Key Takeaways

  • Articles of Incorporation are legal documents that establish your business in California and are often required for banking, loans, compliance, or legal filings.
  • You can request a copy of your Articles of Incorporation from the California Secretary of State online, by mail, or in person.
  • Having the entity name, Secretary of State (SOS) file number, and registered agent details is essential before submitting a request.
  • Certified copies are typically required for legal and official purposes and include a certification fee in addition to page costs.
  • While standard processing can take a few weeks, in-person requests are prioritized, and expedited service is available for an additional fee.

To request Articles of Incorporation in California, you will need to abide by the state's costs and procedures for obtaining a copy. The best place to start is with the secretary of state's office.

Why Request a Copy?

There are many reasons you might need a copy of your Articles of Incorporation. This is the document that defines your business's legal status, so even though you don't need it on a daily basis, it's important to have for applying for loans and opening bank accounts. You may also need to show a copy to potential investors.

Additional Legal and Business Uses for Certified Copies

Beyond banking and investment needs, there are several scenarios where you may need a certified copy of your Articles of Incorporation. Many government agencies, including the IRS and California Franchise Tax Board, may require it for tax registrations, nonprofit exemptions, or changes in corporate structure. It’s also commonly required when:

  • Registering to do business in another state (foreign qualification)
  • Opening merchant accounts or obtaining business licenses and permits
  • Entering into large contracts or government bids
  • Applying for grants or funding opportunities

Having a current certified copy ensures that your business operations continue without delays when regulatory or financial institutions request proof of incorporation.

How to Get a Copy of Your Articles of Incorporation

Articles of Incorporation are documents registered and maintained by the California Secretary of State's office. While your business would have received a certified copy upon formation, you may need to request an additional copy of the original goes missing. It's important to always keep your Articles of Incorporation filed with key business documents.

Each state varies on its procedures and costs for obtaining a copy, but you can always look up the Secretary of State's website for guidance.

Before requesting a copy of your Articles of Incorporation, you need to gather the appropriate information. For starters, you will need to know the legal business name the document was originally filed under, as well as its state-assigned or control number. You may also need to include the registered agent's information, including the address to complete the request.

If you can't find this information in your records, perform a business entity search on the Secretary of State's website. The search should provide you with all the information you need to complete your request.

Next, fill out the appropriate forms required for requesting a copy. You can also obtain these forms on the website. Make sure to review the forms in detail and confirm how the state processes requests. Most states, including California, only process completed forms filed in person or via mail. The request will take at least 24 hours to complete and rush orders are charged additional fees. For example, California fees are charged per page while Tennessee charges a flat fee.

In some cases, you may find it more convenient to hire a firm to request your Articles of Incorporation for you. When hiring a firm, you pay the company for the convenience and they go through the same process you would have gone through with the Secretary of State's office. Be leery of firms that claim you can only get the copies you need by going through them.

Required Details Before You Request

Before starting the process of obtaining a copy of your Articles of Incorporation in California, you’ll need to gather specific details to avoid processing delays:

  • Exact Entity Name: Must match the name listed on the original Articles of Incorporation.
  • Secretary of State File Number: Assigned at the time of incorporation and used to locate your record.
  • Date of Incorporation (if known): Helps speed up record retrieval.
  • Registered Agent Name and Address: Occasionally required to verify the entity’s details.
  • Request Type: Choose between a plain copy (for internal use) or a certified copy (for legal or regulatory purposes).

You can usually find this information in prior filings, business records, or through the Business Search tool on the California Secretary of State website.

Requesting a Copy of Your Articles of Incorporation in California

You can request a copy of your business's Articles of Incorporation either in person or via mail, although mail is recommended. Normal processing times vary and can be checked online. In California, processing costs are $1 for the first page and 50 cents for every page thereafter, plus $5 for certification.

Requesting a copy in person takes priority over mailed requests, so if you need your Articles of Incorporation in a hurry, one can generally be provided in five to seven business days. However, you must pay an additional $10 handling fee.

When requesting a copy by mail, be sure to provide the Records Order Form, a self-addressed envelope, the fee payment, and a phone number on the cover letter where the office can reach you if they have any questions. Like in-person requests, the first page is $1 and each additional page is 50 cents. Mailed requests are not subjected to the $10 handling fee.

Although in-person requests take priority, expedited processing isn't available in California. Payment options include:

  • Visa
  • MasterCard
  • Money order
  • Personal check

Make your money order or check out to the “Secretary of State.” Once requested, you can check processing times on the Secretary of State's website. The certified copy of your Articles of Incorporation will be mailed, by regular mail, unless you request otherwise and provide a pre-addressed, prepaid envelope or airbill. Fax or email return services are not available.

For written communication with the secretary of state, send all correspondence to:

California Secretary of StateCertification and Records1500 11th Street, 3rd FloorSacramento, CA 95814

or

P.O. Box 944260Sacramento, CA 94244-2600

You can also call the Secretary of State's office at 916-657-5448 for more information.

Online, Mail, and In-Person Request Methods

California offers several ways to request a copy of your Articles of Incorporation, each with its own benefits and processing times:

  1. Online Request:
    • Visit the California Secretary of State’s Business Search Portal and locate your entity.
    • Once located, you may request a copy directly through the online ordering system (if available) or download the Records Order Form to submit.
    • Online requests typically take 7–14 business days to process.
  2. Mail Request:
    • Complete the Business Entities Records – Order Form.
    • Include payment by check or money order, a self-addressed stamped envelope, and a contact phone number.
    • Mail requests take 2–3 weeks, depending on volume and mailing times.
  3. In-Person Request:
    • Visit the Secretary of State’s Sacramento office for faster turnaround.
    • Priority is given to in-person requests, often processed within 5–7 business days.
    • Expedited service may be available for an additional fee.

Regardless of the method, certified copies require an additional $5 certification fee on top of the per-page cost ($1 for the first page and $0.50 for each additional page).

Tips for a Smooth Filing Process

To avoid delays when requesting your Articles of Incorporation in California:

  • Double-check that all entity details match the original filing.
  • Include a daytime phone number so the Secretary of State’s office can contact you with any questions.
  • Use a trackable mailing option for mailed requests to confirm receipt.
  • If time-sensitive, consider visiting in person rather than mailing your request.
  • Keep digital and physical copies of the Articles once received to streamline future business or legal filings.

Frequently Asked Questions

  1. How long does it take to get a copy of Articles of Incorporation in California?
    Processing times vary by method: online or mail requests usually take 7–21 business days, while in-person requests are often fulfilled within 5–7 business days.
  2. Can I request a certified copy online?
    In many cases, you can request a certified copy online by locating your business in the Secretary of State’s database and following the ordering instructions.
  3. What’s the difference between a plain copy and a certified copy?
    A plain copy is for internal reference only, while a certified copy includes an official seal and signature, often required for legal, regulatory, or financial transactions.
  4. What if I don’t know my Secretary of State file number?
    You can look up your business entity using the free Business Search tool on the Secretary of State’s website.
  5. Can someone else request a copy on my behalf?
    Yes, an authorized representative such as an attorney or registered agent can request a copy, provided they have the required entity information and documentation.

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