Key Takeaways

  • A copy of LLC certificate (often a certified copy of Articles of Organization) serves as proof of formation and may be required by banks, investors, lenders, and government agencies.
  • States issue plain copies and certified copies. Certified copies carry a state seal or signature verifying authenticity, while plain copies are informational only.
  • Certified copies may be required for foreign qualification, opening business bank accounts, financing, or replacing lost originals.
  • A certificate of good standing is different from a certified copy: the former verifies compliance with state laws, while the latter reproduces filed documents.
  • Each state sets its own process and fees for requesting a copy of LLC certificate, with options such as online, mail, fax, or in-person requests.
  • Not all updates are reflected in older certified copies; they only show the document as it existed when filed.
  • Some states restrict who may certify documents (e.g., only the Secretary of State or authorized clerks)

Obtaining a copy of LLC certificate may be necessary for a business or individual for a number of reasons. You can obtain legal and true copies of these documents as well as articles of incorporation or articles of organization that is certified by the state. When obtaining these documents, most states will include a cover letter that has the seal or the signature of the Secretary of State to certify that the copies are valid.

If you order a certified copy, you will be requesting what is considered an original document that is on file with the state. Since the federal government of the United States does not have a standardized federal system in place for handling certified documents, each state will have their own processes and procedures for obtaining certified documentation.

There are some states that will only allow a notary public to certify the authenticity of documents, but there are other states which will allow both county clerks and postal employees to make certified copies. There are even some states that will require the entity that handled the original documents to produce certified copies. It is important to realize that when you obtain certified copies, any changes that were made after the original filing will not be included in them.

Types of Documents That You Can Obtain a Certified Copy Of

There are many types of documents that individuals or other businesses make seek to obtain certified copies of including:

  • Articles of incorporation or other formation documents
  • Name change amendments
  • Company annual reports
  • Certificates of Authority
  • Corporate liquidation of dissolution forms
  • Doing business as (DBA) filings
  • Certificates of Cancellation
  • Changes of Registered Agents
  • Certificates of Conversion
  • Certificates of Merger
  • Other documents that may be filed with the Secretary of State's Office

Certified vs. Plain Copies Explained

When ordering a copy of LLC certificate, it is important to distinguish between certified and plain copies.

  • Certified Copy: An official duplicate of your filed document, complete with a state seal, signature, or stamp confirming it is a true record. Certified copies are legally recognized and often required for regulatory filings, court proceedings, or foreign qualification.
  • Plain Copy: An uncertified copy provided for informational purposes only. These are helpful for internal reference but generally cannot be used for legal or financial verification.

Knowing the difference ensures you request the right version depending on your needs.

Why Would Someone Need a Certified Copy?

There are various reasons why someone would need a certified copy and also certain types of entities that required certified documents for use. Some of the entities and reasons why certified copies may be obtained include:

  • State governments in areas where you are seeking foreign qualification
  • Lenders when you are in the process of seeking financing for a business
  • Banks when you are opening a business account
  • Potential investors looking to invest in your company
  • A company that is replacing their lost or damaged originals
  • Companies seeking to have duplicate certified copies on file

Common Situations Where Certified Copies Are Essential

A certified copy of LLC certificate is not always needed, but certain transactions demand it:

  • Foreign Qualification: Expanding into another state usually requires providing a certified copy to that state’s authorities.
  • Financial Transactions: Lenders and banks frequently require certified documents to verify your business’s legal standing before approving loans or opening accounts.
  • Investor Due Diligence: Potential investors may request certified copies to confirm your business’s legitimacy.
  • Government Compliance: Some agencies require certified documents for licensing or contract bidding.
  • Lost or Damaged Originals: Certified copies serve as official replacements.

By contrast, a plain copy will not meet these legal or financial requirements.

Certified Copy and Certificate of Good Standing: What is the Difference?

A Certified Copy and Certificate of Good Standing are two completely different forms. A Certificate of Good Standing states that your company is in good standing with the state as of a certain state. This means they are in compliance with all of their filings and fees.

A certified copy is an authorized and legally valid copy of a document that has already been on file with the state. The certification validates that the document is correct and true.

Limitations of Certified Copies

It is important to note that certified copies reflect the document as originally filed. If amendments or changes occurred afterward, those will not appear in the older certified version. For example, if your LLC filed a name change or change of registered agent after the initial Articles of Organization, those updates will only be reflected in separate certified amendments, not in the original certificate copy.

This distinction matters when third parties request “all certified documents.” In many cases, you may need to order certified copies of both the original LLC certificate and subsequent amendments.

How to Obtain Certified Copies From The Pennsylvania Department of State

If you need to order a certified copy of a business's articles of organization or articles of incorporation you can do it by fax, online, by mail, or in person.

  • Online - The online processing cost is $40 with an additional fee of $3 per document and often is processed immediately. You must go to The Pennsylvania Department of State website, sign up, and select search and print a certificate. You can pay by credit card for this service.
  • Mail - When requesting by mail you will need to provide the business name, fee, return address and a phone number if there are questions. Normal processing time is about two days plus the time for mailing although an expedited service is available to obtain it in 24 hours for an additional $70 fee.
  • Fax - To request by fax you must have a prepaid account, and it will be treated as an expedited request. You will provide the same information as with mailing but include it on the fax cover sheet.
  • In person - When requesting in person you may be able to receive the copies the same day with no additional charge. The service can take three to four hours while you wait.

General Steps to Request a Copy of LLC Certificate in Other States

While each state sets its own rules, most follow a similar process for obtaining a certified copy of LLC certificate:

  1. Identify the Agency: Usually the Secretary of State or equivalent filing office.
  2. Choose Request Method: Options often include online, mail, fax, or in-person service.
  3. Provide Required Information: Business name, state ID number (if applicable), return address, and contact details.
  4. Pay Applicable Fees: Fees range from around $10–$50, with expedited services costing extra.
  5. Select Processing Time: Regular service may take several days, while expedited requests can be fulfilled in 24 hours.

Some states also allow bulk requests or standing orders for companies that frequently require multiple certified copies. Always check your state’s specific requirements to avoid delays.

Frequently Asked Questions

  1. What is the difference between a plain copy and a certified copy of LLC certificate?
    A plain copy is informational only, while a certified copy includes a state seal or signature proving it is an official, legally valid document.
  2. Do I need a certified copy of LLC certificate to open a business bank account?
    Yes, most banks require a certified copy to confirm your LLC’s legitimacy before opening an account.
  3. Are certified copies the same as a certificate of good standing?
    No. A certified copy reproduces a filed document, while a certificate of good standing confirms your LLC is compliant with state filing and fee requirements.
  4. Can I order certified copies online?
    In most states, yes. Many Secretary of State offices provide online portals for requesting and paying for certified copies.
  5. Do certified copies include amendments to my LLC certificate?
    Only if you specifically request certified copies of the amendments. A certified copy of the original filing will not include later changes.

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