To get a copy of your NJ Certificate of Authority, use the route that matches the document you actually need. For the corporate Certificate of Authority that lets a foreign corporation transact business in New Jersey, order a copy through the Division of Revenue and Enterprise Services (DORES) Business Records Service portal. For the Sales Tax Certificate of Authority (Form CA-1) that authorizes you to collect sales tax, contact the Division of Taxation directly. Two different agencies, two different processes.
Figure Out Which Certificate You Need
The corporate Certificate of Authority is filed with and maintained by DORES. It’s the document that allows an out-of-state corporation to legally do business in New Jersey, and no foreign corporation can operate in the state without one.1Justia. New Jersey Code 14A:13-3 – Admission of Foreign Corporation
The Sales Tax Certificate of Authority, Form CA-1, is a separate document. The Division of Taxation issues it to businesses authorized to collect New Jersey sales tax and accept exemption certificates.2New Jersey Division of Taxation. About New Jersey Taxes: Out-of-State Sales and New Jersey Sales Tax If a supplier or customer wants proof of your sales tax authority, this is what they mean.
Searching the DORES Business Records portal will never turn up a CA-1, and calling the Division of Taxation won’t get you a corporate certificate. Confirm which one you need before you start.
What to Have Ready Before You Request a Copy
For a corporate certificate copy through DORES, you’ll need the 10-digit Business Entity ID assigned to your corporation, LLC, or limited partnership. This is not your Federal EIN. On state systems, the FEIN is entered as a 12-digit number: your 9-digit FEIN followed by a 3-digit suffix or three zeros.3N.J. Department of Treasury – Division of Revenue. Division of Revenue, On-Line Inquiry Use the right one for the system you’re accessing.
Lost your Business Entity ID? Check your original formation or registration documents, prior annual report filings, or your NJ-CBT-100 corporate tax return. For a lost federal EIN, the IRS suggests looking at the original EIN notice, contacting your bank, checking with state licensing agencies, or reviewing past business tax returns, and calling 800-829-4933 during weekday business hours if none of that works.4Internal Revenue Service – IRS.gov. Employer Identification Number
Your legal name has to match the filing exactly, punctuation and suffixes included. A missing comma or a dropped “LLC” can keep the system from finding your record.
Order the Corporate Copy Online Through DORES
The fastest path is the DORES Business Records Service portal. Search for your entity, pull up its filing history, select the certificate you need, add it to the cart, and check out. The portal accepts credit cards and electronic checks and is available around the clock.5State of New Jersey. Division of Revenue and Enterprise Services: Business Records Service
All orders through this service are delivered electronically. After payment, a confirmation page gives you a download link for your documents in PDF form. Nothing gets mailed to you.6Business Records Online Service. DORES Site
Plain Copy or Certified Copy?
Plain copies cost $0.10 per page. A certified copy bearing the state seal adds $25.00 per document for corporations, non-profits, and limited partnerships, or $50.00 per document for LLCs. Expedited processing adds another $15.00 per transaction for corporations, non-profits, and LPs, or $25.00 per filing for LLCs and LLPs.7State of NJ – NJ Treasury – DORES. Copies of Business Entity Documents Including Copies of Annual Reports
Banks and government agencies almost always require a certified copy. If the document is going overseas, you may need a physical certified copy with an embossed seal rather than the electronic PDF, which means using the mail or in-person process instead.
Requesting a Copy by Mail or in Person
If you can’t use the portal or you need a physical document, send a written request to DORES. Include your Business Entity ID, the exact legal name of the entity, the specific document you need, and payment by check or money order payable to the State of New Jersey.
- Regular mail: NJ Division of Revenue and Enterprise Services, Records Unit, PO Box 450, Trenton, NJ 08646
- In person or courier: NJ Division of Revenue and Enterprise Services, Records Unit, 33 West State Street, 5th Floor, Trenton, NJ 08608
Mail requests take longer than online delivery. If you’re on a deadline, either walk in to the West State Street office or use the online portal.
Replacing a Sales Tax Certificate of Authority (Form CA-1)
Form CA-1 sits with the Division of Taxation, not DORES. To request a replacement or verify your sales tax registration status, call the business tax line at 609-943-5000, available weekdays from 8:00 a.m. to 4:00 p.m.8NJ Division of Taxation. NJ Division of Taxation – Telephone Assistance You can also manage your sales tax account through the Division of Taxation’s online services. Have your NJ tax ID number ready.
Watch for a common mix-up. A CA-1 proves you’re registered to collect sales tax. A Letter of Good Standing from the Division of Taxation confirms your tax accounts are current. Vendors and government offices sometimes ask for one when they mean the other. Confirm the exact document before you start chasing it.
Certificate of Authority Is Not Certificate of Good Standing
These get confused constantly. A Certificate of Authority proves a foreign corporation completed New Jersey’s registration process and is authorized to transact business here.1Justia. New Jersey Code 14A:13-3 – Admission of Foreign Corporation A Certificate of Good Standing (also called a Certificate of Standing or Certificate of Existence) confirms the entity is currently compliant with state filing requirements, including annual reports and taxes.
When a bank, landlord, or contracting officer asks for “the certificate,” ask them which one. Ordering the wrong document costs another round of fees and time.
Check Your Entity Status First
Before ordering a copy, look up your entity’s status on the Business Records Service. If a business fails to file its annual report for two consecutive years, New Jersey can void its charter or revoke its authority to do business in the state.9State of NJ – NJ Treasury. Reinstate a Revoked or Voided Business If the status shows “revoked” or “voided,” a copy of the original certificate won’t fix the problem, because the underlying authorization is no longer valid. You’d need to go through DORES reinstatement, bringing overdue annual reports current and paying back fees, before the state will restore your authority.
For an active entity, the copy request is straightforward. Log in, pay, download. Keep a certified PDF on file for the next time a bank or landlord asks.