California Business Records Search
Go beyond a basic lookup. Learn how to access California business records – entity details, filed documents, Statements of Information, and certified copies.
- Free to use
- Official databases linked
- Not a government agency
The free business search shows a summary of each entity, but California keeps much more on file. Every corporation and LLC must file a Statement of Information listing its officers, managers, and addresses — and these filings are public. If you need filed documents, certified copies for a bank or court, or the full filing history of a business, this guide shows you where each type of record lives and how to get it.
What Are California Business Records?
When a business registers with the California Secretary of State, it creates a public record that grows with every filing. These records are maintained by the Business Entities division and are open to the public.
A business record can include:
- Entity summary – name, entity number, type, status, and registration date
- Formation documents – Articles of Organization (LLC) or Articles of Incorporation (corporation)
- Statements of Information – periodic filings with addresses, officers, managers, and the agent
- Amendments and conversions – changes to the entity’s name or structure
- Dissolution or cancellation filings – documents showing how an entity wound down
How to Access Business Records
- Find the entity. Search by name or entity number on bizfile Online.
- Open the record. The free summary shows status, dates, addresses, and agent information.
- View filed documents. Statements of Information and many filings can be viewed from the entity record.
- Order copies if needed. Certified or plain copies of filed documents can be ordered through bizfile Online for a fee.
Free vs. Paid Record Access
| What you get | Cost |
|---|---|
| Entity search and summary view | Free |
| Viewing Statements of Information online | Free |
| Plain copies of filed documents | Small per-page fee |
| Certified copies of filed documents | Fee per document |
| Certificate of status (good standing) | Fee per certificate |
When do you need certified copies? Banks, investors, courts, and licensing boards often require certified copies or a certificate of status for due diligence, account opening, or litigation.
Reading a Business Record Correctly
- Status first. An active status means the entity is current with its filings and taxes. Suspended or forfeited status signals missed obligations – see our Business Status Search guide.
- Match the entity number. Names can be similar; entity numbers are unique. Always confirm the number when records matter legally.
- Check the latest Statement of Information. It carries the most current addresses, officers, and agent details on file.
- Note the jurisdiction. Foreign entities (formed in another state) show their home state in the record.
Related California Business Searches
Business Status Search
Verify the entity is active before you order documents or rely on its records.
Registered Agent Search
Find who receives legal papers for a business — listed on its Statement of Information.
California Secretary of State
Office locations, fees, and contact details for ordering certified copies.
What Business Records Are Public in California?
California keeps a wide range of business documents on file, and most of them are public. When you search a business entity, you see a summary. But the Secretary of State holds much more, including every document the business has filed since it was formed. Here is what is available:
- Formation documents. The Articles of Incorporation (for corporations) or Articles of Organization (for LLCs) that created the entity.
- Statements of Information. Periodic filings that list officers, directors, managers, and addresses.
- Amendments. Any changes the business filed to its formation documents.
- Dissolution or cancellation documents. Filings that wound up the entity.
- Registered agent filings. Documents related to the agent for service of process.
How to Access Filed Documents
The free business search shows a summary of each entity. To see the actual filed documents, you have a few options:
- View the entity record online. The free search shows the summary and, for many entities, links to recent Statements of Information.
- Order copies through bizfile Online. You can order image copies of filed documents for a fee.
- Order certified copies. For legal or financial matters, a certified copy carries official weight. These cost more than plain copies.
- Request a certificate of status. This official document confirms the entity’s current standing and is often required by banks, courts, and government agencies.
Plain vs. certified copies: a plain copy is a reproduction of the filed document. A certified copy includes an official seal and attestation from the Secretary of State. Use a certified copy when a bank, court, or government agency requires official proof.
Statements of Information: The Most Useful Record
Of all the records on file, the Statement of Information is usually the most useful for research. It is filed periodically and lists the people behind the business. Here is what it shows:
| Entity type | Filing form | Frequency | What it lists |
|---|---|---|---|
| Corporation | SI-550 | Every year | Directors, officers, agent, addresses |
| LLC | LLC-12 | Every 2 years | Managers/members, agent, addresses |
| Limited partnership | LP-3 | Every 2 years | General partners, agent, addresses |
Because the Statement of Information is public, you can use it to learn who actually runs a business. If a business has not filed a recent Statement, that is often a red flag — and it is also the most common reason an entity gets suspended.
How to Order Certified Copies
If you need an official certified copy, here is the process:
- Find the entity. Search the business by name or entity number to confirm it exists and get its entity number.
- Go to bizfile Online. Use the official Secretary of State portal to order documents.
