How to Get a Certificate of Good Standing (and When You Need One)

A Certificate of Good Standing (CoGS) is one of the most commonly requested (and most misunderstood) business documents. Despite its routine nature, obtaining and maintaining a valid certificate can get complicated, especially for companies operating in more than one state.

If your business is applying for a license, registering a fictitious name, or expanding into new jurisdictions, you’ll likely be asked to provide a CoGS. If you’ve never had to retrieve this kind of document before, don’t worry. This article explains what a CoGS is, when and why you might need one, and how a trusted document retrieval service like RASi helps businesses stay ready.

What Is a Certificate of Good Standing?

A Certificate of Good Standing confirms your business is properly registered with the state and has met all ongoing compliance requirements. It confirms you’ve filed the proper reports, paid necessary fees, and haven’t missed deadlines or fallen out of status. Depending on the state, it may also be called a Certificate of Status, Certificate of Fact, or Certificate of Existence.

In most jurisdictions, the Secretary of State issues these certificates, though other agencies may issue them for specific business types. They’re usually valid for 30 to 90 days.

Understanding the difference between entity formation and long-term compliance is key for new or expanding businesses. Formation is the starting point, but good standing proves you’ve stayed compliant after formation. RASi also offers company incorporation services to help launch your business.

Here’s what you need to know about getting a Certificate of Good Standing:

Proves the entity is active, registered, and in compliance with the issuing state
Valid for a limited time, often 30–90 days from issuance
Required by banks, regulators, and licensing bodies
Names and issuing agencies vary by state
Typically issued only if annual filings and fees are up to date

Why a Certificate of Good Standing Matters

Even if you don’t need one today, you’ll likely need one soon. Many business milestones and transactions require a CoGS, especially those involving state authorities or third-party institutions.

You may need a CoGS if you’re:

Expanding into another state (foreign qualification)
Applying for business or professional licenses
Registering for government contracts
Opening or updating a business bank account
Securing financing, loans, or lines of credit

What Makes Retrieval Difficult Across States

There’s no single rulebook for how states handle Certificates of Good Standing. Terminology, fees, access methods, and turnaround times vary, and some states still rely on paper-based systems or require in-person requests.

While each state administers its own rules, the National Association of Secretaries of State (NASS) coordinates the exchange of information and helps shape national best practices. For the structure of state-level business compliance, NASS is a reputable, nonpartisan resource that businesses and practitioners can consult for macro-level insights and links to official state contacts.

Keep in mind these differences across states:

Fee ranges vary by state (e.g., $5 in California vs. $50 in Delaware).
Some states allow real-time online requests while others require paper forms.
Delays can occur due to manual processing or mail turnaround.
Entities may need different documents depending on their legal structure.
Unclear formatting or expired documents can result in application rejection.

How RASi Streamlines Certificate Retrieval

RASi helps businesses retrieve official Certificates of Good Standing in all 50 states. Instead of chasing down state-specific forms and deadlines, clients can rely on a single partner to manage the full process—from request to delivery—on time and without errors.

Better still, certificate retrieval is integrated into broader compliance workflows. If your certificate request is blocked because your business annual report is overdue, RASi can flag that issue and support remediation. This integrated approach prevents gaps and reduces the risk of noncompliance.

RASi can help with:

A centralized platform that handles bulk or recurring certificate orders
Tracking and alerts keep teams ahead of expiration windows
Supporting related filings if needed to bring an entity back into good standing
Reducing risk of human error and missed documentation requirements
Saving internal legal or compliance teams hours of administrative work

When Good Standing Isn’t Optional

Good standing isn’t just a box to check. Without it, your business may lose access to credit, licenses, or even its legal existence. This is especially true when registering a fictitious business name or doing business under an alternate name in new jurisdictions.

Securing a CoGS can also reveal compliance gaps that need to be resolved before the certificate can be issued. In many cases, businesses don’t realize they’ve fallen out of status until they try to request one.

Missed filings can lead to administrative dissolution or penalties.
Invalid or outdated certificates may delay licensing or financing.
Contracting opportunities may be lost if good standing cannot be proven.
Legal actions may be limited or challenged without proper documentation.
Certificate requests often uncover unresolved issues like missed taxes or fees.

Keep Your Business in Good Standing Without the Guesswork

Staying in good standing is not a one-time action. It’s an ongoing part of responsible business compliance. By outsourcing retrieval and tracking to a dedicated partner like RASi, companies reduce risk, free up internal resources, and maintain compliance at every stage of growth.

Whether you’re entering a new market, applying for a license, or responding to a request from a lender, you’ll need fast, accurate access to your documentation. RASi helps you meet that need on time, across all jurisdictions, and without the administrative burden.