DocumentsCertificate of Incumbency | Free Template
Certificate of Incumbency | Free Template
Do you need to create a Certificate of Incumbency? Draft one using our free, customizable template.
A Certificate of Incumbency is a legal document used to verify the current officers and directors of your corporation. This certificate serves as an official statement, confirming which individuals hold key positions with the authority to act on its behalf.
- Outlines the authorized representatives of the corporation.
- May be required by financial institutions, regulatory bodies, or other entities for various business transactions.
Certificate of Incumbency
To simplify the process of creating your Certificate of Incumbency, NotaryPro offers an easy-to-use template. You can avoid the hassle of making an appointment with a notary public and spend less time drafting a document.
What is a Certificate of Incumbency?
A Certificate of Incumbency is a legal document that confirms the authority and status of individuals holding key positions within a company. It is also sometimes known as an Incumbency Certificate or Officer Certificate. This certificate confirms the names and signatures of individuals who have signing authority on behalf of a corporation.
What is the Purpose of a Certificate of Incumbency?
This document proves that an individual is authorized to complete important processes on behalf of their organization. The business must issue this certificate to a third party — including but not limited to stakeholders, financial institutions, and government bodies. It helps third parties verify an individual’s authority to represent a company when facilitating various processes and transactions.
A Certificate of Incumbency serves multiple purposes, including:
- Preserving corporate governance: It verifies the authority of individuals within a company, facilitating transparency and accountability.
- Authorizing Legal Transactions: It helps to complete corporate transactions like mergers, acquisitions, or financing arrangements.
- Validating Banking and Financial Processes: It facilitates loan approvals, the opening of corporate accounts, and more.
- Supporting International Transactions: It confirms a person’s authority to sign off on international transactions.
Who Can Issue a Certificate of Incumbency?
A Certificate of Incumbency should be issued by a decision-maker officially authorized to represent the company. The people named in this document are typically corporate officers holding significant authority within a company. These individuals can be the president, CEO, managing director, secretary, treasurer, and other upper-level leaders.
Details to Include in Your Certificate of Incumbency
A Certificate of Incumbency contains information about an organization’s incumbent individuals, including its officers, directors, and other leaders. Include each authorized person’s name and position within your company.
Here are some specific details you’ll want to include in your Certificate of Incumbency:
- Business Name: Include your organization’s legal name.
- Authorized Individual Details: Include the names, titles, and signatures of all authorized individuals.
- The Date: Include the date you are signing your certificate.
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The Location: Note the city where the signing took place.
Having Your Certificate Commissioned
Having your Certificate of Incumbency commissioned by an authorized individual, like a notary public, provides an extra layer of protection and confirms its authenticity. What’s more, some recipient organizations require you to submit a commissioned Certificate. Commissioning involves swearing or affirming that the contents of your document are true before an authorized official.
You can have your Certificate of Incumbency commissioned in 7 minutes by meeting with a Notary Public online with NotaryPro.
Frequently Asked Questions
Who can request a Certificate of Incumbency?
Various parties, including banks, financial institutions, business partners, and government agencies, might request one.
They might do this to verify a company’s current officers, directors, and shareholders for legal and financial purposes.
Can a Certificate of Incumbency be issued by anyone within the company?
Generally, a Certificate of Incumbency should be issued by someone with the authority to officially represent the company.
This person can be a registered agent, corporate secretary, or authorized officer. Issuing the certificate without proper authorization could lead to legal and reputational consequences.
Is a Certificate of Incumbency required for all types of businesses?
While a Certificate of Incumbency is commonly associated with corporations, it can also be relevant for other business structures, like partnerships.
Is NotaryPro’s online drafting & notary service legally recognized?
Yes, NotaryPro’s documents are legally recognized.
NotaryPro’s documents have been accepted by many institutions and authorities, including the Government of Canada and Service Ontario.
Is NotaryPro’s online drafting & notary service secure?
Yes, NotaryPro uses the latest encryption technology.
Your personal information and documents are subject to the highest level of digital security, and we ensure that your documents are notarized in compliance with all applicable Canadian laws and regulations.
How much does it cost?
It’s free to create your document, although we do offer online notarization for a small fee.
That’s right! Creating your document comes at no cost to you, but if you would like to notarize it at the same time, we’re happy to help. Please find our detailed prices here.