Articles of incorporation are registered and maintained by the secretary of state where a corporation is formed. While the business receives a certified copy upon completion of the formation to maintain with key business documents, a copy may be needed if the original is misplaced. Each state has slightly different procedures and costs associated with obtaining a copy. However, the best place to start is with the secretary of state's office.
Gather the required information to file the proper request for a copy of the articles of incorporation. You need the legal business name as it was originally filed and the state-assigned number, which is sometimes referred to as a control number. Some states require the registered agent and the agent's address to complete the request.
If you don't have this information, conduct a "business entity search" at the secretary of state's website. You should be able to access this information along with the corporation's address of record and the officers' information.
Obtain the proper forms through the secretary of state's website and review the forms to confirm how requests are processed. Most states process completed forms mailed in or filed in person. Acceptable payment is a check made payable to the governing secretary of state. For exact wording, check the form from your state of record. The request takes 24 hours at minimum to complete, and rush orders often cost more. Consult your local secretary of state for fees associated with these orders. Tennessee charges a flat fee, while other states like California charge per page. Certified copies might incur an additional fee.
You may find it easier to hire a firm to obtain the articles of incorporation than to do this yourself. This type of firm goes through the same means as you to obtain the information. You are paying the company for convenience. Don't be fooled by companies that claim you can only get the information with their help.
The articles of incorporation is the document that defines the legality of your company. While you don't need this document on a day-to-day basis, it is necessary to have it when completing bank account and loan applications. It is also required by potential investors and may be required in court cases. Keeping a certified copy in a safe or safe deposit box ensures you have the right documentation about your business when you need it.
