As a business owner, you will most likely need to get certified copies of your most important business documents. But what is a certified copy and when are certified copies necessary? Here are answers to your frequently asked questions.
A certified copy is an exact replica of a document, such as your business’ Articles of Incorporation on file with the state. That copy is certified by the state as being a true and correct copy. Unlike a plain copy, a certified copy bears the state seal or the Secretary of State’s signature.
Examples of certified copies of business documents that you might want on hand include:
Articles of Incorporation or Articles of Organization are one example of the most frequently requested certified copies. Articles are filed with the state to create a corporation or LLC. Once accepted by the Secretary of State, they are used to prove the existence of the company and required to carry out activities in the business’ name, such as opening a business bank account or apply for a business license. Learn more in: What are Articles of Incorporation?
A certificate of good standing reflects the status of your company at a particular date. The document is issued by the state and proves that your business entity exists and is in compliance with all state requirements. A certified copy is a copy of a document that is already on file with the state (such as Articles of Incorporation) and that the state certifies as true and correct.
You may need to obtain certified copies in the following scenarios.
If you do business internationally, any transactions, such as opening a bank account in a foreign country, will require that your business certify and authenticate certain documents such as Articles of Incorporation. While original documents may be valid and accepted in the U.S., foreign jurisdictions require that businesses obtain certified copies to ensure the authenticity of these documents. There are two paths to accomplish this: apostille and authentication.
To obtain a copy of any document filed with the state, including certificates of incorporation, Articles of Organization, Certificates of Amendment, etc. you must submit a written request, usually by mail or fax.
A compliance specialist can help you monitor this process in each state and ensure the process is as efficient and smooth as possible.
Requirements vary depending on the state where you do business, but typically, the following information is needed.
Times vary. Some states can fulfill the request in days, others may take up to six weeks.
Trust CT to help with your certified copy requests
If your business needs certified copies of formation or other documents, CT Corporation can streamline the process so that your request is processed accurately, swiftly, and delivered ASAP.