What Are Articles of Incorporation and How to Find Them?

Would you buy a house without checking the deed? Of course not. The same principle applies to business relationships. Good intentions matter, but documentation proves legitimacy.

For businesses, that documentation starts with Articles of Incorporation. These records tell you everything you need to know about a potential business partner. 

If you have the next 6 minutes, let’s walk through what these essential documents tell you, why they matter for your business decisions, and most importantly, how to verify them effectively. 

What Are Articles of Incorporation?

Articles of incorporation are essential legal documents filed with a state’s Secretary of State office that officially establish a corporation’s existence and outline its fundamental structure. They act much like a corporation’s birth certificate and constitution combined. 

Now, let’s break down what actually goes into Articles of Incorporation.

• Corporation Name
• Business Purpose
• Principal Address
• Registered Agent
• Stock Authorization
• Initial Directors
• Incorporator Information. 
• Duration.

Also, note that articles of incorporation strictly apply to corporations, not to LLCs. If you are planning to verify an LLC, you have to check their “Articles of Organization”. 

Why Businesses Need to Verify Articles of Incorporation?

Businesses need to verify articles of incorporation because when you’re considering a partnership or significant business deal, these are the documents that confirm that a company actually exists as a legal entity and has the authority to enter into contracts. 

While hopefully you’ve now understood why you need to verify these articles, let’s see some specific angles that press their importance. 

1. To verify other businesses

Companies often operate in different states than where they’re incorporated. Take a familiar example: while Amazon operates extensively from California, it’s actually incorporated in Delaware. This common practice means you need to verify both where a company is incorporated and where it’s authorized to do business. Verifying articles of incorporation can be an easy way out here. 

2. To manage risk

Alternative to the first reason, think of this verification as an investment in risk management. By examining articles of incorporation, you can confirm:

1. Legal Status and Authority – Whether the company is actively registered and in good standing with state authorities. This tells you if they can legally conduct business and enter into contracts.
2. Corporate Structure – Details about stock authorization and ownership structure that might affect business relationships. This information helps assess financial stability and decision-making processes.
3. Official Representatives – These are the legal authorities who make commitments on behalf of the company. This prevents dealings with unauthorized individuals who might put agreements at risk.

A small upfront effort to confirm these details can prevent major complications down the road. 

Don’t mistake it for just paperwork – it’s peace of mind!

3. To stay compliant

And if you don’t want to do it for the first two reasons, the third one will make you do it anyway.

Many industries now require thorough Know Your Business (KYB) processes, which will require you to verify various business details before you start working with them. 

Financial institutions, for instance, must verify business documentation as part of their due diligence requirements. Getting this wrong can lead to significant regulatory issues and financial risks.

We understood ‘what’ and ‘why’ till now. Now comes the main part: let’s see how to find articles of incorporation for verification.

Certified and Uncertified Incorporation Documents

Before we get into the specifics of finding these documents, let’s talk about an important distinction that affects how you’ll use Articles of Incorporation for business verification. 

There are actually two versions available: certified and uncertified copies. 

Certified copies come directly from the Secretary of State’s office, complete with official seals and security features. But you don’t always need a certified copy. For most business verification purposes, uncertified copies work just fine. These are physical or digital replicas of the original documents that still come from official sources. 

While uncertified copies lack the formal state seal, they contain the same information and are perfectly acceptable for typical Know Your Business (KYB) procedures.

How to Find Articles of Incorporation For Verification?

There are three ways to find articles of incorporation: you can either find them from the secretary of state’s official website, visit the secretary’s office in person, or through third-party verification providers. 

1. Secretary of State Office: In-Person Visit

The traditional approach involves working directly with state offices, and you have two options here: in-person visits or official state portals.

For in-person verification, you’ll need to visit the Secretary of State’s office in the state where the business is incorporated. The process is no different. 

• Arrive at the state office.
• Present identification
• Submit a formal records request
• Pay the applicable fees, if any

While they provide immediate access to state records, they’re not always the most efficient option. Plus, if you’re verifying a business incorporated in another state, travel becomes impractical.

2. Secretary of State Office: Online Portals

All Secretary of State offices in the US operate their own unique digital system – much like different banks having their own online platforms – creating varying experiences in navigation and access methods.

Here, accuracy often becomes the first major hurdle, as corporate names must match state records exactly. Even minor discrepancies like missing commas, extra spaces, or using “Corp.” instead of “Corporation” can derail the verification process. 

Some states provide comprehensive access to historical filings and amendments, giving you a complete picture of a corporation’s history. Others might limit online access to basic information, requiring additional steps for detailed documentation.

3. Third-Party Verification Services

For businesses needing to verify multiple companies or wanting more efficient processes, third-party verification services are the most practical option. These tools provide direct connections to state databases, eliminating the need to navigate multiple state portals. 

Once you have set it up, you can enter businesses’ articles of incorporation by their business name, filing number, address, officers, or filing status. 

For organizations handling regular verifications or dealing with multi-state requirements, the efficiency gains become even more apparent. Integration capabilities mean verification can become part of existing business workflows rather than a separate process. 

Some other advantages of using these include

• Business Ultimate Beneficial Owner (UBO) Identification – Tracks ownership structures and identifies individuals with significant control over business entities. This critical information helps meet regulatory requirements and assess potential risks in business relationships.
• Politically Exposed Person (PEP) Screening – Examines connections between business entities and politically exposed individuals, helping organizations maintain compliance with anti-money laundering regulations.
• Identity Verification Services – Validates the authenticity of business representatives through multiple data points, reducing fraud risks in business transactions.

Well, you don’t have to worry about flooding yourself with integrations. Signzy brings all these capabilities together in one user-friendly platform. We understand the challenges of modern business verification – that’s why we’ve created a solution that handles everything. Learn more.