An official copy of a business document issued and stamped by the state to confirm it is a true and accurate record from state files—commonly requested for legal, banking, or international use.
What is a Certified Copy?
A Certified Copy is an official reproduction of a business document that has been verified and stamped by the Secretary of State (or other relevant state authority) as a true and exact copy of the original record filed in the state’s archives. For non-U.S. residents who own U.S. companies, a certified copy is often necessary when working with foreign governments, banks, or legal institutions that require proof of the company’s legitimacy and official filings.
The most common documents requested as certified copies include the Certificate of Formation or Incorporation, Amendments, and Certificates of Good Standing. A certified copy confirms that the information has not been altered and is officially recognized by the state. It typically includes a seal or endorsement from the state office along with the date of certification.
International founders often need certified copies when opening a bank account (especially in countries outside the U.S.), registering a company as a subsidiary or branch abroad, applying for foreign licenses, or proving the authenticity of their company in legal matters. It provides assurance to institutions outside the U.S. that the company is real, properly registered, and that the documents have not been fabricated or modified.
Obtaining a certified copy involves submitting a request and paying a fee to the Secretary of State in the state where the business was formed. The process and cost vary by state, but it typically takes a few business days unless expedited service is selected.
It’s important to distinguish a certified copy from a regular digital or physical copy. While you can download or print standard documents from a state website, these versions are not legally verified. Only a certified copy bears the official state seal and can be used for formal procedures that require verified documentation.
In summary, a certified copy is an essential legal tool that gives your U.S. company legitimacy and recognition beyond state borders. As a non-U.S. resident, you may be asked to provide certified copies when dealing with financial institutions, international partners, or government agencies—so having them ready ensures smoother operations and helps demonstrate that your company is fully compliant and properly formed.
