GUIDE · UPDATED NOVEMBER 2026
Corporate Documents Going Abroad: A Checklist for Paralegals and In-House Teams
Opening a foreign subsidiary, registering a product, signing with a distributor or appointing a local representative usually means authenticating a packet of corporate documents. Here's a checklist we use with legal and regulatory teams to get each one right.
Before you start: four questions
- Which country, and which office? A foreign registry, ministry, bank or court may each want something different.
- Hague or not? Apostille for member countries; authentication and embassy legalization for others. See Apostille vs. Legalization.
- Where is each document from? State documents are authenticated by the state that issued them; federal documents by the U.S. Department of State.
- Recency, translation and deadlines. Many offices want documents issued within a few months, and some want translations legalized too.
Checklist by document type
| Document | Comes from | Authenticated by | Watch for |
|---|---|---|---|
| Certificate of Good Standing | State of incorporation | That state | Order close to filing; many recipients want it recent |
| Articles or Certificate of Organization or Incorporation | State of incorporation | That state | Certified copy, not a printout |
| Board resolutions and consents | Your company | The state where the officer's signature is notarized | Usually with a notarized secretary's or officer's certificate |
| Corporate power of attorney | Your company | The state where it is notarized | Specific powers and foreign-language wording |
| Officer or incumbency certificate | Your company | The state where it is notarized | Names must match passports and registry records |
| IRS Form 6166 | IRS | U.S. Department of State | Federal route, longer timing |
| FDA Certificate to Foreign Government | FDA | U.S. Department of State | Federal route; some countries add legalization |
| Free sale or export certificates | Varies | Depends on the issuer | Some go through a chamber of commerce |
Delaware and other out-of-state companies
Many Massachusetts-based companies are incorporated in Delaware. Their good standing certificates and certified charter documents are authenticated by Delaware, not Massachusetts. Documents your officers sign and notarize in Massachusetts, such as resolutions, certificates and powers of attorney, are authenticated by Massachusetts. A single packet can easily need two states plus the federal government. We coordinate all of them. See Corporate Documents.
Getting signatures right
- Officers sign in front of a notary, with valid photo ID. We come to your office, often the same day.
- Signature blocks should show the signer's name and title exactly as they appear in company records.
- If the document is in another language, include an English version or translation so the signer knows what they're signing.
- Don't sign in advance. The notary must witness the signature or take the signer's acknowledgment.
Recency and timing
Order state certificates close to the filing date, because many foreign offices only accept recently issued certificates. Notarize officer documents in the same window. Federal documents, like Form 6166 and FDA certificates, take longer, so start them first. For non-Hague countries, allow several weeks for legalization. See How Long It Takes.
Translation and legalization
Some countries want translations by a sworn translator in their country; others accept a certified U.S. translation, sometimes legalized by the embassy as well. Ask the foreign counsel or registry before translating, and make sure the translation covers the apostille or legalization stamps if required.
How we work with legal and regulatory teams
- One point of contact for the whole packet
- On-site notarization for officers, including several signers in one visit
- Massachusetts apostilles filed in person, typically in 1–2 business days
- Delaware and other state apostilles coordinated for you
- Federal apostilles and embassy legalization through our DC Satellite Office
- Recurring accounts with consolidated invoicing
See Businesses, Life Sciences and Attorneys.
This guide is general information, not legal advice. Requirements change, and the office receiving your document always has the final word. Boston Mobile Notary & Apostille Service is a notary and apostille service, not a law firm. We can't give legal advice or explain the legal effect of a document.
Related services and guides
Corporate Documents
Apostilles for company documents.
Certificates of Good Standing
Ordered and authenticated.
Life Sciences
FDA and corporate apostilles.
Attorneys
Support for law firms.
A note for paralegals new to authentication
Delaware company?
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Frequently asked questions
Can you notarize several officers in one visit?
Yes. We come to your office and notarize everyone in one appointment, or separately if schedules don't line up.
Our company is a Delaware corporation. Can you still help?
Yes. Delaware documents are authenticated by Delaware, and documents your officers sign here are authenticated by Massachusetts. We coordinate both.
How recent does a good standing certificate need to be?
It depends on the recipient. Many want one issued within the last few months, so we order it close to your filing date.
Do you handle FDA certificates?
Yes. FDA certificates are apostilled or authenticated by the U.S. Department of State, and our DC Satellite Office hand-carries them.
Can you set up a recurring account?
Yes, with one point of contact and consolidated invoicing.
Preparing a corporate packet for abroad?
Send us the list, and we'll map out every document.