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Certified Copy: What It Is and How to Get Business Documents

A certified copy is an official copy of a business document issued or certified by the government agency that holds the original record. Businesses may need certified copies for banking, financing, foreign qualification, legal matters, or international transactions.

Your state may allow you to request certified copies of formation documents, amendments, annual reports, and other filings. The process and available documents vary by state.

If you need a copy of an important business filing, knowing the difference between a certified copy and other business certificates can help you request the right document.

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What Is a Certified Copy?

A certified copy is an official duplicate of a document kept in a government record. The agency that maintains the original filing verifies the copy as an accurate record. For business entities, certified copies are commonly issued by a Secretary of State or another state agency responsible for business filings. Depending on the state, the certified copy may include a certification statement, stamp, seal, or other official marking.
If you need a copy of an important business filing, knowing the difference between a certified copy and other business certificates can help you request the right document.
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  • Registering your business in another state
  • Completing foreign qualification
  • Opening certain business bank accounts
  • Applying for financing
  • Supporting legal or financial transactions
  • Applying for an apostille
  • Replacing a lost business document
  • Providing official proof of business records

Why Would You Need a Certified Copy?

A business may need a certified copy when an official or third party needs proof of a filing. Common reasons include:
A certified copy may also help you maintain a complete set of important company records without repeatedly using the original document.

Certified Copy of Articles of Incorporation

A certified copy of articles of incorporation is an official copy of the corporation's formation document as maintained by the state.
Articles of Incorporation generally establish the corporation as a legal entity under state law. Once the filing is accepted, the state keeps a record of the document.
You may request a certified copy when a bank, government agency, foreign jurisdiction, or another organization needs an official version of your corporation's formation record.
Some states also allow certified copies of amendments, restated articles, mergers, or other corporate filings. The exact records available depend on the state's filing system.
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Certified Copy of Articles of Organization

A certified copy of articles of organization is an official copy of the formation document filed for an LLC. The Articles of Organization are used to establish an LLC with the state. Once accepted, the filing becomes part of the state’s business records.

An LLC may need a certified copy when registering in another state, completing certain financial transactions, or providing official proof of its formation. The name of the formation document can differ by state. Some states use terms such as Certificate of Formation instead of Articles of Organization.

Certified Copy of Business Documents

A certified copy of business documents can refer to an official copy of a filing maintained by a state business agency.
 Depending on the state, you may be able to request certified copies of:
  • Articles of Organization
  • Articles of Incorporation
  • Amendments
  • Annual reports
  • DBA or trade name filings
  • Certificates of authority
  • Dissolution documents
  • Reinstatement documents
  • Other records filed with the state
For example, Wisconsin allows businesses to request certified copies of Articles of Incorporation or Organization and other documents kept in its corporate records. Not every state offers the same documents or uses the same terminology. Always check the requirements of the state where the document was filed.
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Certified Copy vs Certificate of Good Standing

A certified copy vs certificate of good standing comparison starts with their purpose. A certified copy is a verified copy of a specific business filing. It shows the contents of that particular record. A certificate of good standing, certificate of existence, or certificate of status generally confirms the current status of the business with the state.
For example, an LLC may request a certified copy of its Articles of Organization to prove how it was formed. The same LLC may request a certificate of good standing to show that it is currently active and in good standing. These documents are not interchangeable. If a bank, government agency, or another state specifically asks for one, request the document named in its instructions.
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Certified Copy vs Regular Copy

A regular copy may simply reproduce a document from the state's business records. A certified copy includes an official certification from the agency that maintains the record. This distinction matters when an organization needs formal proof that a document is an authentic state record. For example, Washington states that documents printed from a filing history are not certified copies. Its certified copies are official copies of records filed with the Secretary of State and carry certification.

Certified Copy vs Notarized Copy

A certified copy and a notarized copy are also different. A certified copy is certified by the government agency that maintains the official record. A notarized copy is a copy verified by a notary according to applicable notarization rules. A notary generally confirms the copy against the original presented for verification. This does not mean the notary issued or maintains the original government record. If an organization asks for a certified copy, a notarized photocopy may not satisfy the requirement.

How to Get a Certified Copy of LLC Documents

If you are wondering how to get a certified copy of LLC documents, start with the state agency where the LLC filed the document. The basic process usually involves the following steps:
STEP 1

Identify the Document

Determine exactly which document you need. It could be the Articles of Organization, an amendment, annual report, Certificate of Formation, or another state filing.
STEP 2

Find the Correct State Agency

Certified copies are generally requested from the government agency that maintains the business record. For many businesses, this is the Secretary of State or a similar state filing office.
STEP 3

Search for Your Business

You may need to provide the legal business name, entity number, or other identifying information so the agency can locate the correct record.
STEP 4

Select the Certified Copy

State systems may offer both regular copies and certified copies. Make sure you select the certified option if that is what your receiving organization requires.
STEP 5

Submit the Request

Depending on the state, you may be able to request the document online, by mail, or through another approved method. The available options and processing requirements vary by state.
STEP 6

Receive and Review the Document

Once processed, review the certified copy to make sure it is the document you requested and that the certification is included. Keep it with your business records if you may need it again.
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Do Certified Copies Have to Be From the State?

For state-filed business documents, the certified copy generally comes from the state agency that maintains the official record.

For example, if your Articles of Organization were filed with the Secretary of State, that office or its designated business-record agency is typically where you request the certified copy. The correct agency can vary based on the document and jurisdiction.

Do You Need a Certified Copy for an Apostille?

A certified copy may be needed before a business document can go through an apostille or authentication process. The exact requirements depend on the document, the issuing authority, and the country where the document will be used. Some states specifically provide certified copies in a form suitable for later apostille or authentication. If your document will be used outside the United States, check the requirements before ordering the copy.
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Keep Your Certified Business Records Organized

Business formation documents can be needed long after your company is created. Keeping certified copies of important state filings can make future transactions easier. You may want to maintain copies of your formation documents, amendments, annual reports, certificates, and other important filings. RegisterMyBizNow can help business owners with business formation, registration, compliance, and document-related services.
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Frequently Asked Questions

Everything you need to know about setting up your limited liability company.

It is an official copy of a business record certified by the government agency that maintains the original filing.

You generally request the document from the state agency where your LLC filed the original record. Depending on the state, requests may be available online, by mail, or through another approved method.

It is an official certified copy of the Articles of Organization or similar LLC formation document maintained by the state.

It is an official certified copy of the formation document filed to create a corporation with the state. 

No. A certified copy verifies a specific business filing, while a certificate of good standing generally confirms the current status of the business.

Many states allow businesses to request certified copies of annual reports, although the documents available vary by state.

It may be required for an apostille in certain situations. The requirements depend on the document, issuing authority, and destination country.

No. A certified copy is certified by the government agency that maintains the record. A notarized copy is verified by a notary under applicable state rules.

In many cases, yes. You can generally request another certified copy from the agency that maintains the business record.