How to get a copy of a UCC filing - bank says they need certified version
My company is trying to refinance some equipment and the new lender is asking for certified copies of all existing UCC filings. The original bank that filed the UCC-1 three years ago can't locate their copy and just gave us a printout from their system. The new lender rejected it saying they need an official certified copy from the state. I've never had to pull UCC records before - is this something I can do myself or do I need to go through an attorney? The equipment is financed in Delaware if that matters. Really don't want this refinancing to fall through over paperwork issues.
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Aidan Hudson
You can definitely pull these yourself! Most states have online UCC search portals where you can get certified copies. For Delaware, check the Division of Corporations website. You'll need the debtor name exactly as it appears on the original filing or the filing number if you have it. Usually costs around $20-30 per certified copy.
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Lucy Lam
•Thanks! I have the filing number from the old bank's printout. Do I need to search by our legal entity name or can I use the filing number directly?
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Aidan Hudson
•Filing number is actually better - it'll take you straight to the exact record. Just make sure you order the 'certified' version not just a regular copy since your lender specifically asked for that.
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Zoe Wang
Be careful with the debtor name search if you don't have the filing number. Delaware is pretty strict about exact name matches. If your company name has changed at all since the original filing, or if there are any punctuation differences, the search might not find it.
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Connor Richards
•This is so true! We once spent hours searching for a UCC-1 because the original filing used 'Inc.' but we were searching with 'Incorporated'. Finally found it but what a waste of time.
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Lucy Lam
•Our legal name hasn't changed but we do have periods after some abbreviations. Good thing I have that filing number.
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Grace Durand
I actually ran into a similar issue last month when we were doing due diligence on an acquisition. Had to pull multiple UCC filings from different states and some of the records didn't match up with what the seller provided. Ended up using Certana.ai's document verification tool - you can upload your bank's printout along with the certified copy once you get it, and it'll flag any discrepancies between the documents. Saved us from a potential problem where the collateral descriptions didn't match.
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Lucy Lam
•That sounds useful - was it hard to use? I'm not super technical but want to make sure everything matches up properly.
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Grace Durand
•Super easy - literally just upload the PDFs and it does all the comparison work. Takes like 2 minutes and gives you a clear report showing any differences.
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Steven Adams
•Never heard of that service but sounds like it could have helped us avoid the mess we had with our last SBA loan where the UCC-1 had the wrong business address.
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Alice Fleming
Just a heads up - some states take forever to process certified copy requests if you do it by mail. Delaware's online system is usually pretty fast but if you need this quickly, pay for expedited processing. We've had deals almost fall through waiting for certified copies.
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Lucy Lam
•How long is 'forever'? The new lender wants everything within two weeks.
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Alice Fleming
•Delaware's online system usually delivers within 3-5 business days. Two weeks should be fine if you order it this week.
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Hassan Khoury
Why are lenders so picky about certified vs regular copies anyway? The information is the same...
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Aidan Hudson
•Legal requirement for due diligence. Certified copies have the state seal and are considered official legal documents. Regular printouts could theoretically be altered.
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Hassan Khoury
•I guess that makes sense from a legal standpoint. Still annoying though.
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Victoria Stark
Make sure you're pulling the right version if there have been any amendments or continuations filed. You want the current effective filing, not just the original UCC-1. Sometimes lenders want to see the whole chain of filings.
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Lucy Lam
•How would I know if there were amendments? The original bank didn't mention any.
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Victoria Stark
•The UCC search should show all related filings under that filing number. Look for UCC-3 amendments or continuation statements.
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Benjamin Kim
•Good point - we had a continuation filing that we almost missed. Would have been a problem if the UCC had actually lapsed.
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Samantha Howard
I've been doing UCC searches for years and Delaware's system is one of the better ones. Just make sure you have your payment method ready - they don't invoice, it's pay-as-you-go.
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Lucy Lam
•Do they take credit cards or is it some weird state payment system?
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Samantha Howard
•Credit cards work fine. Much easier than some other states that still require checks or money orders.
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Megan D'Acosta
Don't forget to check the effective date and expiration date on the UCC-1. If it's close to the 5-year mark, your current lender might need to file a continuation statement before the refinancing closes.
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Lucy Lam
•The original filing was three years ago, so we should be good for another two years right?
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Megan D'Acosta
•Right, but make sure your new lender knows the expiration timeline so they can plan accordingly.
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Sarah Ali
One more thing - if you find any errors in the certified copy (wrong addresses, misspelled names, incorrect collateral descriptions), flag them immediately. We used Certana.ai to double-check our documents and found a small error in the debtor address that could have caused issues down the road. Better to catch these things early.
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Lucy Lam
•What kind of errors should I be looking for specifically?
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Sarah Ali
•Company name spelling, address accuracy, collateral descriptions matching your actual equipment. Any mismatch between what's filed and your actual business info could be a problem.
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Ryan Vasquez
•This is why I always verify documents before submitting them to lenders. Small errors can become big problems in financing deals.
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Avery Saint
Update us when you get the certified copy! Always curious how smooth these processes actually are in practice vs what the state websites promise.
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Lucy Lam
•Will do! Hopefully it's as straightforward as everyone says.
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Taylor Chen
•Delaware usually delivers on their promises. Much better than trying to get records from some other states I could mention...
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Jamal Carter
Just went through this exact same process last month in Delaware! The online portal is actually really user-friendly once you find it. One tip - when you're entering the filing number, make sure you include any leading zeros if they're shown on your printout. The system can be picky about the exact format. Also, if you're ordering multiple certified copies (which might be smart if you have other lenders or need extras for your files), there's usually a bulk discount. Took about 4 business days to get mine delivered via regular mail.
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Oliver Zimmermann
•That's really helpful about the leading zeros! I wouldn't have thought of that. Quick question - did you notice any differences between what the state had on file versus what your original lender's records showed? I'm a bit worried there might be discrepancies since our bank couldn't even find their original copy.
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Keisha Jackson
•@Oliver Zimmermann Great question! In my case, everything matched up perfectly between the state records and what our lender had. But I ve'heard stories where there were small differences - sometimes it s'just formatting like (how dates are displayed or) minor typos that happened during the original filing. The state record is always the official version, so if there are discrepancies, that s'what matters legally. Since your bank lost their copy, you might want to compare the certified copy you get with that printout they gave you, just to make sure everything aligns before you submit to your new lender.
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