How to Get Certificate of Existence in Maine (2024)

The Certificate of Existence in Maine is a significant document that is required if you expand your business to another state. When you file an LLC in Maine, you must submit a handful of documents to the Secretary of State. In case you take your business beyond the state border, you need this additional document, commonly known as the Certificate of Good Standing.

In this article, LLCBuddy editors share the ins and outs of Maine Certificate of Existence. You’ll also learn what the uses of this document are other than having a foreign LLC out of state. We shared how to get the Certificate of Existence in Maine. The Certificate of Existence is one of the most important documents your business needs. Whether it is the LLC filing or a corporation filing in Maine or any other form of business, the Certificate of Existence must be obtained. Let’s dive in and get your business one step closer to achieving its goals!

What is Certificate of Existence in Maine

The Certificate of Existence is a document that every business in Maine requires to obtain. This document states that the company (LLC, Corporation in Maine, Partnership, etc.) complies with the State government. In other words, the business has fulfilled all the legal requirements in Maine. Whether you form an LLC or any other form of business, you must get this document.

If you take your business to a different state, Certificate of Existence will be a necessary document to be produced. It shows that your business does not have any illegitimate or outlawed activities. Besides, to restore or reinstate an LLC in Maine after dissolution, you must obtain this document.

What Information You Have in Maine Certificate of Existence

The Certificate of Existence consists of very pivotal information related to your business. Following is the information your Certificate of Existence will have-

The entity type (LLC, Corporation, LLP, LP, or any other registered entity type) when it was formed
The date of filing the business entity (filing the formation document).
The current name and address of the business entity
Whether the business entity exists today
Name and address of the Resident Agent
The State where the document is issued
A declaration that the business entity has paid all the required taxes and complies with all applicable legal requirements.
A declaration that the business entity met all the requirements to get the document.

Who Should Obtain the Certificate of Existence

Any business entity, a Limited Liability Company (LLC), a Corporation, a Limited Liability Partnership (LLP), a Limited Partnership (LP), or any other registered business structure in Maine is eligible to obtain the Certificate of Existence. Anyone with a sole proprietorship does not need to obtain the Certificate of Existence because sole proprietorship companies do not have to register their business.

How to Obtain Maine Certificate of Existence

The Maine Secretary of State issues this document. To obtain the Certificate of Existence, you must fill out the form and send it to the Maine SOS along with the required filing fees. There is some information you will need to enter while submitting the form. Here are the points to add-

Step 1: Get the Form

In Maine, to get the Certificate of Existence, one must visit the Secretary of State portal. On the Maine SOS Forms and Certificates page you will find the form to apply for the Certificate of Existence.

The following points are required to be mentioned in the form-

Details of The Requester: The first information you need to provide is the details of the requester. Provide your full name, address (which can be your business address), and phone number.

Name of Your Business: Provide the exact name of your business. Make sure no spelling mistakes are made. The spelling must be the same as mentioned in the Certificate of Formation. Besides the name, provide the company registration number or file number. The SOS issues this number after you file the Certificate of Formation. This is not mandatory, but it is recommended that you share the file number to get the process done quickly.

Details of Return Method: The certificate can be collected in person or by mail from Maine SOS. If you request the document in person, you can take the return in person or by mail. Choose which way you want it.

Copies of the Certificate: You can request the number of copies of the certificate from SOS. There is a box in the form you need to check for multiple copies of this document. You can obtain more than one copy of the Certificate of Compliance for various purposes. It is recommended that more copies of the certificate be obtained for future use.

Fax Copy of the Certificate: You might get a Fax copy before receiving the certificate’s hard copy. This is one of the options available in some of the states. If you want to receive the fax copy of the certificate, you must provide the fax number while filing the form.

Copies of Other Documents: If you want, you can request copies of other documents filed with the SOS. Other documents include the Maine Certificate of Formation for LLCs, Articles of Incorporation for corporations, LLC amendment, corporation amendment, and other registered documents with the SOS. This is optional, and you can avoid this. You must pay a stipulated fee for every copy you request.

Step 2: Submit the Form

You can submit the form online, by mail, or in person, whichever is available and more convenient. Send the form to the Secretary of State, Division of Corporations, UCC and Commissions, 101 State House Station, Augusta, ME 04333-0101 for offline filing. You must search the Maine SOS official website for the appropriate form.

Step 3: Filing Fee and Processing Time

A filing fee of $30 must be paid to the SOS to obtain the Certificate of Existence. The amount might be more depending on the number of copies you request. If you request other document copies, you might have to pay an additional fee for that.

Processing Time: The Certificate of Existence’s processing time varies from state to state. Also, it depends on the expedited filing as well. It can take a few days to a few months to obtain the Certificate of Existence in Maine.

Step 4: Receive the Certificate of Existence

Once you submit the form and the necessary filing fee, your forms start processing. The process might take a lot of time. If you do not want to wait, you can check with the Maine SOS if they have expedited filing or not. In Maine, it can take up to a few months to receive the Certificate of Existence.

Why Do You Need a Certificate of Existence

The Certificate of Existence in Maine is a character certificate of any business. Obtaining this document makes your business legitimate officially. You need this document every now and then while making business decisions. You must obtain the document for the following reasons,

To get business loans and advances or investors
To get business bank accounts
To purchase insurance for business coverage
To renew licenses & permits
To set up your business in other states, for example, a Foreign LLC.
To sell or transfer your business completely or partially to another.
To get into a legal business contract with other businesses or clients.
If your LLC is dissolved for any administrative reasons and you want to restore it, you must obtain the Certificate of Existence for reinstatement.

