Introduction
If you run a business, you’ve probably heard about a Certificate of Good Standing. It’s a simple but powerful document. It proves your business is active, legal, and in compliance with state rules.
This certificate is especially important for LLCs and corporations. Whether you’re applying for a loan, signing a new contract, or expanding your business into another state—you might need one.
But here’s the catch: every state has its own rules. And if you don’t follow them correctly, you could face delays or get denied. So, let’s break it all down in this guide.
What Is a Certificate of Good Standing?
General Definition and Purpose
A Certificate of Good Standing is an official document. It’s issued by the Secretary of State or a similar agency. It shows that your business:
- Is legally registered
- Has paid all required fees
- Has filed all reports
- Is in compliance with state regulations
You’ll often need this certificate for:
- Opening a bank account
- Securing business loans
- Getting licenses or permits
- Entering into contracts
- Registering in another state
Common Information Found on a Certificate
Most certificates include:
- Your business name
- Entity number or registration ID
- Business type (LLC, corporation, etc.)
- Date of formation
- Current standing status
Why State-by-State Requirements Matter
Variations in State Filing Processes
Each state has its own process. Some let you request the certificate online. Others may require a paper form or an in-person visit. Some states handle this through the Secretary of State. Others may use a Department of Revenue or Corporations Division.
Differences in Terminology
Not all states call it the same thing. You might see:
- Certificate of Good Standing
- Certificate of Status
- Certificate of Existence
- Certificate of Subsistence
All of these usually serve the same purpose, but the name can vary.
Filing Fees and Processing Times
Costs range from $0 to over $75, depending on the state. Some certificates are ready instantly if ordered online. Others take up to two weeks.
State-by-State Requirements Overview
Northeast Region
New York
- Agency: Department of State – Division of Corporations
- Fee: $25 for LLCs, $50 for corporations
- Request method: Online or mail
- Processing time: 1–3 business days
Massachusetts
- Certificate name: Certificate of Legal Existence
- Fee: $25 online
- Portal: Available on the Secretary of State’s website
- Use: Required for foreign registration and contracts
Pennsylvania
- Agency: Department of State – Corporations Bureau
- Certificate name: Certificate of Subsistence
- Fee: $40
- Request method: Mail or online
Southern States
Florida
- Agency: Division of Corporations (Sunbiz)
- Fee: $8.75
- Availability: Instant online download
- Use: Needed for banking and licensing
Texas
- Certificate name: Certificate of Fact – Status
- Fee: $15
- Request platform: SOSDirect
- Validity: Must be issued within 90 days for foreign registration
Midwest Region
Illinois
- Agency: Secretary of State – Business Services
- Fee: $25
- Use: Required for loans and registration in other states
Ohio
- Certificate name: Certificate of Good Standing
- Fee: $5
- Request method: Online via Ohio Business Central
Western States
California
- Agency: Secretary of State – Business Programs Division
- Certificate name: Certificate of Status
- Fee: $5 (in person), $15 (by mail)
- Processing: 2–5 business days
Washington
- Agency: Corporations and Charities Division
- Fee: $20
- Use: Required for mergers, contracts, and foreign qualification
Common Requirements Across States
Be in Good Standing
To get a certificate, your business must:
File All Required Reports
Annual or biennial reports must be up-to-date. Missed deadlines can block your certificate request.
Pay State and Franchise Taxes
All taxes and fees must be current. States won’t issue a certificate if you owe money.
Maintain a Registered Agent
You must have a registered agent listed with correct contact information. If your agent info is outdated, it can delay your request.
How to Request a Certificate in Any State
Step-by-Step Guide
1. Verify Business Status
Go to your state’s business portal. Look up your company and confirm it’s listed as “active” or “in good standing.”
2. Prepare Required Information
Most states ask for:
- Business name
- Entity ID or registration number
- Reason for request (if applicable)
3. Choose a Filing Method
Online is usually fastest. Some states also allow mail or in-person requests.
4. Pay the Required Fee
Fees vary by state. Use a credit card, ACH payment, or check, depending on the method.
5. Track and Receive the Certificate
You may get a PDF by email or a printed version by mail. Keep it stored safely—it may be needed for other filings or transactions.
Tips for Managing Certificates in Multiple States
Use Compliance Management Tools
Tools like registered agent services or business compliance platforms can send reminders and automate renewals.
Set Calendar Reminders
Mark report due dates and renewal timelines so you don’t fall out of good standing.
Keep Digital and Hard Copies Organized
Save copies of every certificate. Store them in a secure cloud or filing system.
Conclusion
Recap
A Certificate of Good Standing is a must-have for any serious business. It proves your business is legit and up-to-date. But every state has its own rules—so don’t assume the process is the same everywhere.
Final Takeaway
Be proactive. Stay compliant. Know your state’s requirements. And always have a current certificate ready—it could be the key to your next big business move.
