Do I need to notarize the articles?

Notarization requirements vary by state and by form. Some jurisdictions accept an unsigned filing or require only an authorized signature while others require notary acknowledgement or witness signatures. Check the secretary of state instructions for the specific form because execution errors are a common cause of rejection.

Can the form be signed electronically?

Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, but exceptions and state execution rules can apply. Verify whether the jurisdiction accepts e-signed articles or requires wet-ink signatures, notarying, or in-person execution.

Who is authorized to sign the articles?

An authorized officer, manager, or other agent specified in the entity's governing documents should sign. Confirm internal authorization (board resolution or member consent) and the state's requirement for signatory authority before filing to avoid challenges to the conversion.

What supporting documents are typically required?

Common attachments include the plan of conversion, authorizing resolutions, amended articles, and any statutory exhibits. Some states require proof of internal approval or a statement of effect on creditors; check the specific filing checklist before submission.

How long does state processing take?

Processing times vary by state and can range from same-day expedited review to several weeks for standard processing. Expedited services may be available for an additional fee; consult the state filing office for current timelines.

Can I correct errors after filing?

Corrections typically require an amendment, re-filing, or submitting a cover letter explaining the clerical error depending on the state. Promptly contact the filing office and, if necessary, file the statutorily required correction instrument to minimize compliance risk.

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Articles of Entity Conversion State Form

Articles of Entity Conversion State Form

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Articles of Incorporation & Filer Contact Cover Letter

DOMESTIC BUSINESS CORPORATION

STATE OF MAINE

ARTICLES OF INCORPORATION

Filing Fee $145.00

Deputy Secretary of State

A True Copy When Attested By Signature

Deputy Secretary of State

Pursuant to 13-C MRSA §202, the undersigned executes and delivers the following Articles of Incorporation:

FIRST: The name of the corporation is

SECOND: ("X" only if applicable)

This is a professional corporation**formed pursuant to 13 MRSA Chapter 22-A to provide the following professional services:

THIRD: The Clerk is a: (select either a Commercial or Noncommercial Clerk – Person must be a Maine resident)

Commercial Clerk CRA Public Number:

Noncommercial Clerk

FOURTH: Pursuant to 5 MRSA §108.3, the clerk as listed above has consented to serve as the clerk for this corporation.

FIFTH: ("X" one box only)

There shall be only one class of shares. The number of authorized shares is
(Optional) Name of class:

There shall be two or more classes or series of shares. The information required by 13-C MRSA §601 concerning each such class and series is set forth in Exhibit attached hereto and made a part hereof.

Form No. MBCA-6 (1 of 2)

SIXTH: ("X" one box only)

The corporation will have a board of directors.

There will be no directors; the business of the Corporation will be managed by shareholders. (13-C MRSA §743)

SEVENTH: (For corporations with directors, each of the following provisions is optional – "X" only if applicable)

The number of directors is limited as follows: not fewer than nor more than directors. (13-C MRSA §803)

To the fullest extent permitted by 13-C MRSA §202.2.D, a director shall have no liability to the Corporation or its shareholders for money damages for an action taken or a failure to take an action as a director.

Except as otherwise specified by contract or in its bylaws, the Corporation shall in all cases provide indemnification (including advances of expenses) to its directors and officers to the fullest extent permitted by law. (13-C MRSA §§202, 857 and 859)

EIGHTH: ("X" only if applicable)

The Corporation elects to have preemptive rights as defined in 13-C MRSA §641.

NINTH: ("X" only if applicable)

Additional provisions of these Articles of Incorporation are set forth in Exhibit attached hereto and made a part hereof. (13-C MRSA §202)

TENTH: Name and address of each Incorporator is set forth below or on Exhibit attached hereto.

Dated

*By

**The professional corporation name must contain one of the following: "chartered,” “professional corporation,” “professional association” or “service corporation" or the abbreviation “P.C.,” “P.A.” or “S.C.". Examples of professional service corporations are accountants, attorneys, chiropractors, dentists, registered nurses and veterinarians. (This is not an inclusive list – see 13 MRSA §723.7.)

*These articles must be dated and executed pursuant to 13-C MRSA §121.5. By the chair of the board of directors; by an officer; by an incorporator; by a fiduciary; or by the clerk of the corporation.

Please remit your payment made payable to the Maine Secretary of State.

