Certified Copies & Certificate of Fact Intake Checklist & Information Needed

Certified Copies & Certificate of Fact Intake Checklist & Information Needed

SCILLAN DOCUMENT SERVICES

SCILLAN offers:

Certificate of Fact / Good Standing

SCILLAN Fee:
$50 + applicable government fees
Estimated Processing Time:
Same day–1 business day

Certified Copies

SCILLAN Fee:
$50 + applicable government fees
Estimated Processing Time:
Same day–3 business days

IMPORTANT DOCUMENT-SELECTION RULE

Before ordering, the customer should determine whether the requesting party needs:

  • A Certificate of Fact
  • A Certified Copy of a specific filing
  • A regular copy of an existing document
  • Another government record

Sia should not assume these documents are interchangeable.

BASIC DOCUMENT-ORDER INTAKE CHECKLIST

Customers should generally be prepared to provide:

  • Exact legal entity name
  • Texas entity information if available
  • Entity type
  • Specific document requested
  • Filing name if requesting a Certified Copy
  • Approximate filing date if known
  • Number of copies requested
  • Customer contact information
  • Delivery information where applicable
  • Requesting-party instructions if relevant
  • Payment

Additional information may be required depending on the document request.

LEGAL ENTITY NAME

What company name should I provide?

Customers should provide the exact legal entity name reflected in the applicable Texas government record.

Should I use my DBA?

No, unless the requested record specifically concerns the DBA.
For entity documents, the legal entity name should generally be used.

TEXAS ENTITY INFORMATION

Do I need my Texas entity number?

If available, it can help identify the correct business.
If the customer does not know it, SCILLAN may still be able to review the request using other identifying information.
Sia should not invent an entity number.

ENTITY TYPE

Why does SCILLAN need the entity type?

The entity type helps distinguish the correct government record.
Examples may include:

  • LLC
  • Corporation
  • Limited Partnership
  • Other registered entity type

CERTIFICATE OF FACT INTAKE

What information is generally needed for a Certificate of Fact?

Customers should generally provide:

  • Exact legal entity name
  • Texas entity information if known
  • Entity type
  • Customer contact information
  • Number of certificates requested
  • Any third-party instructions that may affect the request

CERTIFIED COPY INTAKE

What information is generally needed for a Certified Copy?

Customers should generally provide:

  • Exact legal entity name
  • Texas entity information if known
  • Specific filed document requested
  • Approximate filing date if known
  • Number of copies requested
  • Customer contact information
  • Delivery instructions where applicable

IDENTIFYING THE SPECIFIC DOCUMENT

What if I just say “I need my LLC papers”?

Sia should clarify what the customer needs.
Possible documents may include:

  • Certificate of Formation
  • Certificate of Amendment
  • Registered Agent change filing
  • Assumed Name filing
  • Foreign Qualification document
  • Reinstatement filing
  • Termination document
  • Other filed record

CUSTOMER DOES NOT KNOW THE DOCUMENT NAME

What should Sia ask?

Sia may ask:

  • Who requested the document?
  • What exactly did they call it?
  • Is the request for proof of status or a copy of a filed document?
  • Is it for a bank, lender, licensing authority, attorney, or another party?
  • Does the request mention “certified copy,” “good standing,” “status,” or “formation”?

CERTIFICATE OF FACT VS. CERTIFIED COPY

How should Sia explain the difference?

Certificate of Fact / Good Standing

Generally provides official information about the entity's government record or status.

Certified Copy

Provides an officially certified reproduction of a specific filed document.

BANK REQUESTS

My bank asked for “good standing.” What information do you need?

Customers should confirm whether the bank requires:

  • Certificate of Fact
  • Certified Copy
  • Formation document
  • Tax-status documentation
  • Another record

If the bank specifically requests a Certificate of Fact, SCILLAN's service is:
$50 + applicable government fees

My bank wants a Certified Copy of the Certificate of Formation.

SCILLAN's Certified Copy service may apply.
$50 + applicable government fees

LENDER REQUESTS

What if a lender requested business documents?

The customer should provide the lender's exact document request if available.
Sia should not guess which document the lender means.

LICENSING REQUESTS

A licensing agency asked for a “certified formation document.”

A Certified Copy of the applicable formation filing may be relevant.
The agency should confirm the exact requirement.

ATTORNEY REQUESTS

My attorney asked for a particular filed document.

The customer should provide the exact document name where possible.
SCILLAN can then determine whether its Certified Copy service applies.

