If you received a letter request, please review the frequently asked questions below:
Why am I getting this letter?
Almost every sale in the United States is taxable, unless a sales tax exemption certificate is provided. Many companies fail to collect these forms, although they are required to be collected by law. If you do not provide this form describing why your purchases are exempt from sales tax, then we are to assume you should be taxed and will be expected to pay all the related sales tax on future orders.
I received a letter with certificates attached – what do I do next?
If you have received a letter in the mail with certificates attached and are not sure what to do. Please click here.
How do I find out more about CertCapture?
If you are interested in learning more about CertCapture software and services, such as mailings for sales tax exemption certificates or image database software you can contact info@CertCapture.com or call 919.821.7065.
Where do I go to get a blank, state issued exemption certificate?
CertCapture maintains an extensive library of state issued certificates here.
What do I do if I cannot find the certificate I am looking for?
Please contact us at 919.821.7065 and notify them of any discrepancies in the available free certificates.
Can I send in my own certificate(s) instead of the one(s) I received?
Yes, CertCapture will accept any form that conforms to the appropriate states rules and regulations.
I already sent in a certificate, why did I get a second notice?
Sometimes our mailings for second requests are generated as your completed forms are still in the mail to us. If you already sent in the certificate, please ignore the second request. There is no need to send in duplicate certificates.
To what address should I mail my certificate?
The cover letter you received should have been accompanied with a return envelope. If you cannot locate this envelope, please call 919.821.7065 and we will direct you to the proper return address. There is no “generic” address, as all of our clients maintain separate mailing locations.
To what email address should I send my certificate?
The cover letter you received shows the email address. It should be in the form of: email@example.com. If you cannot locate this email address, please call 919.821.7065 and we will direct you to the proper address. There is no “generic” email address, as all of our clients maintain separate email addresses.
To what fax number should I send my certificate?
The cover letter you received shows the fax number in BOLD print on the page. If you cannot locate this fax number, please call 919.821.7065 and we will direct you to the proper number. There is no “generic” fax number, as all of our clients maintain separate fax and email systems.
What if I don’t recognize the company referenced in the letter?
If you do not recognize the company that has sent you a request for a sales tax exemption certificate, you may not currently be doing business with them. However, our clients often ask us to assist them with audits that can stretch back 4 or more years. If no certificate was on file previously, we may ask you to provide one now. Although not required, it has become common courtesy to assist companies in these requests. If you need more information to submit the proper sales tax exemption certificate, please contact our office at 919.821.7065 during regular business hours.
How do I find out what I purchased from the company requesting my certificates?
Your purchasing or accounts payable departments are likely to have the sending company’s direct contact information. We recommend that you contact the sending company directly about the sales tax exemption certificate mailed to you. Alternatively, our staff can serve as an intermediary between you and the sending company. You can use either the contact number or email in the cover letter to reach our staff, who will then forward the information request to the sending company for you.
Use CertCapture to renew all your expired or expiring exemption certificates, keeping you in compliance