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You’ve expanded your Amazon business to the Canadian marketplace, and things are going well. Then, an email arrives from Amazon.ca asking for a “Business Registration Extract.” Your first thought is likely, “What on earth is that?” U.S. business owners don’t have a single document with that name, leading to widespread confusion and stalled verification processes.
Don’t worry, you’re not alone, and as many of our clients can confirm in their testimonials, the solution is more straightforward than it sounds. This requirement stems from stricter “Know Your Customer” (KYC) regulations in Canada. For a deeper dive into these regulations, our courses offer comprehensive training. Amazon isn’t asking for a single, magical document. Instead, they need a collection of standard U.S. business documents that, when combined, prove your company’s legal existence, ownership, and good standing.
Think of it as assembling a portfolio for your business. Here’s a step-by-step guide to gathering exactly what you need to satisfy Amazon’s request and get your account verified.
1. Create a Clear Ownership Structure Document
While not an official government form, this document acts as a cover letter for your submission, making the Amazon reviewer’s job much easier. It explicitly clarifies who owns and controls your business. Create a simple document on your company letterhead that includes the following:
- Business Information: Your full LLC name, business address, phone number, and email.
- Legal Entity Information: State your company’s registration number. For any U.S. LLC or corporation, this is your Employer Identification Number (EIN).
- Beneficial Owner Details: Provide the full legal name and date of birth of the primary individual who ultimately owns or controls the business.
- Declarative Statement: Conclude with a simple statement confirming the accuracy of the information provided, followed by your signature, printed name, and title (e.g., “Owner,” “Managing Member”).
This simple, self-created page provides immediate context for the official documents that will follow.
2. Locate Your Articles of Organization
This is the foundational document that officially created your LLC. When you first formed your company, you filed this paperwork with your state’s business filing agency (usually the Secretary of State). It serves as the official birth certificate for your business.
Your Articles of Organization contain crucial information that Amazon needs to verify, including:
- The official legal name of your LLC.
- The primary business address.
- The names of the original members or organizers.
- Your designated registered agent.
You can almost always download a certified copy of this document directly from your state’s Secretary of State website. This is non-negotiable proof that your company was legally formed.
3. Obtain a Certificate of Good Standing
Amazon doesn’t just need to know that your business was created; they need to know it’s still active, legitimate, and compliant with state regulations. That’s where the Certificate of Good Standing comes in. This official document, issued by the same state agency that holds your Articles of Organization, confirms that your business is up-to-date on all required state fees and reports.
In some states, this might be called a “Certificate of Existence” or “Certificate of Status,” but they all serve the same purpose. It’s a current snapshot of your business’s health in the eyes of the state. You can typically order one online from your Secretary of State’s office for a small fee. It’s a critical piece of the puzzle that demonstrates your business is operational and legitimate right now.
4. Find Your Official EIN Document
When a global platform like Amazon asks for a “business registration number” from a U.S. entity, they are referring to your Employer Identification Number (EIN). This unique nine-digit number is issued by the IRS for tax purposes and is the primary identifier for your business at the federal level.
The best document to prove your EIN is the original letter the IRS sent you when the number was first assigned. This is often Form CP 575. If you can’t find this original letter, don’t panic. You can call the IRS and request a 147C Letter, which is an officially acceptable alternative that verifies your EIN. Having one of these documents is essential.
5. Compile and Submit a Single PDF
Once you have gathered all the individual documents, the final and most critical step is presentation. Do not upload four separate files. Scan each document and merge them into a single, consolidated PDF file. This makes the review process seamless for the Amazon agent handling your case. Our Amazon account management services often include handling these precise submissions for clients.
A logical order for your single PDF would be:
Your Self-Created Ownership Structure Document
Your Articles of Organization
Your Certificate of Good Standing
Your EIN Verification Letter (CP 575 or 147C)
By compiling everything into one organized package, you are providing a complete and easy-to-understand “Business Registration Extract” that directly answers Amazon’s request, reducing the risk of back-and-forth communication or rejection, a common theme in our successful case studies.
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Written By: Liezel Felisilda
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Website: www.ehpconsultinggroup.com
Number: 925-293-3313
Date Written: July 10, 2026