation (LLCs)

• Articles of Organization (LLCs in some states)

• Partnership agreements (registered partnerships)

Status Documents:

• Certificate of Good Standing

• Certificate of Existence

• Certificate of Status

• Certificate of Fact (verifies specific info)

Other Common Documents:

• Annual reports

• Amendment filings

• Registered agent information

• Merger/dissolution documents

Know exactly which documents you need before ordering.

Corporate documents are filed with the Secretary of State where the entity was formed:

Key Points:

• Formation state ≠ operating state

• A Delaware LLC operating in California files with Delaware

• Foreign qualification documents are filed in operating states

How to Find Formation State:

• Ask the company directly

• Search state business databases

• Review existing corporate documents

• Check contracts or agreements

Information You'll Need:

• Exact legal name of the entity

• Entity type (LLC, Corp, LP, etc.)

• File number (if available)

• Formation date (helpful for older records)

Most states offer free online business entity searches:

What You Can Find:

• Current standing/status

• File number and formation date

• Registered agent information

• List of filings on record

• Officers/directors (in some states)

Popular State Databases:

• Delaware: icis.corp.delaware.gov

• California: bizfileonline.sos.ca.gov

• Texas: mycpa.cpa.state.tx.us

• New York: appext20.dos.ny.gov

• Florida: dos.myflorida.com/sunbiz

Search Tips:

• Search by exact name first

• Try variations (with/without 'LLC', 'Inc.')

• Use partial name search if exact match fails

• Note the file number for document requests

Submit your document request to the appropriate state office:

Request Methods:

• Online ordering (fastest, available in most states)

• Mail with check or money order

• Phone orders (some states)

• In-person at state office

Certified vs. Uncertified:

• Certified copies include state seal and signature

• Required for most legal and official purposes

• Uncertified copies fine for internal use

Typical Fees:

• Certificate of Good Standing: $10-50

• Certified copies of filings: $5-30 per document

• Expedited processing: $10-50 additional

• Same-day service: $50-100+ (where available)

Include the entity's file number to speed processing.

For international use, corporate documents often need authentication:

Apostille:

• For countries that are Hague Convention members

• Issued by Secretary of State

• Verifies the document's authenticity

• Accepted in 100+ countries

Authentication/Legalization:

• For non-Hague Convention countries

• Requires state authentication + federal certification

• Then authenticated by destination country embassy

Common Apostille Fees: $10-25 per document

Countries Requiring Apostille:

• Most of Europe, Asia, South America

• Check specific country requirements

Plan extra time—apostilles add 1-2 weeks to processing.

When your documents arrive, verify accuracy:

Check For:

• Correct entity name spelling

• Proper certification (seal, signature)

• Current date (for good standing certificates)

• Correct document type

• Apostille attached correctly (if ordered)

Processing Times:

• Online certified copies: 24 hours - 5 days

• Mail orders: 1-3 weeks

• Expedited: Same day - 3 days

• With apostille: Add 1-2 weeks

If Issues Arise:

• Contact Secretary of State immediately

• Request corrections or re-issuance

• Rush replacement if deadline is approaching

Keep copies of all corporate documents for your records.