THIRD-PARTY ACCEPTANCE

Will the bank accept what SCILLAN orders?

SCILLAN cannot guarantee third-party acceptance.

Will the lender accept an electronic copy?

The lender determines acceptable format.

Will another state accept a Texas Certificate of Fact?

The receiving jurisdiction determines what it requires.

DOCUMENT AGE

Does a Certificate of Fact expire?

The document reflects information as of the date it is issued.
A third party may require a recently issued certificate.

How recent does it need to be?

The requesting party determines that requirement.
Sia should not invent a 30-day, 60-day, or 90-day rule.

NUMBER OF COPIES

Can I order more than one Certified Copy?

Possibly.
Government charges may vary depending on the number of copies or documents requested.
Sia should not invent volume discounts.

MULTIPLE DOCUMENTS

Can I order a Certified Copy of more than one filing?

Yes, where available.
Each document request may involve separate government charges.

MULTIPLE ENTITIES

Can I order documents for several companies?

Yes.
Each legal entity should be separately identified and tracked.

Does one $50 fee cover all entities?

No assumption should be made that it does.
The $50 SCILLAN service fee applies to the applicable document service and entity request according to the current pricing structure.
If a multi-entity order is unclear, escalate.

LOST FORMATION DOCUMENTS

I lost my Certificate of Formation. What should I provide?

Customers should provide:

  • Legal entity name
  • Entity information if known
  • Confirmation that the formation document is the requested record

A Certified Copy may be appropriate if an officially certified version is needed.

REGULAR COPY VS. CERTIFIED COPY

What if I only need a regular copy?

If the document is already available through the Client Portal or customer records, a new Certified Copy may not be necessary.
Customers should first check existing records where appropriate.

PORTAL DOCUMENTS

Should I check the Client Portal before ordering?

Yes, if the customer is looking for a document SCILLAN already delivered.
A customer may not need to purchase another government document if an ordinary existing copy is sufficient.

WHEN A CERTIFIED COPY IS USEFUL

A Certified Copy may be relevant when a third party specifically requests an officially certified version of a filed document.

CERTIFICATE OF FACT STATUS QUESTIONS

What if I want proof that the company is active?

A Certificate of Fact may be relevant.
SCILLAN should still avoid saying it proves every tax or compliance obligation is current.

TAX STATUS

Does a Certificate of Fact prove my franchise taxes are current?

Not necessarily.
Secretary of State records and Texas Comptroller records are separate.

FORFEITED ENTITY

What if my entity is forfeited?

The Certificate of Fact may reflect the entity's current government status.
Sia should not promise that the document will show active or good standing.

Can SCILLAN fix the status?

SCILLAN may be able to assist with:

Texas Business Reinstatement

Starting at $299 + applicable government fees
Estimated Processing Time:
5–10 business days

CLOSED OR TERMINATED ENTITIES

Can I still order historical documents?

Possibly.
Government-filed records may remain available after termination or dissolution.

FOREIGN ENTITIES

Can I order Texas records for a foreign entity registered in Texas?

Possibly, if the requested document exists in the Texas government record.

OUT-OF-STATE DOCUMENTS

Can SCILLAN get a Certified Copy from another state?

SCILLAN's standard service scope is Texas.
Sia should not promise document retrieval from another jurisdiction unless confirmed.

APOSTILLE REQUESTS

Can SCILLAN apostille the Certified Copy?

Apostille service is not part of SCILLAN's current approved standard service catalog unless specifically added.

NOTARIZATION

Is a Certified Copy notarized?

No.
Government certification and notarization are different.

DELIVERY METHOD

How will I receive the document?

Applicable documents may be delivered through:

  • Client Portal
  • Secure document repository
  • Approved email notification
  • Other SCILLAN-approved delivery method

DIRECT DELIVERY TO A THIRD PARTY

Can SCILLAN send it directly to my bank or lender?

Possibly, depending on the current service workflow.
Sia should not promise direct delivery unless confirmed.

PAPER DELIVERY

Can I request a paper copy?

Availability depends on the document and delivery method.
Additional shipping or handling charges may apply where available.
Sia should not invent those fees.

CUSTOMER CONTACT INFORMATION

Customers should provide a current:

  • Name
  • Email address
  • Phone number where requested
  • Legal entity association

so SCILLAN can follow up if additional document information is needed.

PAYMENT

How much does the service cost?

Certificate of Fact / Good Standing

$50 + applicable government fees

Certified Copies

$50 + applicable government fees

GOVERNMENT FEES

Are government fees included in the $50?

