Acquire AOX
Documentation Standards

The Document Stack

Every asset Acquire AOX reviews must pass through a structured documentation review. This is not a glance at a deed or a phone call about a business. It is a methodical review of ownership authority, transferability, liens, claims, entity status, and compliance. Attorneys, CPAs, lenders, courts, and title companies expect documented transfers. So do we.

What We Review

Each asset type draws from the relevant categories below. Not every asset requires every document, but every asset requires enough documentation to establish authority, value, transferability, and risk.

Ownership & Authority

Without documented authority to sell, assign, or transfer, we cannot proceed.

  • Deed (warranty, quitclaim, sheriff's, tax, trustee's)
  • Title commitment or preliminary title report
  • Bill of sale (vehicle, vessel, equipment, inventory)
  • Stock certificates or membership interest certificates
  • Operating agreement, bylaws, or partnership agreement
  • Trust document or certificate of trust
  • Letters of administration, letters testamentary, or probate order
  • Power of attorney (if signatory is not the owner of record)
  • Court order authorizing sale or transfer (receivership, bankruptcy, partition)

Entity & Legal Status

An inactive or revoked entity may not legally transfer assets without reinstatement or a court-appointed representative.

  • Articles of incorporation, organization, or formation
  • Certificate of good standing or status report from Secretary of State
  • Entity operating status (active, inactive, dissolved, revoked, suspended)
  • Registered agent information and current standing
  • EIN confirmation letter (IRS CP-575 or equivalent)
  • Annual reports and franchise tax filings
  • Foreign qualification documents (if entity operates across state lines)
  • DBAs, trade name registrations, and assumed name certificates

Liens, Encumbrances & Claims

A lien that exceeds asset value may make the asset unviable unless a negotiated release or structured resolution is possible.

  • Mortgage, deed of trust, or security deed
  • UCC-1 financing statements and UCC-3 amendments/terminations
  • Tax liens (federal, state, county, municipal)
  • Mechanic's liens, materialman's liens, or construction liens
  • Judgment liens and abstracts of judgment
  • HOA or condo association liens and assessments
  • Child support or spousal support liens
  • Environmental liens or remediation obligations
  • Lis pendens or notice of pending litigation

Financial & Tax Records

Tax delinquency or incomplete financial records do not automatically disqualify an asset, but they must be accounted for in the exit path.

  • Most recent property tax statement and payment status
  • Income tax returns for the asset or entity (if business/rental)
  • Profit and loss statements (for operating businesses or rentals)
  • Balance sheet or asset list
  • Accounts receivable aging report
  • Vendor credits, refund claims, or unclaimed funds documentation
  • Insurance policies and claims history
  • Leases, rental agreements, or tenant estoppel certificates

Litigation, Bankruptcy & Probate

Assets subject to active bankruptcy, receivership, or probate require coordination with the court-appointed representative. We do not interfere with court-supervised processes.

  • Bankruptcy petition, schedules, and discharge or dismissal order
  • Proof of claim filed in a bankruptcy case
  • Plan of reorganization or liquidation (Chapter 11, Subchapter V, Chapter 12)
  • Trustee's notice of abandonment or proposed sale
  • Receivership appointment order and scope of authority
  • Probate petition, inventory, and court orders
  • Complaints, answers, and judgments in pending or concluded litigation
  • Settlement agreements and mutual releases

Compliance & Screening

We screen every transaction. Transactions involving sanctioned individuals, entities, or jurisdictions are declined. No exceptions.

  • OFAC SDN list screening for all counterparties and beneficial owners
  • AML review for transaction structure and funding source
  • Patriot Act verification for financial institution compliance
  • KYC (Know Your Customer) documentation for high-value transactions
  • Geographic and jurisdictional restrictions review
  • Regulatory license requirements (liquor, cannabis, firearms, environmental, etc.)
  • Professional license verification (for licensed businesses)
  • Export control classification (for equipment, technology, or IP assets)

How We Document a Transaction

Every completed transaction is documented with a clear, structured paper trail that professionals — attorneys, CPAs, title companies, lenders, and courts — expect. A typical transaction package includes:

Bill of Sale / Assignment

Clearly identifies the asset, the transferor, the transferee, the consideration, and any representations, warranties, or disclaimers.

Chain of Title Affidavit

Documents the sequence of ownership from the original grantor to the current transferor, identifying and explaining any gaps, name changes, mergers, or entity conversions.

Entity Resolution / Consent

Certified resolution from the entity's governing body — members, managers, directors, or partners — authorizing the sale, assignment, or transfer of the specified asset.

Lien Release / Payoff Documentation

Documentation confirming that existing liens, security interests, or encumbrances have been released, satisfied, or will be discharged at closing through escrow.

Closing / Settlement Statement

A detailed accounting of all financial flows, prorations, adjustments, professional fees, lien payoffs, and net proceeds — modeled on the HUD-1 / ALTA format.

Non-Circumvention & Confidentiality Agreement

Protects all parties, including referring professionals, from being bypassed in the transaction. Signed before sensitive asset details are shared with third parties.

Professional Standard

This is what separates a serious asset desk from a distressed buyer. We document because we expect the transaction to be reviewed — by attorneys, CPAs, title examiners, regulators, courts, lenders, and counterparties. If it cannot be documented, it should not be done. We stand behind every file.

Submit an Asset for Documented Review

Every submission is reviewed against this document stack. Submit an asset and we will tell you what we need, why we need it, and whether there is a viable path forward.

Submit an Asset for Review