To get a copy of a Certificate of Incorporation, contact the Secretary of State or equivalent filing office in the state where the corporation was formed and request either a plain copy or a certified copy of its formation document. The record is public in every state, so you don’t need to be an officer or shareholder to order one. Most offices accept requests online, by mail, or in person, and the fee depends on the state and the type of copy.
Certified Copy or Plain Copy
Decide which version you need before you order, because it affects both the fee and what the document can do.
A plain copy is a photocopy or PDF of the record on file. It’s fine for internal reference or informal verification, and it’s the cheapest option.
A certified copy carries an official stamp or seal from the filing office confirming it’s a true and correct reproduction. That certification lets the document serve as evidence in court and satisfies most third-party requirements without further verification. If a bank, court, or government agency is asking, assume they want a certified copy unless they say otherwise. The price difference is usually small enough that ordering certified makes sense as a default.
Find the Right State and Agency
You need the state where the corporation was originally formed, not necessarily where it operates. A company headquartered in one state may have incorporated in another, which is common.
If you don’t know the state of incorporation, try these:
- Check the company’s own records. Annual reports, operating agreements, or the “About” section of a corporate website sometimes list the state of incorporation.
- Search SEC filings. For publicly traded companies, the SEC’s EDGAR database includes incorporation details in annual reports and registration statements.1U.S. Department of Commerce. Company Incorporation Information
- Try a few state business entity search tools. Most states offer them free online. If you know the exact legal name, you can search likely states until you find a match.
Once you know the state, look for the Secretary of State’s office, which handles corporate filings in most states. A few states assign the function to a differently named agency, such as a Department of State or Division of Corporations. Searching the state’s official website for “business entity search” or “corporations division” gets you to the right place.
One naming note: the formation document goes by different names depending on the state. Some states call it “Articles of Incorporation,” others “Certificate of Incorporation,” and a handful use “Certificate of Formation” or “Corporate Charter.” These are functionally the same. Ask for a copy of the corporation’s formation document and the office will know what you mean.
Information to Have Ready
Gather these before you contact the agency. Having them on hand prevents back-and-forth:
- The exact legal name as it appears on official filings, not a trade name or DBA. Small differences like “Inc.” versus “Incorporated” can cause a search to fail.
- The entity or file number the state assigned at formation. If you have it, it’s the fastest way for the agency to pull the correct record.
- An approximate formation date. This helps for older corporations or common names where multiple entities might overlap.
If you don’t have the entity number, you can usually find it through the state’s free online business search before submitting your request.
How to Submit the Request
Online
Most state filing offices offer online ordering through their website, and this is typically the fastest route. You search for the entity, select the document, choose plain or certified, and pay by credit card. Some states let you download a plain copy immediately as a PDF; certified copies are mailed.
By Mail
Every state accepts mail requests. Download the state’s request form from the agency website, fill it out with the corporation’s details, include payment (usually a check or money order made payable to the Secretary of State), and mail it to the address on the form. Mail is the slowest option because postal transit adds to processing time.
In Person
If the filing office is nearby, walking in can be the fastest way to get a same-day copy. Some states offer counter service with certified copies while you wait. Call ahead to confirm walk-in hours and whether they can process your request on the spot.
Fees and Processing Times
Fees vary significantly by state. A plain uncertified copy might cost as little as a dollar or two, while a certified copy runs anywhere from around $10 to $50, sometimes with per-page charges added on top of a base certification fee. There’s no national standard, so check the fee schedule on the specific state’s website before ordering.
Standard processing usually takes anywhere from a few business days to two or three weeks, depending on the state’s backlog. Most states offer expedited processing for an additional fee, which can bring turnaround down to one to three business days. A few offer same-day or next-day service, though that often requires an in-person visit and may have a cutoff time, typically around noon. Expedited service speeds up review; it doesn’t guarantee approval if there’s an issue with the request.
Payment methods depend on the channel. Online orders almost always accept credit and debit cards. Mail orders typically require a check or money order. In-person visits may accept cards, cash, or checks depending on the office.
Apostille for International Use
If you need to present the Certificate of Incorporation to a foreign government, business, or court, you’ll likely need an apostille attached. An apostille is a standardized certificate that authenticates the document for use in countries that participate in the Hague Apostille Convention.
The process is sequential. First, get a certified copy from the state filing office. Then submit that certified copy to the same state’s Secretary of State or designated authority with an apostille request. State-level apostille fees generally range from $3 to $20 per document.2Hague Conference on Private International Law. United States of America – Authorities The turnaround adds a few extra days to your timeline.
For countries that haven’t joined the Hague Convention, a different authentication process applies, often involving additional review by the U.S. Department of State or the destination country’s embassy. That route takes longer and costs more, so check the destination country’s requirements before you start.
Documents People Confuse With It
A few documents sound similar but serve different purposes. Ordering the wrong one wastes time and money.
- A Certificate of Good Standing confirms that a corporation is currently active, up to date on its filings, and authorized to do business. It says nothing about when or how the corporation was formed. Banks and licensing agencies sometimes ask for this alongside or instead of the formation document.
- Bylaws are the corporation’s internal operating rules. They’re not filed with the state and can’t be obtained from a government office.
- A Certificate of Authority (or Foreign Qualification) is what a corporation receives when it registers to do business in a state other than where it was incorporated. It’s not the same as the original formation document.
- Annual reports keep a corporation’s registration current by updating the state on officers and addresses. They don’t replace the original formation document.
When a third party asks for “incorporation documents,” clarify exactly which document they need. The answer determines which agency to contact and how much you’ll spend.