Public records and private papers
Formation papers and good standing certificates are public records. They are issued by a state office and carry an official signature, so they usually go straight to the apostille office once you have the right certified copy.
Resolutions, powers of attorney, signed statements and contracts are private. They are signed by people in the company, notarized by a notary, and then apostilled.
Getting certified copies of formation papers
A plain photocopy of your certificate of formation is not enough. Ask the state office that holds the record for a certified copy and say it is for use abroad. Check what the receiving office wants to see, since some need the full file and others need only the certificate.
A certificate of good standing shows the company's status on the date it was issued. Receiving offices often want a recent one, so order it close to the date you plan to send.
Board resolutions and signed statements
A resolution authorizing someone to sign abroad is usually signed by an officer or manager and then notarized. The notary confirms who signed and records the capacity the person claims, such as officer or member. The notary cannot decide whether that person has the authority.
Make sure the signer's title is stated clearly and that the signer is the person the company records show. Mismatches slow the process.
Who can sign and who can witness
The person who signs for the company must appear in front of the notary with valid photo ID. A notary who is also named as a party or who has a direct interest in the matter should not notarize it. If the document requires witnesses, ask the receiving office what they need.
Corporate stamps are fine as extras, but they do not replace the notary's certificate.
Timing and who handles it
Business apostilles are rarely a single step. Certified copies come from one office, signed papers from your own people and notaries, and the final request goes to the apostille office. Build a short timeline backward from the date the foreign office needs the documents.
Name one person inside the company to track every piece. Missing a single page, such as a signature page left in another city, can hold up the whole set.
Translations and the receiving country
Ask whether the documents must be translated and by whom. The order matters: some countries want the apostille on the original and a separate translation, others want the translation first. A country outside the Hague Apostille Convention will want a longer chain of authentication.
MCC Solutions can notarize resolutions and statements and prepare the New Jersey apostille request. For records issued by another state, the request goes to that state.
Common questions
Can a New Jersey notary notarize for a company in another state?
A notary can notarize a signature made in New Jersey. Whether the receiving country accepts it is a separate question for the receiving office.
Does a good standing certificate expire?
It reflects one date only. The receiving office decides how old is too old, so ask for its limit.
Do contracts need an apostille?
Only if the receiving country or party asks for it. Many contracts need nothing beyond signatures, so check the requirement first.
More notary guides
- Corporate Resolutions and Secretary's Certificates
- How to Get an Apostille in NJ: Birth Certificates, POAs & Steps
- Release of Liability and Settlement Documents
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.