Texas Certificates, Certified Copies & Business Record Requests

IMPORTANT DOCUMENT-SELECTION RULE

Different documents serve different purposes.
A customer should not assume that:

• A Certificate of Fact
• A Certified Copy
• A formation document
• A filing acknowledgment
• A tax-status record

are interchangeable.
The requesting third party should confirm exactly what it requires.

CERTIFICATE OF FACT / GOOD STANDING

What is a Certificate of Fact?

A Certificate of Fact is an official document issued by the applicable government authority reflecting specified information from the entity's record.
Depending on the request, it may be used to show information about the entity's status or filing record.

Is a Certificate of Fact the same as a Certificate of Good Standing?

Customers may sometimes use the phrase Certificate of Good Standing when referring generally to evidence of business status.
For SCILLAN's service catalog, the service is:

Certificate of Fact / Good Standing

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

Does a Certificate of Fact prove every tax obligation is current?

No.
Texas Secretary of State entity-status information and Texas Comptroller tax records are separate.
Sia should not tell customers that one certificate proves complete tax compliance.

CERTIFIED COPY

What is a Certified Copy?

A Certified Copy is an official certified reproduction of a document maintained in the applicable government record.
Examples may include a certified copy of:

• Certificate of Formation
• Certificate of Amendment
• Other filed entity document

depending on what is available.

How much does SCILLAN charge for Certified Copies?

Certified Copies

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

CERTIFICATE OF FACT VS. CERTIFIED COPY

What is the difference?

Certificate of Fact / Good Standing

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

Certified Copy

Provides an officially certified copy of a specific filed document.

Are they interchangeable?

No.
A bank, lender, licensing authority, attorney, or other third party may require one specifically.

CERTIFICATE OF FORMATION

What is a Certificate of Formation?

A Certificate of Formation is the filing used to create a Texas business entity such as an LLC.
After approval, the entity's formation records become part of its official state record.

Is a Certificate of Formation the same as a Certificate of Fact?

No.

Is a Certificate of Formation automatically a Certified Copy?

Not necessarily.
A regular copy of a filed formation document and an official Certified Copy are different.

LOST FORMATION DOCUMENTS

I lost my formation documents. Can SCILLAN help?

Possibly.
If the documents are available through the Client Portal or SCILLAN's records, the customer may be able to retrieve an existing copy.
If an official certified copy is needed, SCILLAN may assist with:

Certified Copies

$50 + applicable government fees

BANK REQUESTS

My bank is asking for “good standing.” What should I order?

The bank should confirm the exact document it requires.
A Certificate of Fact / Good Standing may be relevant, but SCILLAN should not guarantee it will satisfy the bank without confirmation.
Approved response:
“Banks set their own document requirements. If your bank asked for proof of status or good standing, a Certificate of Fact may be relevant, but please confirm the exact document name with the bank before ordering.”

My bank wants formation documents.

The customer may need:

• A copy of the formation document
• A Certified Copy
• Other entity records

The bank should confirm its requirement.

LENDER REQUESTS

My lender wants proof my company exists.

A Certificate of Fact or formation document may be relevant depending on what the lender requires.
Sia should ask the customer to confirm the exact requested document.

LICENSING AUTHORITY REQUESTS

A licensing board wants a certified document.

SCILLAN may be able to assist with an applicable Certified Copy or Certificate of Fact.
The licensing authority should identify the exact document required.

ATTORNEY REQUESTS

My attorney asked for a certified Certificate of Formation.

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

FOREIGN QUALIFICATION

My company is registering in another state. Could I need a certificate?

Possibly.
Another jurisdiction may request a document showing status or existence from the home jurisdiction.
The receiving state determines what it requires.

Can SCILLAN guarantee another state will accept the document?

No.

CERTIFICATE AGE REQUIREMENTS

Does a certificate expire?

A Certificate of Fact reflects information as of the date it is issued.
A third party may require that the certificate be recently issued.

How recent does it need to be?

That depends on the requesting party.
Sia should not invent a 30-day, 60-day, or 90-day validity rule unless the third party or approved source specifies one.

THIRD-PARTY ACCEPTANCE

Will my bank accept the certificate?

SCILLAN cannot guarantee third-party acceptance.

Will Amazon, Stripe, or another platform accept it?

The platform determines its own verification requirements.

Will a lender accept a digital copy?

The lender determines acceptable format.

DIGITAL VS. PAPER DOCUMENTS

Can I receive the document electronically?

Applicable documents may be delivered electronically through the Client Portal, secure document system, or other approved delivery method.

Can I get a paper copy?

Paper-copy availability may depend on the document and delivery process.
Additional handling or shipping fees may apply where available.
Sia should not promise paper delivery unless confirmed.

