Can Articles be signed electronically?

Yes; electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and retention capability.

Is notarization required for filing?

Most states do not require notarized Articles; a few may require notarization for specific attachments. Check the Secretary of State instructions for the chosen jurisdiction before submitting.

Who must sign the document?

An incorporator or authorized filer signs the Articles as specified by state form; corporate officers typically sign organizational minutes and bylaws after formation.

What happens after the state accepts filing?

The state issues a certificate of incorporation; you should obtain an EIN, open a bank account, and adopt corporate bylaws and initial resolutions.

How long does processing take?

Processing ranges from same-day expedited service to several weeks for standard filings, depending on state workload and whether expedited options were chosen.

How do I amend or correct Articles?

File the state's amendment form and pay the applicable fee; corrections (clerical errors) may have a separate process—consult the Secretary of State guidance and legal counsel.

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Articles of Incorporation

Articles of Incorporation

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

STATE OF MAINE FOR-PROFIT CORPORATION APPLICATION

This form is a hypothetical representation based on the information provided in the "STATE OF MAINE INCORPORATION PACKAGE" document. The original document is an informational guide and does not contain fillable form fields.

Proposed Corporation Information

Proposed Business Name:

Corporate Designator (e.g., Corporation, Inc., Ltd.):

Primary Business Activity:

Corporation's Principal Address:

Registered Agent Information

Registered Agent Name:

Registered Agent Address:

Stock Information

Total Number of Authorized Shares:

Par Value per Share (if any, e.g., $1.00):

Initial Directors and Officers

Initial Director 1 Name:

Initial Director 2 Name (Optional):

President Name:

Secretary Name:

Treasurer Name:

Taxation Election

Elect S-Corporation Status (File IRS Form 2553)

Fiscal Year End Date:

Incorporator Contact Information

Incorporator Name:

Email Address:

Phone Number:

What Articles of Incorporation are and what they do

Articles of Incorporation are the formal, state-filed document that creates a corporation as a legal entity. Filing establishes corporate name, registered agent, incorporator(s), authorized shares, and the corporation's duration or purpose as required by the state Secretary of State. Once accepted, the state issues a certificate of incorporation and the corporation can obtain an EIN, open bank accounts, and enter contracts. Many states accept electronic filing; electronic signatures and e-submissions are governed by ESIGN (15 U.S.C. §7001) and applicable state law such as UETA.

Why properly drafted Articles of Incorporation matter

Well-prepared Articles create the corporation's legal existence, limit owner liability, define ownership through shares, and provide governance basics required for compliance and fundraising.

Who typically prepares and files Articles of Incorporation

Small-business founders, corporate attorneys, and company officers commonly prepare Articles to form corporations under state law.

Founders and entrepreneurs preparing new corporate entities for liability protection and capital raising.
Corporate attorneys or paralegals drafting state-compliant language and managing filings.
Registered agents and corporate secretaries handling service-of-process and annual compliance tasks.

Filing is often coordinated among founders, counsel, and the registered agent to meet state requirements and timing constraints.

Step-by-step: complete and file Articles of Incorporation

Follow these core steps to prepare a compliant Articles of Incorporation for filing with the state.

01

Gather details: Collect corporate name, purpose, registered agent, incorporator names, and share structure.
02

Choose jurisdiction: Decide where to incorporate based on business needs and state law.
03

Draft articles: Complete required statutory fields and review for naming and purpose rules.
04

File and pay: Submit via state portal or mail, include required fees and signatures.

Security, compliance, and technical considerations for e-submission

Encryption: TLS 1.2/1.3; AES-256 at rest.

Audit trail: Detailed timestamp, IP, and action logs.

ESIGN / UETA: Compliant with ESIGN and UETA frameworks.

HIPAA support: BAA available where required.

21 CFR Part 11: Capabilities to meet FDA record and signature standards.

Certifications: SOC 2 Type II, ISO 27001, PCI DSS.

Key risks and penalties from improper filings

Rejection: State may reject incomplete filings.

Personal liability: Founders may lose liability protection.

Delayed EIN: Banking and tax setup can be postponed.

Additional fees: Expedited or refile fees may apply.

Loss of name: Name reservation may lapse; others may register it.

