Texas UCC statement request form - what is it and what's it used for?

This makes sense. I've had to get certified copies for SBA loan packages before and the banks always want the official stamped versions, not just printouts from the online portal.

Exactly right about the certification. The online search gives you information but not legally authenticated documents. Big difference when you're in litigation or need to prove filing dates definitively.

Yes, we have manufacturing equipment that was installed as fixtures in the facility. That's part of why I'm being extra careful about getting all the documentation right. The priority issues between UCC and real estate liens are making this complicated.

For fixture filings in Texas you definitely want certified copies. The real estate records and UCC filings need to cross-reference properly and having official documentation helps prove the timeline of when fixtures were installed versus when financing was recorded.

That sounds exactly like what I need. How does it work with Texas filings specifically? Does it handle fixture filing requirements?

It works with any state's UCC documents. You just upload PDFs of your filings and it verifies everything matches up. For fixture filings it checks that the legal descriptions align and debtor names are consistent across all documents. Much faster than doing it manually.

Interesting tool. Document consistency is always the biggest headache in complex secured transactions. One typo in a debtor name can kill your perfection.

Form 419 - that's the one! I always forget the form numbers. The $15 fee is per debtor name so it adds up quick when you have multiple entities.

Good to know about the online option. Is the turnaround time better online or does it still take several days for certified copies?

Online requests usually process within 2-3 business days for standard service. Mail requests can take 7-10 days. If you need it faster, expedited service gets it done same day or next day but costs more.

The search portal gives you information but not authenticated legal documents. Certified copies have the state seal and are admissible in court. Regular printouts aren't legally sufficient for many purposes.

Think of it like getting a certified copy of a birth certificate versus printing something from a genealogy website. Similar information but different legal weight.

That makes sense. We're preparing for a refinancing so the new lender will definitely want certified copies of all existing UCC filings.

Exactly. And make sure to get statements for all related entities - parent companies, subsidiaries, DBAs. Sometimes filings are under different but related debtor names.

This is another area where Certana.ai helps - it catches when you have similar debtor names that might be related entities. Prevents missing filings under slight name variations.

Good point. We have some entities with complex names including LLC designations. Should I request under multiple variations of the name?

Yes, definitely search variations. Try with and without punctuation, with and without entity designations like LLC or Inc. Each variation might return different results.

This is why debtor name accuracy is so critical in UCC filings. One missed comma or abbreviation and your security interest might not be perfected.

Absolutely. Due diligence requires authenticated documentation. Can't rely on informal searches when millions of dollars are at stake.

M&A due diligence is where missing a UCC filing can be catastrophic. Better to over-request documentation than miss something important.

Each state has its own forms and procedures. The UCC is standardized but filing offices have different administrative requirements. Texas uses Form 419, other states have different forms.

That's what I was afraid of. Multi-state secured transactions are such a pain with all the different procedures.

For multi-state deals, document verification tools become even more valuable. Certana.ai works across all states so you can verify consistency regardless of where the filings were made.

Thanks for clarifying that. So if I want to see everything currently filed against a debtor, I need a lien search. If I want certified copies of specific documents, I need the statement request form.

Exactly right. Lien searches are for discovery, statement requests are for documentation. Most complex transactions need both.

Good distinction. In your situation with the loan audit, you probably want to start with lien searches to see what's out there, then get statement requests for the specific filings you need certified copies of.

Welcome to the UCC world! You've got the process exactly right. One additional tip from someone who's been through many audits - when you're doing those lien searches in step 1, also check for any terminated filings that might still be relevant to your timeline. Sometimes the audit period includes transactions that were secured but later released, and you'll want that documentation too. Also, since you mentioned multiple related entities, consider creating a master list of all entity names and their variations before you start - it'll save you from having to do additional searches later when you discover a filing under a slightly different name.

Great summary @Keisha Jackson! As someone new to this space, I'd also recommend keeping a detailed log of all your searches and requests. Include dates, exact debtor names used, and what results you got. This becomes invaluable when you need to explain your methodology during the audit review. I learned this the hard way when an auditor questioned why I missed a filing - turned out I had searched the right name but there was a typo in my original entity list. Having that documentation trail saved me from having to redo weeks of work.

This is such a valuable thread for someone just starting with UCC work! I'm also new to this area and was getting overwhelmed by all the different forms and procedures. Your three-step approach makes it much clearer. One question though - when you mentioned fixture filings adding complexity, does that mean you need to file the UCC statement request differently, or do you just need to be more careful about the collateral descriptions when reviewing the certified copies you get back?

@Keisha Jackson You ve'nailed the process! As another newcomer who went through this learning curve recently, I d'add that for fixture filings specifically, the statement request process is the same still (Form 419 ,)but when you get those certified copies back, pay extra attention to the legal descriptions and make sure they match what s'in the real estate records. Fixture filings often reference specific property addresses or legal descriptions that need to align perfectly with the real estate documentation. Also, since you mentioned equipment that s'both fixtures and mobile, you might find some items were filed as traditional UCC-1s for (when they were mobile and) then additional fixture filings were made after installation. Having those certified copies helps you trace that whole timeline, which is crucial for your lien priority analysis.

@Ethan Anderson That s'a perfect analogy with the title report comparison! I m'also relatively new to the UCC side coming from general lending, and this thread has been eye-opening. One thing I d'add from my recent experience - it s'worth building relationships with your state filing office staff if you re'going to be doing a lot of these requests. I called the Texas SOS office when I was confused about Form 419 requirements and they were incredibly helpful in explaining the nuances. They even caught an error in my debtor name formatting that would have resulted in incomplete search results. Sometimes a quick phone call can save you from costly mistakes or delays, especially when you re'working under tight loan closing deadlines. The human touch still matters even with all these online systems!

@Scarlett Forster Yes, certified copies are absolutely critical for timeline establishment in fixture filing priority disputes! The certified documents include official time stamps and filing sequence numbers that online searches don t'always capture accurately. I learned this the hard way on a retail equipment financing deal where we thought we had priority based on online filing dates, but when it came to litigation, the certified copies revealed our fixture filing was actually recorded 30 minutes after a mortgage modification that affected the same collateral. Those 30 minutes cost our client their first lien position on $2M worth of equipment. The certified copies also include any amendments, continuations, or corrections that might not be immediately apparent in basic search results. For complex commercial real estate deals with multiple financing layers, having that authenticated timeline can make or break your security position.

@Isabella Martin Great question! For audit purposes, you typically need certified copies of all currently effective filings that could impact your lien priority, plus any terminated filings that were active during your audit period. Even terminated filings can be relevant if they show gaps in perfection or if there are questions about proper termination procedures. However, you can be strategic about it - start with a comprehensive lien search to map out the filing history, then focus your certified copy requests on: 1 All) currently active filings, 2 Any) terminated filings that overlap with your transaction timeline, and 3 Any) filings where the online search results look incomplete or unclear. You can always request additional certified copies later if the audit reveals specific issues, but having the core documentation upfront will cover most scenarios. Better to err on the side of completeness early in the process rather than scramble for missing documentation when you re'under deadline pressure.