What Documents Do You Need to Keep for Registering a Company in the United States?

When registering a company in the United States, it is crucial to keep track of and retain certain documents. These documents serve as evidence of the company's existence, ownership, and compliance with legal requirements. In this article, we will discuss the essential documents that need to be retained for company registration in the United States.

1. Articles of Incorporation: The Articles of Incorporation, also known as a Certificate of Incorporation or Corporate Charter, is a legal document that establishes the existence of a corporation. It includes information such as the company's name, purpose, registered agent, and the number of authorized shares. This document should be kept in the company's records.

2. Operating Agreement: An Operating Agreement is a document that outlines the internal operations and management structure of a limited liability company (LLC). It specifies the rights and responsibilities of the members, the distribution of profits and losses, and the procedures for decision-making. This document should be retained by the LLC.

3. Bylaws: Bylaws are a set of rules and regulations that govern the internal affairs of a corporation. They define the roles and responsibilities of the directors, officers, and shareholders, as well as the procedures for meetings and voting. Bylaws should be kept in the company's records.

4. Shareholder Agreements: Shareholder agreements are contracts between the shareholders of a corporation that outline their rights, obligations, and restrictions. These agreements may cover issues such as share transfers, dividend distributions, and dispute resolution mechanisms. It is essential to retain these agreements for reference and enforcement purposes.

5. Stock Certificates: Stock certificates are physical or electronic documents that represent ownership of shares in a corporation. They provide evidence of ownership and should be kept in a secure location. In recent years, electronic stock certificates have become more common, but it is still important to maintain proper records.

6. Employment Agreements: Employment agreements are contracts between a company and its employees that outline the terms and conditions of employment. These agreements may include details such as compensation, benefits, job responsibilities, and non-disclosure provisions. It is crucial to retain these agreements for legal and HR purposes.

7. Tax Records: Companies in the United States are required to maintain records related to their tax obligations. This includes income tax returns, payroll records, sales tax records, and any other relevant documents. These records should be retained for a specified period, typically three to seven years, depending on the specific requirements of the Internal Revenue Service (IRS).

8. Licenses and Permits: Depending on the nature of the business, certain licenses and permits may be required for operation. These documents should be kept in the company's records and readily available for inspection by relevant authorities.

9. Contracts and Agreements: Any contracts or agreements entered into by the company should be retained. This includes contracts with suppliers, customers, landlords, and other business partners. These documents serve as evidence of the company's legal obligations and rights.

10. Financial Statements: Financial statements, including balance sheets, income statements, and cash flow statements, should be retained for a specified period. These statements provide a snapshot of the company's financial health and are essential for tax purposes, audits, and financial analysis.

In conclusion, when registering a company in the United States, it is crucial to retain certain documents as evidence of the company's existence, ownership, and compliance with legal requirements. The documents mentioned above, such as the Articles of Incorporation, Operating Agreement, Bylaws, and various contracts, should be kept in the company's records. Additionally, tax records, licenses, and permits, as well as financial statements, should be retained for a specified period. By maintaining these documents, companies can ensure legal compliance, facilitate audits, and protect their rights and interests.