Compliance penalties: Failure to file annual reports affects good standing.

Common preparation errors to avoid

Using a corporate name that violates state naming rules or is already reserved, leading to rejection and delay.
Failing to list a qualified registered agent with a physical address in the state, which prevents acceptance of service of process.
Listing an ambiguous or noncompliant purpose clause when a state requires specific or statutory language, raising compliance issues.
Misstating authorized shares or classes, causing later amendments and potential investor or tax complications.

Essential sections every professional Articles of Incorporation includes

A complete Articles document clearly identifies the corporate structure, governance basics, and filing particulars required by state statute.

Legal Name

The officially registered corporate name including required suffix (Inc., Corp., Ltd.) and any punctuation or spacing exactly as it should appear on state records and certificates.

Purpose Clause

A brief statement of the corporation's purpose; many states permit a general business clause while others require specificity for regulated activities.

Registered Agent

Name and street address of the person or service authorized to accept legal notices and service of process within the filing state.

Share Structure

Total authorized shares, classes, and par values where applicable; clear allocation avoids future ambiguity for issuance and capital structure.

Incorporator Details

Names and addresses of incorporator(s) and signature blocks required to attest to filing intent and authority.

Duration and Restrictions

Specify perpetual existence or fixed term and any statutory or charter restrictions, such as professional corporation requirements or transfer limits.

Where and how you submit Articles of Incorporation

Most filings are processed by the state Secretary of State; options include online portal, mail, or in-person delivery depending on the state.

State Portal: File electronically via the Secretary of State website when available.
Paper Filing: Mail or deliver printed articles with original signature and check.
Expedited Options: Some states offer same-day or expedited processing for additional fees.
Certificate Issuance: State issues certificate or stamped copy confirming formation.

Typical digital workflow settings for completing Articles online

Configure these settings to streamline e-submission and maintain an evidentiary audit trail for the filing.

Field	Configuration
Document Format	PDF \| DOCX accepted
Signer Authentication	Email link, SMS code, or advanced KBA
Signature Type	Simple e-signature or PKI-based digital signature
Retention Settings	Enable tamper-evident storage and audit logs

Technology and format considerations for electronic filing

Ensure the filing format and authentication satisfy both the state portal and your internal compliance requirements.

File Types: PDF, DOCX supported
Integrations: CRM and cloud-storage connectors
Authentication: Email, SMS, or multi-factor

Confirm state portal constraints (file size, required fields) and check whether the Secretary of State accepts electronic signatures or requires original ink signatures.

Practical tips for accurate and efficient completion

Small adjustments during drafting reduce refile risk and speed acceptance by the state.

Confirm name availability

Search the state business database and reserve the name if available; mismatches lead to rejection and delays in formation.

Use a reliable registered agent

Designate a physical in-state agent to accept service and official mail; incorrect agent info can cause compliance failures.

Be precise on shares

Document authorized shares and classes clearly to avoid amendments; clarify par value or state whether shares are no-par.

Retain certified copies

Keep the state-stamped certificate and a certified copy of the Articles with corporate records for banking and contractual needs.

Representative eSignature vendor pricing and capability snapshot

Basic pricing and capabilities for common eSignature solutions used when completing or submitting Articles electronically; signNow appears first per vendor comparison rules.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Articles of Incorporation

Answers to common legal and filing questions about formation, signatures, and post-filing steps.

Need help? Contact support

Can Articles be signed electronically?
Yes; electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and retention capability.
Is notarization required for filing?
Most states do not require notarized Articles; a few may require notarization for specific attachments. Check the Secretary of State instructions for the chosen jurisdiction before submitting.
Who must sign the document?
An incorporator or authorized filer signs the Articles as specified by state form; corporate officers typically sign organizational minutes and bylaws after formation.
What happens after the state accepts filing?
The state issues a certificate of incorporation; you should obtain an EIN, open a bank account, and adopt corporate bylaws and initial resolutions.
How long does processing take?
Processing ranges from same-day expedited service to several weeks for standard filings, depending on state workload and whether expedited options were chosen.
How do I amend or correct Articles?
File the state's amendment form and pay the applicable fee; corrections (clerical errors) may have a separate process—consult the Secretary of State guidance and legal counsel.

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