The document is required as much as the formation document. Hence, obtaining the Maine Certificate of Existence is needed.

FAQs

What is a Maine Certificate of Existence?

A Maine Certificate of Existence is a document that proves a business entity is registered and in good standing with the State of Maine.

Why do I need a Maine Certificate of Existence?

You may need a Maine Certificate of Existence to conduct business in other states, apply for certain licenses or permits, or to secure financing.

How can I obtain a Maine Certificate of Existence?

You can request a Maine Certificate of Existence online through the Maine Secretary of State website or by mail.

Is there a fee to obtain a Maine Certificate of Existence?

Yes, there is a fee to obtain a Maine Certificate of Existence. The fee amount can vary depending on how you request the document.

How long does it take to receive a Maine Certificate of Existence?

If you request a Maine Certificate of Existence online, you may receive it electronically within a few hours. By mail, it may take a few days.

Can I request a Maine Certificate of Existence for any business entity?

Yes, you can request a Maine Certificate of Existence for any registered business entity in the State of Maine.

What information is included in a Maine Certificate of Existence?

A Maine Certificate of Existence typically includes the business entity’s name, registration number, status, and date of registration.

Does a Maine Certificate of Existence expire?

No, a Maine Certificate of Existence does not have an expiration date. It is valid as long as the business entity is in good standing.

Can I use a Maine Certificate of Existence to renew my business license?

Some states may accept a Maine Certificate of Existence as proof of registration when renewing a business license, but it is best to check with the relevant licensing agency.

Can I request a Maine Certificate of Existence for a nonprofit organization?

Yes, you can request a Maine Certificate of Existence for nonprofit organizations that are registered with the State of Maine.

Can I get a certified copy of a Maine Certificate of Existence?

Yes, you can request a certified copy of a Maine Certificate of Existence for an additional fee.

Can I request an expedited Maine Certificate of Existence?

Yes, you may be able to request an expedited Maine Certificate of Existence for an additional fee, depending on the processing times.

What do I do if my Maine Certificate of Existence is lost or damaged?

You can request a duplicate copy of your Maine Certificate of Existence by contacting the Maine Secretary of State office.

Can I order multiple Maine Certificates of Existence at one time?

Yes, you can order multiple Maine Certificates of Existence for different business entities or for multiple uses.

Do I need a Maine Certificate of Existence for each location of my business?

It is typically not necessary to have a separate Maine Certificate of Existence for each location of your business, as long as the business entity is registered.

Are there any circumstances where a Maine Certificate of Existence may not be required?

There may be certain situations where a Maine Certificate of Existence is not needed, such as for personal use or internal record-keeping purposes.

Can I request a Maine Certificate of Existence for a foreign business entity?

Yes, you can request a Maine Certificate of Existence for a foreign business entity that is registered to do business in Maine.

Are there any restrictions on using a Maine Certificate of Existence?

A Maine Certificate of Existence should only be used for the purposes for which it was intended, such as proving registration status.

Can I request a digital or electronic version of a Maine Certificate of Existence?

Yes, you can request a digital or electronic version of a Maine Certificate of Existence if it is available in that format.

How can I verify the authenticity of a Maine Certificate of Existence?

You can verify the authenticity of a Maine Certificate of Existence by contacting the Maine Secretary of State office or by checking the online database.

Can I use a Maine Certificate of Existence for legal purposes?

A Maine Certificate of Existence may be used for legal purposes, but it is recommended to consult with legal counsel for specific advice.

Can I request a customized Maine Certificate of Existence with additional information?

The Maine Secretary of State typically issues standard Maine Certificates of Existence with specific information and may not offer customization options.

Can I request a Maine Certificate of Existence for a business entity that is no longer active?

You may be able to request a Maine Certificate of Existence for a business entity that is no longer active to prove its previous registration status.

Can I request a Maine Certificate of Existence for a sole proprietorship?

A Maine Certificate of Existence is usually requested for registered business entities, so it may not be applicable for a sole proprietorship.

Can I use a Maine Certificate of Existence to open a bank account?

Some banks may accept a Maine Certificate of Existence as proof of registration when opening a business account, but it is best to confirm with the bank.

Can I request a historic or archived Maine Certificate of Existence?

You may be able to request a historic or archived Maine Certificate of Existence for research or historical purposes through the Maine Secretary of State office.

Can I request a Maine Certificate of Existence for a partnership?

Yes, you can request a Maine Certificate of Existence for a partnership that is registered with the State of Maine.

Can I request a Maine Certificate of Existence for a business entity that has changed its name?

A Maine Certificate of Existence typically reflects the current name of a business entity, so you may need to update the registration before requesting a new certificate.

Can I request a Maine Certificate of Existence for a limited liability company (LLC)?

Yes, you can request a Maine Certificate of Existence for an LLC that is registered with the State of Maine.

Can I request a Maine Certificate of Existence for a corporation?

Yes, you can request a Maine Certificate of Existence for a corporation that is registered with the State of Maine.

In Conclusion

The Certificate of Existence is a vital document for any business entity in Maine, as it enables you to expand your operations throughout the United States. It’s essential to provide accurate and truthful information in this document. If you plan to establish the same business in another state, obtaining a Certificate of Existence is necessary.

While forming a Limited Liability Company (LLC) or a Corporation in Maine, it is necessary to have some documents filed with the State authority. The Certificate of Existence is one of them. In some cases, if the business gets shut down or dissolved due to administrative reasons, this document helps the owners retrieve their business in the future. In this article, we shared DIY ways to get the document, but you can always hire a professional to get that for you.