What Documents and Certifications Are Required to Register a Company in the U.S.? Full Process Revealed

What Documents and Certifications Are Required to Register a Company in the United States? A Step-by-Step Guide

In today’s globally integrated economy, the United States remains one of the most attractive destinations for investment. Whether you are an entrepreneur, a startup, or a multinational corporation, setting up a business in the U.S. is often seen as a strategic move for global expansion. However, registering a U.S. company is not a simple process-it involves legal procedures, administrative formalities, and careful preparation of documentation.

In recent years, with increasing commercial exchanges between China and the U.S., more Chinese individuals and businesses have shown interest in establishing companies legally in the U.S. According to a 2025 Forbes report, over 100,000 new companies were registered in California and Delaware alone within the past year. These figures reflect the vibrancy of the U.S. market and the growing demand for company registration.

So, what documents and certifications are required to register a company in the U.S.? And how does the entire process work?

1. Determine Your Business Structure The Crucial First Step

Before registering your company in the U.S., it's essential to decide on the type of business entity you want to establish. Common options include

Sole Proprietorship No formal registration required; suitable for freelancers or small-scale operators.

Partnership Operated by two or more partners.

LLC Limited Liability Company One of the most popular choices, offering strong liability protection.

Corporation Suitable for larger businesses, divided into C-Corporations and S-Corporations.

Nonprofit Organization For charitable, educational, or other non-commercial purposes.

The chosen structure affects tax treatment and determines the types of documents you must submit. For instance, LLCs and Corporations usually require more complex procedures and legal documentation than sole proprietorships.

2. Prepare Essential Registration Documents

Regardless of the business type, the following core documents are generally required

1. Company Name and DBA Application

Your company name must be unique in the state’s database. You can check availability through your state’s official website. If you plan to operate under a different business name than the registered one, you’ll need to file a Doing Business As DBA application.

2. Articles of Incorporation or Articles of Organization

These are the foundational legal documents for your company

Corporations file Articles of Incorporation.

LLCs file Articles of Organization.

They typically include the company name, address, shareholder/member information, and business purpose.

3. Employer Identification Number EIN

Similar to China’s Unified Social Credit Code, the EIN is issued by the IRS and is used for tax reporting, opening bank accounts, and other business activities. Foreign applicants can apply online via the IRS website without needing to be physically present.

4. Bylaws or Operating Agreement

Though not submitted to the government, these internal governance documents are critical for long-term operations. They outline shareholder rights, board structure, profit distribution methods, and more.

5. Registered Agent Information

Most states require a registered agent-either a U.S. resident or a company with a U.S. address-to receive legal notices and official correspondence on behalf of your business.

3. Additional Documents and Steps Depending on Industry and Location

Depending on your industry and location, you may also need

Business License Some cities or counties require local licenses for certain industries.

Professional License Required for regulated fields such as healthcare, law, or construction.

State Tax Registration Necessary for collecting sales tax or employer taxes.

Proof of Identity for Foreign Applicants Such as passport copies and visa details, especially relevant for non-U.S. citizens or green card holders.

Bank Account Opening Documents Including EIN, articles of incorporation, and director identification, needed to open a U.S. corporate bank account.

4. Overview of the Registration Process

The general steps for registering a company in the U.S. are as follows

1. Choose a business structure and state of registration e.g., Delaware, California.

2. Select and reserve a unique company name.

3. Prepare and file the Articles of Incorporation or Articles of Organization.

4. Obtain an EIN from the IRS.

5. Appoint a registered agent.

6. Open a U.S. corporate bank account.

7. Register for state taxes and obtain necessary industry licenses.

8. Finalize internal governance documents like bylaws or operating agreements.

This process typically takes a few weeks, depending on the state’s processing time and any additional approvals required.

5. Practical Tips and Key Considerations

Choose the Right State Legal environments and tax policies vary significantly across states. Delaware, for example, is a top choice due to its well-developed corporate law and favorable tax climate.

Use Professional Services Law firms, accounting firms, or registered agent services can help streamline the process and avoid costly mistakes.

Stay Compliant with Annual Reporting Requirements Most states require annual reports and fees. Missing deadlines can result in fines or suspension of your company status.

Plan for Taxes Early The U.S. tax system is complex, particularly for foreign-owned businesses. Consulting a tax advisor early is highly recommended.

Conclusion

Registering a company in the U.S. is a comprehensive process that tests both your patience and understanding of the legal landscape. As the global economic landscape continues to evolve, more international businesses are turning their attention to the U.S. market. Understanding the registration process and preparing the necessary documents is the first crucial step toward successful entry.

With thorough preparation and proper planning, establishing a company in the U.S. is an achievable goal.