- Select the document type. Choose whether you want a plain copy, certified copy, or certificate of status.
- Pay the fee. Fees vary by document type. Certified copies and certificates of status cost more than plain copies.
- Receive the document. Documents can be delivered electronically or by mail depending on the type.
Check the entity’s status first. Before you order documents, confirm the entity is active. If it is suspended or dissolved, the documents may still be available but the entity cannot legally operate. See our Business Status Search guide.
Understanding Filing Histories
Every business entity has a filing history — a chronological list of every document it has filed with the Secretary of State. Reviewing the filing history gives you a timeline of the business’s life and can reveal important details:
- Formation date. When the entity was created or qualified in California.
- Statements of Information. Periodic filings that show changes in officers, managers, and addresses over time.
- Amendments. Changes to the entity’s structure, name, or purpose.
- Mergers and conversions. If the entity merged into another or converted to a different type.
- Dissolution or cancellation. If the entity was wound up.
A business with a long, consistent filing history is more likely to be well-maintained than one with gaps or missing filings. Gaps in the filing history can signal periods of suspension or neglect.
What Certified Copies Are Used For
Certified copies are official reproductions of filed documents, stamped and attested by the Secretary of State. They are commonly required for:
- Banking. Opening a business bank account often requires certified copies of formation documents.
- Real estate transactions. Buying or selling property as an entity may require certified documents.
- Court proceedings. Filing or defending a lawsuit may require certified copies.
- Government contracts. Bidding on government work often requires proof of good standing.
- Foreign qualification. Registering to do business in another state usually requires a certified certificate of status.
Plan ahead: certified copies take time to process and deliver. If you need one for a closing, court date, or contract deadline, order it well in advance.
Records Retention: How Long Does California Keep Business Records?
The Secretary of State keeps business records for as long as an entity exists and for a period after it dissolves. Here is what to expect:
- Active entities. All filed documents remain available in the active database.
- Dissolved entities. Records generally remain accessible for research and document orders for a number of years after dissolution.
- Archived records. Very old records may be transferred to the California State Archives. If you need records for a long-dissolved entity, you may need to contact the archives directly.
If you are doing historical research — for example, tracing the history of a property owned by a defunct corporation — the State Archives can be a valuable resource for records that are no longer in the active system.
Electronic vs. Paper Copies
When you order copies of filed documents, you can usually choose between electronic and paper delivery:
| Delivery type | Best for | Typical turnaround |
|---|---|---|
| Electronic copy | Quick reference, internal use | Faster, often same day or next day |
| Paper copy by mail | Physical records, some court filings | Several business days plus mail time |
| Certified copy | Banks, courts, government agencies | Varies; expedited options available |
For most research purposes, an electronic copy is sufficient and fastest. Reserve certified copies for situations where an official attestation is required.
Using Records for Due Diligence
Business records are a core tool for due diligence. Here is a practical checklist for evaluating a business through its public records:
- Confirm the entity exists and is active. Check the status field first.
- Review the formation date. Longer operating history generally signals stability.
- Check the filing history. Consistent, recent filings show the entity is maintained. Gaps can signal problems.
- Review the Statement of Information. See who the officers, directors, or managers are, and confirm the agent for service of process.
- Verify addresses. Compare the addresses on file with what the business has told you.
- Order a certificate of status if needed. For significant transactions, get official proof of good standing.
Document everything: if you rely on business records for a transaction, save copies of what you reviewed and when. This creates a paper trail showing you performed reasonable due diligence.
Frequently Asked Questions
Are California business records public?
Yes. Entity records and most filed documents maintained by the Secretary of State are public and can be searched online for free.
Can I see who owns a business?
Partially. Statements of Information list officers (corporations) or managers/managing members (LLCs). Full ownership details are not always in the public record.
How do I get a certified copy?
Order it through bizfile Online from the entity’s record page. Certified copies carry a fee and are stamped by the Secretary of State.
What is a certificate of status?
It is an official letter from the Secretary of State confirming an entity’s current status – often requested by banks and partners as proof of good standing.
Are all business records public?
Most formation and compliance documents are public. However, some information may be restricted, such as certain personal details in specific filings. The general rule is that documents filed with the Secretary of State are public record.
How much do certified copies cost?
Fees vary by document type. A plain copy costs less than a certified copy. A certificate of status has its own fee. Always check the current fee schedule on the Secretary of State’s website before ordering.
Access California business records
Search the official Secretary of State database – free for summaries.
CaliforniaCompanySearch.us is an independent website and is not affiliated with the California Secretary of State or any government agency.