To get a copy of your articles of incorporation, contact the state agency that keeps corporate filings in the state where your corporation was formed. In most states that’s the Secretary of State, and a free plain copy is often available within minutes through an online business entity search. A certified copy, stamped and sealed by the state, requires a formal order and a fee, usually somewhere between $10 and $50.
Check What You Already Have
Before paying the state, look through your own records. When the corporation was formed, the state returned a file-stamped copy, and your attorney or registered agent probably kept one too. Check the corporate minute book, your formation attorney’s files, your registered agent’s online portal, and any cloud storage where early business documents were saved.
A plain copy from your own files is fine for most internal purposes, such as reviewing your authorized shares or confirming your registered agent. You only need a certified copy when a bank, licensing agency, court, or another state is asking for official proof.
Find the Right State Agency
Articles of incorporation live with the state where the corporation was originally formed, and that state isn’t always where the business operates. If the entity was set up through an attorney or an online formation service, confirm the actual state of incorporation on your formation paperwork before you start searching.
In most states, the Secretary of State handles corporate filings. A few states route them elsewhere. Maryland uses its Department of Assessments and Taxation. Wisconsin uses its Department of Financial Institutions. Searching for “business entity filing” with your state name will point you to the right office. Stick to official .gov or .us sites rather than third-party directories that mimic them.
Information You’ll Need to Search
State databases index corporations by exact legal name and entity number, so small details matter. Before you start, pull together:
- The exact legal name, including the corporate designator such as “Inc.,” “Corp.,” or “Incorporated.” A missing comma or an abbreviated word can return no results.
- The state of incorporation, which controls where the records are kept.
- The entity or filing number if you have it. This is the most reliable way to pull up the right record, especially for corporations with common names.
- An approximate filing date, useful when several entities share similar names.
Articles of incorporation are public records. Anyone can search for them and request copies, not just the company’s owners or officers. That’s how investors, lenders, and business partners verify a corporation legally exists.
Plain Copy or Certified Copy
Decide which you need before placing a request, because the difference affects both price and turnaround.
A plain copy is a photocopy or digital reproduction of the filed document. Many states let you view and download plain copies for free through their business entity search. These work for internal reference, due diligence, or confirming basic corporate details.
A certified copy carries an official seal or signature from the filing office confirming the document is a true and correct copy of what’s on file. You’ll typically need one for:
- Opening a business bank account.
- Registering to do business in another state (foreign qualification), often alongside a certificate of good standing.
- Loan applications and financing due diligence.
- Replacing a lost original.
- Court proceedings and legal filings.
- Mergers, acquisitions, and major contracts.
If whoever is asking wants “official” documentation, they almost always mean a certified copy.
How to Place the Request
Online
Most states now run online portals where you can search by entity name or ID, view the record, and see every document on file, including the original articles, any amendments, and annual reports. Plain copies are often free to download or print on the spot. Certified copies usually require placing an order and paying by credit card, with the state mailing (and sometimes emailing) the document afterward.
By Mail
Most agencies accept written requests. Your letter or form should include the corporation’s exact legal name, entity or filing number, the specific document you want (for example, “certified copy of the original Articles of Incorporation”), and a return address. Include payment by check or money order made out to the filing agency. Many states post a downloadable request form that speeds up processing.
In Person
Walking into the filing office is still an option in many states and can produce a same-day copy. Bring the identifying information above and be ready to pay on the spot. Check walk-in hours first, since some offices require appointments or limit counter service.
Through a Third-Party Service
Registered agent companies and corporate service providers will retrieve documents from the state for a fee on top of what the state charges. This makes sense if you need filings from several states or don’t want to work through unfamiliar portals.
Fees and Processing Times
Fees vary by state and by copy type. Plain copies are free or very low-cost in many states, especially when downloaded from an online portal. Certified copies generally run between $10 and $50, with most states at the lower end. A few states add per-page surcharges on top of the base certification fee, which can add up on longer filings.
Standard processing for mailed or online certified copy requests ranges from a few business days to a couple of weeks depending on the agency’s workload. Most states offer expedited service for an additional fee, with options that can include 24-hour, same-day, or two-hour turnaround at progressively higher prices. Expedited fees can run from around $25 for next-day service to several hundred dollars for rush processing.
On a tight deadline, check the agency’s current processing timeline before choosing a method. Online requests with electronic delivery are almost always faster than mail, and some states clear standard online orders within a few business days at no extra charge.
Watch for Amendments and Restated Articles
The original filing may not reflect what the corporation looks like today. Name changes, adjustments to authorized shares, or changes in stated purpose were made through articles of amendment filed separately. The original articles alone won’t tell the full story.
If the corporation has been amended multiple times, some states let you file restated articles of incorporation that consolidate everything into one current document. When you place your request, check whether the record shows any amendments or a restatement on file. If you need a complete picture, ask for all charter documents rather than just the original articles. Some states let you specify “all charter documents from original filing forward” on the request.
Records for dissolved or administratively revoked corporations don’t disappear. State filing offices keep them, and the request process is the same as for active corporations.
If You Need the Document Abroad
Presenting your articles in a foreign country, say to open an overseas bank account or set up a foreign subsidiary, usually requires an apostille. An apostille is a standardized certificate that authenticates a public document for use in countries that belong to the 1961 Hague Apostille Convention, replacing older diplomatic legalization.1HCCH. Apostille Section
For articles of incorporation, the apostille comes from the state that issued the document, typically the Secretary of State’s office in your state of incorporation. Get a certified copy first, then submit it to the state’s apostille office with a request form and fee. State apostille fees generally range from $10 to $40 per document, though processing times and costs vary. For countries outside the Hague Convention, additional authentication from the U.S. Department of State may be required.2U.S. Department of State. Preparing a Document for an Apostille Certificate