To look up articles of incorporation online, go to the Secretary of State’s website for the state where the company was formed, open the business entity search, pull up the company’s profile, and download the formation document from its filing history. Basic searches and unofficial copies are free in most states. If you need the document for a bank, a court, or a filing in another jurisdiction, order a certified copy through the same portal for a small fee. Publicly traded companies are easier still: their articles are filed with the SEC and can be pulled from EDGAR at no cost.
What to Have Ready Before You Search
Three things make the search go smoothly.
First, the corporation’s exact legal name as registered with the state. A legal name often differs from a brand name, trade name, or DBA, and searching under the wrong version is the most common reason a search returns nothing.
Second, the entity identification number if you have it. States call this a charter number, filing number, or registration number, and it is assigned when the formation documents are processed. Searching by number returns a precise result and cuts through any confusion when several businesses share similar names.
Third, the state of incorporation. Corporate records live at the state level, not the federal level, and a company’s headquarters is not always the state where it was formed. Delaware is a common choice for larger corporations regardless of where they operate. If you are unsure, a quick web search for the company name plus “state of incorporation” usually settles it.
Which Agency Holds the Records
In most states the Secretary of State’s office keeps corporate formation records. A handful of states use a different label, such as a Division of Corporations or a Department of Commerce, but the function is the same. Look for the official state site, generally a .gov domain, and find the searchable business database there.
One important distinction: a corporation is “domestic” in the state where it originally filed its articles, and “foreign” in any other state where it later registered to do business. Both states will have records, but the actual articles of incorporation live only with the state of formation. When you want the formation document itself, search that state.
Running the Search Step by Step
On the Secretary of State’s site, look for a link labeled “Business Search,” “Business Entity Search,” or something similar. Do not click “name availability” by mistake. That tool is for entrepreneurs checking whether a proposed name is free; it will not pull up records on an existing company.
Type in the corporation’s legal name or, better, its entity number. The results page shows entities with matching or similar names. Click into the correct one to reach its profile, which typically lists the current status (active, inactive, dissolved), the date of incorporation, the registered agent, and a summary of filings.
To reach the formation document itself, look for a tab or link called “Filing History,” “Document Images,” or “View Documents.” The articles of incorporation are the first chronological entry in that history, because they are the document that brought the company into existence. Click through and a PDF opens that you can view, download, or print. That copy is unofficial. It is fine for personal reference and background reading, but not always accepted where a formal document is required.
Check for Amendments and Restated Articles
The original articles may not reflect the company as it operates today. Corporations amend their articles to change the number of authorized shares, alter voting rights, add classes of stock, change the corporate name, or update the stated purpose. Some file “amended and restated” articles that replace the original entirely with a consolidated, current version.
So do not stop at the first entry in the filing history. Scroll the full list for anything labeled “Articles of Amendment,” “Certificate of Amendment,” or “Amended and Restated Articles of Incorporation.” A restated version supersedes everything before it and is the document that reflects the company’s current governing terms. Relying on the original alone can leave you with outdated information about share structure, name, or purpose, which causes problems in due diligence, lending, and litigation.
Publicly Traded Companies: Use EDGAR
If the corporation is publicly traded, the SEC’s EDGAR database is often the fastest route. Federal securities regulations require public companies to file their articles of incorporation (or the equivalent charter document) as Exhibit 3(i) with the SEC, and to file an updated copy whenever the articles are amended.1eCFR. 17 CFR 229.601 – Item 601 Exhibits
Use the SEC’s full-text search at efts.sec.gov/LATEST/search-index or the company search at sec.gov/cgi-bin/browse-edgar. Enter the company name or ticker symbol, open a recent annual report (Form 10-K) or a standalone exhibit filing, and find Exhibit 3(i) or 3.1 in the list of exhibits. Viewing and downloading are free. Bylaws sit nearby as Exhibit 3(ii), which is useful if you want both governance documents in one place. EDGAR is also a convenient workaround when a state charges for document images.
When You Need a Certified Copy
A downloaded PDF from the state website is unofficial. Formal situations usually require a certified copy, which is the same document with an additional page or stamp from the filing agency confirming it is a true and complete reproduction of the original on file. Bank account openings, loan closings, foreign entity registrations, and court proceedings typically call for one.
Most Secretary of State portals let you order a certified copy online. You select the document, pay electronically, and receive either a digital certified copy or a mailed hard copy. Written requests by mail are also accepted in many states, usually paid by check or money order.
Fees generally run from about $10 to $30 for a standard-length document, with per-page charges and caps that vary by state. Expedited processing is often available for an added fee, ranging from around $25 for next-day handling to several hundred dollars for same-day service. Delivery times vary just as much. Digital certified copies can arrive within minutes in some states. Standard mail orders can take one to three weeks. Check the agency’s posted turnaround times before you order, and pay for expedited service if you have a firm deadline.
Several states now issue electronic certified copies carrying a unique verification code, which anyone receiving the document can enter on the Secretary of State’s website to confirm it is genuine and unaltered.
One quick distinction worth making, because it trips people up: a certified copy is not the same thing as a certificate of good standing. A certified copy reproduces the filed articles; a certificate of good standing (called a certificate of existence or certificate of status in some states) is a separate letter confirming the corporation is currently active and compliant with state requirements like annual reports and franchise taxes. Banks and other states often ask for both. If the requesting party says “certified articles,” they mean the certified copy. If they say “in good standing,” they mean the certificate. When in doubt, order both from the same portal.
Looking Up Dissolved or Inactive Companies
A dissolved, revoked, or administratively terminated company does not vanish from state records. The original articles and the full filing history, including the dissolution itself, generally stay accessible through the same online search. The profile page will show a status like “Inactive,” “Dissolved,” or “Revoked.”
You can still download an unofficial copy of the formation document. The state will not issue a certificate of good standing for an inactive entity, though some states offer a certificate of status confirming the current inactive standing, which is sometimes useful for winding up affairs or for litigation involving the former corporation.
Very old filings that predate digital record-keeping may only exist on microfilm or paper in the agency’s archives. If the online record shows the entity but no document image, contact the agency to request a physical search. That takes longer and may carry an additional search fee.
Getting an Apostille for Use Abroad
If the articles are going to a government, bank, or business partner in another country, you will likely need an apostille or authentication certificate. An apostille is a standardized certification recognized by countries that are parties to the Hague Apostille Convention.
Because articles of incorporation are state documents, the apostille comes from the state that issued them, not from the federal government.2U.S. Department of State. Preparing Your Document for an Apostille Certificate Contact the Secretary of State in the state of incorporation and request an apostille on your certified copy. Fees are typically under $10 per document, and mailed requests generally take two to three weeks.
If the destination country is not a Hague Convention member, you will need full legalization instead, which runs through the U.S. Department of State’s Office of Authentications and often the destination country’s embassy or consulate.3U.S. Department of State. Office of Authentications Mail-in requests to the Office of Authentications alone can take five weeks or more. Confirm with the requesting party which form of authentication they need before starting.