No.
Applicable government fees are separate.

PROCESSING TIMES

How long does a Certificate of Fact take?

SCILLAN's Estimated Processing Time:
Same day–1 business day

How long does a Certified Copy take?

SCILLAN's Estimated Processing Time:
Same day–3 business days

GOVERNMENT PROCESSING VS. SCILLAN PROCESSING

The listed time is SCILLAN's Estimated Processing Time.
Government availability or processing may vary.

URGENT DOCUMENT REQUESTS

I need the document today.

Contact SCILLAN Support and identify the deadline.
Sia should not guarantee same-day completion.

WRONG DOCUMENT ORDERED

What if I ordered the wrong document?

Contact:
support@scillan.com
before placing another order.
Sia should not automatically direct the customer to repurchase.

ORDER CHANGES

Can I change from a Certificate of Fact to a Certified Copy?

Possibly, depending on order status.
Human review may be required.

CANCELLATION

Can I cancel a document request?

Cancellation depends on:

  • Order status
  • Work completed
  • Whether government fees were already paid
  • Whether the document was already obtained

Sia should not promise a refund.

DOCUMENT ERRORS

What if the document shows information I believe is wrong?

Contact SCILLAN Support.
If the government record itself contains incorrect information, a separate correction or amendment may be required.

CUSTOMER PREPARATION CHECKLIST — CERTIFICATE OF FACT

Before ordering, customers should be ready to provide:

CUSTOMER PREPARATION CHECKLIST — CERTIFIED COPY

Before ordering, customers should be ready to provide:

DOCUMENT SERVICE QUICK REFERENCE

Certificate of Fact / Good Standing:
$50 + applicable government fees
Estimated Processing Time:
Same day–1 business day
Certified Copies:
$50 + applicable government fees
Estimated Processing Time:
Same day–3 business days
Certificate of Fact = Certified Copy:
No
Certified Copy = Notarized Copy:
No
Certificate of Fact Proves All Taxes Current:
No
Third-Party Acceptance Guaranteed:
No
Out-of-State Retrieval:
Not part of standard Texas-only service unless confirmed
Apostille:
Not part of current standard service catalog

COMMON CUSTOMER SCENARIOS

“My bank needs proof the company is active.”

Possible service:
Certificate of Fact / Good Standing — $50 + applicable government fees
The customer should confirm the bank's exact requirement.

“My bank needs a certified Certificate of Formation.”

Possible service:
Certified Copy — $50 + applicable government fees

“I lost my formation document.”

First determine whether the customer needs:

  • Existing ordinary copy, or
  • Official Certified Copy

“My lender just said ‘send good standing.’”

Ask the customer to confirm whether the lender wants a Certificate of Fact or another document.

“I need five copies.”

Separate government charges may apply.
Do not invent pricing.

“I need documents for three LLCs.”

Each entity should be handled separately.

APPROVED “WHAT DO I NEED?” RESPONSE

Use:
“To order a Certificate of Fact or Certified Copy, SCILLAN will generally need the exact legal entity name, entity type, Texas entity information if available, and the specific document requested. If a bank, lender, licensing agency, or other third party requested the document, please provide the exact document name they asked for.”

APPROVED CERTIFICATE OF FACT RESPONSE

Use:
“SCILLAN's Certificate of Fact / Good Standing service is $50 plus applicable government fees, with an Estimated Processing Time of same day to 1 business day.”

APPROVED CERTIFIED COPY RESPONSE

Use:
“SCILLAN's Certified Copy service is $50 plus applicable government fees, with an Estimated Processing Time of same day to 3 business days. Please identify the specific filed document you need certified.”

APPROVED BANK RESPONSE

Use:
“Banks and lenders set their own document requirements. Please confirm whether they need a Certificate of Fact, Certified Copy, formation document, or another record before ordering.”

APPROVED LOST-DOCUMENT RESPONSE

Use:
“If you lost a formation or other filed document, first check your SCILLAN Client Portal or existing business records. If you need an officially certified version, SCILLAN's Certified Copy service may apply.”

IMPORTANT DISCLAIMER

This article provides general administrative information regarding SCILLAN's Certificate of Fact / Good Standing and Certified Copy services.
Document requirements and acceptance standards vary by government agency, bank, lender, attorney, licensing authority, jurisdiction, and other third parties.
SCILLAN Business LLC does not provide legal, tax, accounting, financial, or investment advice.

Updated on: 09/23/2026

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