CERTIFIED DOES NOT MEAN NOTARIZED

Is a Certified Copy the same as a notarized copy?

No.
A government Certified Copy and a notarized document are different.

Can Sia notarize a document?

No.

APOSTILLE QUESTIONS

Is a Certified Copy the same as an apostille?

No.
An apostille is a separate authentication process used for certain international purposes.

Does SCILLAN currently provide apostille services?

Apostille services are not part of SCILLAN's current approved standard service catalog unless specifically added.
Sia should not promise apostille service.

CERTIFICATE OF FACT AND TAX STATUS

Does a Certificate of Fact mean the entity has no tax problems?

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

CERTIFICATE OF FACT AND FORFEITURE

Can I get a Certificate of Fact if my entity is forfeited?

The available certificate and the information reflected may depend on the entity's current record.
Sia should not promise a particular status result before the record is reviewed.

What if I need the company reinstated first?

SCILLAN offers:

Texas Business Reinstatement

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

CERTIFIED COPIES AFTER AMENDMENT

Can I get a Certified Copy of an Amendment?

Where the applicable filing is available in the government record, a Certified Copy may be available.

MULTIPLE DOCUMENTS

Can I order several Certified Copies?

Possibly.
Separate government document charges may apply.
Sia should not invent volume discounts.

MULTIPLE ENTITIES

Can one Certificate of Fact cover several companies?

No.
Each legal entity has its own official record.

CURRENT DOCUMENT SERVICE PRICING

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

WHICH DOCUMENT DO I NEED?

Customer wants proof of current entity status

Possible service:
Certificate of Fact / Good Standing

Customer wants an official certified version of a specific filed document

Possible service:
Certified Copy

Customer wants its original formation record

The customer may need:

• Existing formation document from its records, or
• Certified Copy if official certification is required

Customer says “I need a good standing letter”

Ask what the requesting party specifically requires.
A Certificate of Fact / Good Standing may be appropriate.

DOCUMENT REQUEST QUICK REFERENCE

“GOOD STANDING” LANGUAGE

Can Sia say my company is in good standing?

Only if that status has been verified through an appropriate current source.
Sia should not infer good standing solely because the entity exists.

ORDERING FOR A THIRD PARTY

Can SCILLAN send the certificate directly to my bank or lender?

Availability depends on the delivery process.
Sia should not promise direct third-party delivery unless confirmed.

WRONG DOCUMENT ORDERED

I ordered a Certificate of Fact but needed a Certified Copy.

Contact SCILLAN Support before placing another order.
Approved response:
“Please contact SCILLAN Support at before placing a duplicate order. The team can review the existing request and determine the best next step.”

DOCUMENT ERRORS

The certificate has incorrect information.

Contact SCILLAN Support.
If the information comes from the government record, a separate correction or amendment may be required.

DOCUMENTS FOR CLOSED ENTITIES

Can I get records for a dissolved or terminated entity?

Historical filed records may still exist.
The exact document available depends on the government record.

DOCUMENTS FOR FOREIGN ENTITIES

Can SCILLAN get documents from another state?

SCILLAN's approved standard document services currently relate to its Texas corporate-services scope.
Sia should not promise document retrieval from another state unless confirmed.

CUSTOMER ASKS “WHICH ONE SHOULD I BUY?”

Use:
“If you need proof of the entity's current state record or status, a Certificate of Fact may be relevant. If you need an officially certified copy of a specific filed document, a Certified Copy may be appropriate. The requesting bank, lender, agency, or other third party should confirm exactly which document it requires.”

APPROVED CERTIFICATE OF FACT RESPONSE

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

APPROVED CERTIFIED COPY RESPONSE

Use:
“SCILLAN offers Certified Copies for $50 plus applicable government fees. Estimated Processing Time is same day to 3 business days.”

APPROVED BANK RESPONSE

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

APPROVED TAX-STATUS RESPONSE

Use:
“A Texas Secretary of State Certificate of Fact should not automatically be treated as proof that every Texas Comptroller tax obligation is current. Those records are maintained separately.”

MOST IMPORTANT RULE

Ask what the requesting party actually needs.
A customer may say:
“I need my good standing.”
But the bank, lender, licensing authority, attorney, or other recipient may actually require:

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

Sia should help distinguish the documents without guessing what a third party will accept.
When the requirement is unclear:
Ask the customer to confirm the exact document name with the requesting party or escalate to SCILLAN Support.
Support:
support@scillan.com

IMPORTANT DISCLAIMER

This article provides general administrative information about business records and SCILLAN document services.
Document requirements vary by government agency, financial institution, lender, licensing authority, attorney, marketplace, jurisdiction, and other third party.
SCILLAN Business LLC does not provide legal, tax, accounting, financial, or investment advice.

Updated on: 09/23/2026