Submit completed form to:

Secretary of State

Division of Corporations, UCC and Commissions

101 State House Station, Augusta, ME 04333-0101

Telephone Inquiries: (207) 624-7752 Email Inquiries: CEC.Corporations@Maine.gov

Form No. MBCA-6 (2 of 2) Rev. 12/11/2017

Filer Contact Cover Letter

To: Department of the Secretary of State

Division of Corporations, UCC and Commissions

101 State House Station

Augusta, ME 04333-0101

Tel. (207) 624-7752

Name of Entity (s):

List type of filing(s) enclosed (i.e. Articles of Incorporation, Articles of Merger, Articles of Amendment, Certificate of Correction, etc.) Attach additional pages as needed.

Special handling request(s): (check all that apply)

Hold for pick up

Expedited filing - 24 hour service ($50 additional filing fee per entity, per service)

Expedited filing - Immediate service ($100 additional filing fee per entity, per service)

Total filing fee(s) enclosed: $

Contact Information – questions regarding the above filing(s), please call or email: (failure to provide a contact name and telephone number or email address will result in the return of the erroneous filing (s) by the Secretary of State's office)

The enclosed filing(s) and fee(s) are submitted for filing. Please return the attested copy to the following address:

What the Articles of Entity Conversion State Form Is

The Articles of Entity Conversion State Form is a state filing used to record the legal change of one business entity type into another, for example converting an LLC into a corporation or the reverse. The form identifies the converting entity, the converted entity, statutory citations, effective date, and required exhibits so the secretary of state can update public formation records. Properly executed articles create the official public record of conversion and typically trigger updates to tax registrations, licenses, and corporate governance documents; state requirements and execution rules vary by jurisdiction.

Why Accurate Conversion Articles Matter

Filing Articles of Entity Conversion formalizes a legal change in entity type, aligns recorded corporate information with operational reality, and helps avoid penalties and administrative friction under state law.

Who Prepares and Submits Conversion Articles

Entities and authorized agents such as officers, registered agents, and attorneys prepare these filings to change legal form or update state records.

Company officers and board members overseeing conversion decisions and resolutions.
Registered agents who file paperwork with the state and accept service.
Corporate counsel and tax advisors ensuring statutory compliance and tax treatment.

Sequential Steps to Prepare and File Conversion Articles

Follow these sequential steps to prepare, approve, and file Articles of Entity Conversion with the state.

01

Board Resolution: Adopt a conversion resolution per governing documents.
02

Prepare Draft: Complete form fields and attach required exhibits.
03

Obtain Approvals: Get member or shareholder votes and any third-party consents.
04

File with State: Submit articles with fee and required supporting documents.

Setting Up an Electronic Workflow for the Filing

Configure an online workflow to collect signatures, attach exhibits, and route approvals before submitting the conversion filing.

Field	Configuration
Signature Method	Allow guest signing via secure email link; SMS code optional.
Required Fields	Mark entity name, effective date, and signatures as mandatory.
Attachments	Attach certified resolution, plan of conversion, and exhibits.
Routing Order	Route to legal, CFO, and authorized signer in sequence.

Typical Filing Routing and Post-Filing Steps

Typical routing for a conversion filing involves internal approvals, document preparation, state submission, and post-filing administrative updates.

Internal Approval: Board or members vote to authorize conversion.
Draft Articles: Populate statutory form and attach required exhibits.
Submit Filing: File online or by mail with secretary of state.
Update Records: Amend licenses, tax IDs, and bank accounts after acceptance.

Technical Requirements for eFiling and Digital Workflows

Ensure the platform supports secure uploads, audit trails, and required authentication options for state filings.

File Formats: PDF and DOCX accepted
Integrations: NetSuite, Salesforce, Google Drive
Authentication: Email, SMS, or KBA options

Key Elements to Include in a Complete Filing Package

Core elements of a professional Articles of Entity Conversion filing include accurate statutory language, supporting resolutions, and clear execution to reduce rejection risk.

Statutory Statement

Include wording that explicitly names the converting entity, the converted entity type, and cites the controlling statute so the secretary of state can apply the correct acceptance criteria and public record entries.

Effective Date

State whether the conversion is effective on filing, a specified future date, or upon fulfillment of conditions; clarity here determines tax period treatment and contract performance dates.

Authorizing Action

Attach minutes, resolutions, or written consents showing members or shareholders approved conversion consistent with bylaws or operating agreements; many states require proof of internal approval.

Exhibits

Provide the plan of conversion, amended articles, and any asset or liability allocation statements required by state law; label and reference exhibits in the articles for review.

Signatures

Include printed name, title, signature, and execution date for authorized signatories; complete any notary or witness blocks exactly as required by jurisdictional forms.

