At minimum, provide the exact legal business name and the state where the entity is registered. The entity number, entity type, deadline, required certificate age, and delivery format make the order faster and more accurate.
The information checklist
1. Exact legal entity name
Use the name shown in state records, including punctuation and the complete suffix. Smith Holdings LLC and Smith Holdings, Inc. are different entities. A DBA or property name may identify the business publicly but not the legal entity.
2. State of formation or registration
The mailing address or transaction location is not necessarily the correct jurisdiction. Confirm where the entity was formed and whether certificates are also needed from foreign-registration states.
3. Entity or filing number
This is not always required, but it is the best way to distinguish entities with similar names and can help when a business has changed its name or completed a merger.
4. Entity type
Identify whether it is an LLC, corporation, nonprofit corporation, limited partnership, professional entity, or another structure. Some states use different records or terminology by entity type.
5. Required certificate age
Certificates generally do not have a universal expiration date. The recipient may require one issued within 30, 60, or 90 days, or within another stated period.
6. Deadline and processing speed
Provide the final date, time, and time zone. State whether the document is needed for a closing, funding, filing, licensing appointment, or another time-sensitive event.
7. Delivery and authentication requirements
Confirm whether an electronic PDF is acceptable or whether the recipient needs a paper original, certified copy, apostille, authentication, or another special format.
Copy-and-use order checklist
What if some information is missing?
Start with the legal name and state. A retrieval provider can often locate the entity number and confirm the state’s official certificate name. However, only the requesting party can confirm its private closing, lending, licensing, or transaction requirements. Forward the exact written request whenever possible.
What commonly causes delays?
An entity that is not in good standing, overdue reports or fees, a recent name change, a pending state filing, the wrong jurisdiction, duplicate business names, or a request for a special certificate format.
Have the legal name and state?
That is enough to begin a standard certificate order.
Start the order →Last reviewed June 29, 2026. Requirements vary by state and requesting party. This guide provides general information and is not legal advice.