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Certificates and documents

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Good standing certificates, certified copies and apostilles

Banks, payment providers, foreign authorities and business partners often ask for official documents: a certificate of good standing, certified copies of your formation documents, or an apostille for use abroad. Firmlane orders certificates and certified copies from the state for you and handles apostille assistance. The state, or the US Department of State for federal documents, issues the certificate or apostille, and government fees are shown separately.

  • Certificates of good standing ordered from the state
  • Certified copies of your filed documents
  • Apostille assistance for use in Hague Convention countries
  • Government and courier fees shown separately
Order a certificate Get an apostille

Two services

How Firmlane gets your documents

Firmlane requests and obtains the documents for you. The issuing government office decides and sets its own fees and processing times.

  • Certificates and certified copies

    We place the order with the state that holds your company's record, upload the digital copy to your dashboard and forward a physical copy on request, with postage extra. The state's certificate fee is charged separately, and the company must be in good standing with the state.

    Order a certificate

  • Apostille assistance

    We confirm which documents need an apostille for the country where they will be used, submit them to the issuing authority and coordinate the courier. Government and courier fees are charged separately, and processing times are set by the issuing authority.

    Get an apostille

The documents

What founders are asked for most

  • Certificate of good standing

    Issued by the Secretary of State, it confirms your company exists and is current with the state. Some states call it a certificate of status or certificate of existence. Delaware notes that its online entity status check is not a good standing certificate certified by the Secretary of State.

  • Certified copies

    Copies of your filed documents, such as articles of organization or incorporation and amendments, certified by the state as true copies of what is on record. A printout or scan is not the same thing.

  • Apostille

    A certificate attached to a public document so that it is recognized in other countries that are party to the Hague Apostille Convention. For company documents, it is issued by an official of the state where the document was issued.

  • EIN confirmation (IRS Letter 147C)

    A letter from the IRS confirming your company's EIN. Only the IRS can issue it, and it is requested from the IRS directly. Details below.

Match the request

Which document fits which request?

  • Certificate of good standing

    Usually requested by
    Banks, payment processors, investors, and other states when you register there
    Issued by
    The Secretary of State or business filing office in your formation state
    Good to know
    Only available while your company is current with the state. Ask the recipient how recent it must be

  • Certified copy of formation documents

    Usually requested by
    Banks, foreign registries and notaries abroad
    Issued by
    The state filing office that holds the record
    Good to know
    Request every amendment too if the recipient needs the full record

  • Apostille

    Usually requested by
    Authorities, courts and banks in Hague Convention countries
    Issued by
    An official of the state where the document was issued, usually the Secretary of State
    Good to know
    Federal documents are handled by the US Department of State's Office of Authentications

  • Authentication certificate

    Usually requested by
    Authorities in countries not party to the Hague Convention
    Issued by
    The state, then the US Department of State, then usually the destination country's embassy or consulate
    Good to know
    A multi-step chain. Ask the receiving authority exactly what it needs

  • IRS Letter 147C

    Usually requested by
    Banks, payment processors and partners verifying your EIN
    Issued by
    The IRS only
    Good to know
    Requested by phone from the IRS Business and Specialty Tax Line

Using documents abroad

How an apostille works for a US company document

In the US, state-issued documents are authenticated by officials of the state in which they were issued, while federal documents go through the US Department of State.
  1. 01

    Check the destination country

    Confirm whether the country where the document will be used is party to the Hague Apostille Convention. That decides between an apostille and an authentication certificate.

    Step 1

  2. 02

    Get the right underlying document

    Usually a certificate of good standing or a certified copy from the Secretary of State. A plain printout generally can't be apostilled.

    Step 2

  3. 03

    Apostille from the issuing state

    The designated official in the state that issued the document, usually the Secretary of State, attaches the apostille. For Hague Convention countries, this is normally the last step.

    Step 3

  4. 04

    Authentication chain for other countries

    For countries not party to the Convention, the document is authenticated by the state, then by the US Department of State's Office of Authentications, and is then typically legalized by that country's embassy or consulate.

    If needed

  5. 05

    Translation, if required

    Some recipients also ask for a certified translation. Check with the receiving authority before you order.

    If needed

From the IRS

Your EIN confirmation letter (147C)

The IRS issues EINs, and only the IRS can confirm one in writing. If you've lost your original EIN notice (the CP575) and a bank or processor needs proof, you can call the IRS Business and Specialty Tax Line at 800-829-4933, Monday to Friday, 7 a.m. to 7 p.m. local time, and request Letter 147C, EIN Previously Assigned. The IRS verifies your identity and provides the information only if you're authorized to receive it.

The IRS also says eligible Business Tax Account users can download a digital CP575, Employer Identification Number Verification Notice, which can be used as a substitute for the original notice and for Letter 147C.

Firmlane can't request a 147C for you: the request goes to the IRS directly. The points below help you prepare for the call.

  • Have your company's legal name, EIN and address ready
  • The caller must be authorized to receive the information
  • Residents of Alaska and Hawaii follow Pacific time for IRS phone hours

Getting it right first time

Before you order a document

When you order, tell us

  • Your company's exact legal name and state of formation
  • Which document you need, or what the recipient asked for in their own words
  • The country and organization where it will be used
  • How recent it must be, and whether originals or electronic copies are accepted
  • How many copies you need and where they should be delivered

What can hold things up

  • Overdue annual reports or state taxes, which can block a certificate of good standing
  • A company that has been administratively dissolved or forfeited
  • State processing times, which each state sets and Firmlane can't control
  • Missing details about the destination country's requirements

General information only

This page is general information, not legal advice. Requirements for certificates, apostilles and authentications are set by each state, the US Department of State and the receiving country, and they can change. Confirm what the receiving authority needs before you order. Firmlane is not affiliated with any government agency.

Official sources

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Related

Need a document for abroad?

Firmlane orders your certificate or certified copy from the state and handles apostille assistance. Government and courier fees are always shown separately.

Order a certificate Get an apostille

$0 Firmlane service fee on eligible formations. You pay the state filing fee, shown before you pay.