Filing Fee

Confirm and include the correct filing fee and payment method; incorrect fee is a common cause of rejection or processing delay.

Essential Data Elements Required by Most Forms

Entity Name: Full legal name as on file

Conversion Type: New entity form statutory name

Effective Date: MM/DD/YYYY or 'on filing' option

Authorizing Resolution: Board or member approval documentation

Signature(s): Authorized officer signature plus date

Filing Fee: Payment method and exact amount

Common Preparation Problems to Avoid

Failing to adopt a proper conversion resolution that meets the entity's governing document requirements, which can invalidate authority to file in many states.
Providing inconsistent names or addresses between formation records, bank accounts, and the conversion form, causing administrative delays and additional corrective filings.
Omitting required exhibits such as a plan of conversion or amended articles, leading to rejection or requests for supplemental documentation from the state.
Using unclear effective date language that creates ambiguity for tax reporting or contractual obligations and may trigger retroactive liabilities.

Consequences of Incorrect or Incomplete Filings

Invalid Entity Name: Filing rejection or suspension

Incorrect Fee: Processing delay or returned filing

Missing Resolution: State may void conversion

Improper Signature: Not accepted without notarization

Tax Consequences: Unresolved tax liability issues

Public Record Errors: Liability and contract confusion

Timing and Filing Deadlines to Consider

Key timing considerations affect tax elections, the effective date of conversion, and state processing timelines for acceptance and public record updates.

Effective Date Selection:

Choose filing date or specified future date.

State Processing Time:

Varies by state; typically 3–8 weeks.

Tax Filing Impacts:

Notify IRS and update EIN status as required.

License Updates:

Amend professional and business licenses promptly.

Record Retention:

Retain executed documents per regulatory retention rules.

Milestones from Authorization to Compliance

Use this milestone sequence to track key stages from decision through post-filing compliance.

01

Decision and Plan

Adopt conversion plan and secure necessary internal approvals.

02

Prepare Documents

Draft articles, exhibits, and resolutions for submission.

03

File and Pay

Submit to the secretary of state and remit proper fees.

04

Post-Filing Updates

Update tax registrations, licenses, contracts, and bank accounts.

eSignature Pricing and Feature Comparison for Conversion Filings

Compare entry pricing and core capabilities for common eSignature vendors; signNow is listed first per sourcing guidance.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Examples from Organizations That Use Digital Filing

Real organizations illustrate how streamlined signature and filing workflows reduce administrative friction during entity conversions.

Optica Ventures — Practical Ease

Optica used streamlined digital workflows to collect approvals and signatures quickly.

The interface is simple and easy-to-use for both staff and clients.
As a result, the team reduced turnaround times for entity changes and improved customer experience while maintaining compliance with required documentation and recordkeeping.

Tech Data — Enterprise Scale

Tech Data centralized document routing and approvals to speed internal processing.

Tech Data uses airSlate SignNow to improve internal and external customer service while increasing speed to revenue.
Centralized control and audit trails helped the company maintain governance while accelerating conversion-related administrative tasks across multiple business units.

Frequently Asked Questions and Troubleshooting

Answers to common questions about execution, notarization, digital signatures, and post-filing requirements for conversion articles.

Need help? Contact support

Do I need to notarize the articles?
Notarization requirements vary by state and by form. Some jurisdictions accept an unsigned filing or require only an authorized signature while others require notary acknowledgement or witness signatures. Check the secretary of state instructions for the specific form because execution errors are a common cause of rejection.
Can the form be signed electronically?
Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, but exceptions and state execution rules can apply. Verify whether the jurisdiction accepts e-signed articles or requires wet-ink signatures, notarying, or in-person execution.
Who is authorized to sign the articles?
An authorized officer, manager, or other agent specified in the entity's governing documents should sign. Confirm internal authorization (board resolution or member consent) and the state's requirement for signatory authority before filing to avoid challenges to the conversion.
What supporting documents are typically required?
Common attachments include the plan of conversion, authorizing resolutions, amended articles, and any statutory exhibits. Some states require proof of internal approval or a statement of effect on creditors; check the specific filing checklist before submission.
How long does state processing take?
Processing times vary by state and can range from same-day expedited review to several weeks for standard processing. Expedited services may be available for an additional fee; consult the state filing office for current timelines.
Can I correct errors after filing?
Corrections typically require an amendment, re-filing, or submitting a cover letter explaining the clerical error depending on the state. Promptly contact the filing office and, if necessary, file the statutorily required correction instrument to minimize compliance risk.

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