Certificate of Incumbency Apostille
A Certificate of Incumbency names a company's current officers and shows their specimen signatures. It answers the question every foreign bank asks: who can sign for you?
What this document is
U.S. states generally do not issue this document. The corporate secretary prepares and signs it, and notarization of that signature opens the way to an apostille.
Where it is used
Banks in Spain and Portugal use it to verify signatories during account opening. Foreign counterparties ask for it before accepting a contract signed by a U.S. officer.
How to prepare it
- List each officer's full name, title and signature.
- Have the secretary sign in front of the notary.
- Date it close to the transaction.
Check this first
The secretary should not be the only officer named without a second person confirming the secretary's own signature. Many banks expect that cross-confirmation.
How the apostille is obtained
- We review the document and check whether a notarized copy meets the request.
- A Maryland notary performs the notarization.
- The Circuit Court clerk certifies the notary where required, and the Maryland Secretary of State issues the apostille.
- We scan the apostilled document and email you a high-resolution PDF.
A common question
How long is a Certificate of Incumbency valid?
It has no fixed legal expiry, but foreign banks often want one dated within the last few months.