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At Harvard Business Services, Inc., when we form a Delaware corporation or LLC, we issue a document to release the company to the initial director or members. This document is called a “Statement of the Incorporator” for corporations or a “Statement of the Authorized Person” for LLCs. After this document is issued, any changes to the company’s management should be handled by the company directly, typically by passing a resolution, and/or voting on the changes in an official meeting. Management changes are not recorded with our office or the State of Delaware’s since Delaware allows the company to retain this information internally.
Many companies contact us after the formation, sometimes years after, to ask for an updated Statement of Incorporator/Statement of Authorized Person or some document showing the current management structure. We let these clients know that this document is only issued at the time of the initial formation. After that, they should refer to their internal documents for the current management of the company.
If the client still needs a document issued from our office to show the management details, we offer a “Certificate of Incumbency.” A Certificate of Incumbency is a document that evidences the company’s internal management structure. A company can issue its own Certificate of Incumbency. However, many Delaware companies prefer their registered agent to issue the Certificate of Incumbency so that the document is being issued by a third party.
When Is a Certificate of Incumbency Utilized?
A Certificate of Incumbency may be requested by a bank when the company is opening an account or taking out a loan. Likewise, the certificate could be requested by a financial institution, an attorney or anyone else who wants to confirm the stated position of a director or member within a company.
Are There Other Names for a Certificate of Incumbency?
Outside of the United States, this document goes by other names, such as Register of Directors/Members, Secretary’s Certificate, Officer’s Certificate or Certificate of Officers.
What Information Is Listed on a Certificate of Incumbency?
All the Certificates of Incumbency that we provide will include the name of the company, the Delaware file number, the Delaware registered agent details, and that the notary is a valid notary. LLCs will also indicate that the company is authorized to do any business under the LLC act.
Any additional information would need to be provided to us by the company. Generally, a corporation will provide the names of the directors and shareholders while an LLC will provide the name of the members and managers. However, additional details, such as company addresses or who has signing authority, can be added onto the document, as you require.
The status of the company will not be listed on the document. This can only be verified by ordering a Certificate of Good Standing issued by the Delaware Division of Corporations.
What is required to Order a Certificate of Incumbency?
First, the company must be in Good Standing with Delaware and we must be the registered agent on file. We only accept orders for a Certificate of Incumbency from an email address authorized in our records for the company.
Next, we provide you with two documents, a resolution form and a delegation form. These documents authorize us to issue the Certificate of Incumbency. All the details you want us to list on the Certificate of Incumbency should be listed on the resolution form. The delegation form is a further authorization form if the contact we have on file isn’t a director/member of the company. Return these to us and we can get started with the Certificate of Incumbency.
Finally, we need a copy of the company’s signed by-laws or operating agreement. This is to help us verify that the person signing the resolution and delegation forms are really authorized to do so by the company. Additional information may be requested after everything has been reviewed.
How to Order a Certificate of Incumbency
Our Filings Team can assist with placing an order for a Certificate of Incumbency. An email can be sent to firstname.lastname@example.org. We will need to know the company name, if the document should be with apostille or not, your contact details and the shipping instructions.
*Disclaimer*: Harvard Business Services, Inc. is neither a law firm nor an accounting firm and, even in cases where the author is an attorney, or a tax professional, nothing in this article constitutes legal or tax advice. This article provides general commentary on, and analysis of, the subject addressed. We strongly advise that you consult an attorney or tax professional to receive legal or tax guidance tailored to your specific circumstances. Any action taken or not taken based on this article is at your own risk. If an article cites or provides a link to third-party sources or websites, Harvard Business Services, Inc. is not responsible for and makes no representations regarding such source’s content or accuracy. Opinions expressed in this article do not necessarily reflect those of Harvard Business Services, Inc.
There are 5 comments left for What Is a Certificate of Incumbency?Notary Services said: Tuesday, February 2, 2021
This is really Helpful Content That you share with your audience and Thank you So Much With This Useful Information.HBS Staff replied: Tuesday, February 2, 2021
Thank you for reading our article and we are so glad you found this information helpful.Biocoral Inc said: Wednesday, December 23, 2020
Our company is delaware company and we would like to have the certificate of incumbency. we have representative office in NY and in France. we do not have possibility to contact 1800 number. Can you pelase send the local and extension number with contact name to the President of the company Mr. Nassiri by email email@example.comHBS Staff replied: Monday, December 28, 2020
Our team would be happy to assist you. You can reach us at 1-302-645-7400 Extension 6910 to speak to a member of our Filings Team.Kostiantyn Bihus said: Monday, July 6, 2020
I require a certificate of incumbency for Addictive Learning Corporation Delaware C-Corp Thanks!HBS Staff replied: Monday, July 6, 2020
We can assist with producing a certificate of incumbency for you, but we need some additional information and documentation first. Please contact our Filings team at 1-800-345-2677 or firstname.lastname@example.org so we can go over the details with you.Ron Tan said: Tuesday, January 21, 2020
Pls advise holder of certificate of incumbency of a company can collect $$ rental due as individual as the flat below to his company . Regards Ron TanHBS Staff replied: Tuesday, January 21, 2020
This is a question better suited for a lawyer or accountant. Sorry we cannot be of more assistance!Ernie Wichert said: Wednesday, May 1, 2019
Can you produce a Certificate of Incumbency for us?HBS Staff replied: Wednesday, May 1, 2019
Ernie, we can assist with producing a certificate of incumbency for you, but we would need some additional information and documentation first, depending on whether you have an LLC or corporation. Please contact our Filings team at 1-800-345-2677 or email@example.com so we can go over the specifics with you.