Find and Verify a New York Business Record
Search a New York corporation, LLC or partnership by entity name, DOS ID or assumed name, then use this guide to understand the legal name, filing date, jurisdiction, county, service-of-process address, registered agent and current status.
You will also learn why an entity can be Active but biennial Past Due, how New York DBA filing changes by business type, and which official document or database to use after the lookup.
What Are You Trying to Find?
Choose your task. The helper gives you the shortest useful path before you open the official state database.
Find an existing company
- Search the distinctive part of the legal or advertised name.
- Use “Begins With” when the ending is uncertain.
- Compare DOS ID, entity type, status and filing date.
- Open the record and read the process address and filing history.
Complete the NY Business Entity Search Step by Step
The official Public Inquiry tool supports entity-name, DOS ID, assumed-name and assumed-name ID searches. It also provides status, entity-type and matching filters.
Choose the correct “Search By” option
- Entity Name: corporation, LLC, LP, LLP or other registered entity.
- DOS ID: one exact Department of State record.
- Assumed Name: a DBA filed by a corporation, LLC or limited partnership.
- Assumed Name ID: one exact assumed-name record.
Enter the smallest reliable name
Begin with the distinctive words. For “Hudson Valley Property Management Group LLC,” try “Hudson Valley Property” before entering every word and suffix.
Choose the name-matching function
Use Begins With when you know the opening words. Use Contains when the important word may appear later. A very narrow exact search can miss punctuation, spacing or suffix variations.
Use status and entity-type filters carefully
Start broad unless the result set is large. Filtering only to Active can hide a dissolved, surrendered or otherwise inactive record that explains an older contract or payment.
Compare the result list
Match the current entity name, DOS ID, entity type, initial filing date and status. Do not select the first similar name automatically.
Open the full entity record
Review jurisdiction, county, service-of-process address, registered agent if any, statement status, next statement due date and corporation-only CEO or principal-business information when available.
Read filing history before relying on the profile
A name change, merger, dissolution, surrender, amendment or biennial filing can explain why another document does not match the current summary.
After understanding the search fields and filters above, use the official Public Inquiry tool.
What the New York Database Includes—and Misses
A no-result search is not proof that no business exists. The database covers state-filed entities and selected assumed names, not every person doing business in New York.
Normally included
- Business corporations
- Not-for-profit corporations
- Limited liability companies
- Limited partnerships
- Limited liability partnerships
- Other miscellaneous state-filed businesses
- Assumed names filed by corporations, LLCs and LPs
- Active entity filing histories
Not a complete source for
- Sole proprietorship ownership
- General partnerships without a state entity filing
- County-clerk DBA records for sole proprietors and general partnerships
- Federal EINs
- Complete LLC member or beneficial-owner lists
- Professional and occupational licences
- UCC financing statements
- Open tax warrants or private lawsuits
Historical-record limits matter
The computerized system contains complete filing histories for active corporations, LPs, LLCs and LLPs. It also contains complete or partial histories for corporations that existed on or after December 5, 1977 but went out of existence before December 31, 1984. Corporations that went out of existence before December 5, 1977 are maintained in manual inactive files and require a written request.
Read a New York Entity Record in the Right Order
Use this five-part order to establish identity before reading addresses or names of individuals.
| Field | What it means | What it does not prove | Next check |
|---|---|---|---|
| Current Entity Name | The legal name currently recorded by the Department of State. | That a storefront, website or invoice uses this exact name. | Search assumed names and previous filings. |
| DOS ID | The unique Department of State identifier for the entity. | It is not an EIN, tax account or licence number. | Use it for exact searches, biennial filing and document requests. |
| Initial DOS Filing Date | The date the original formation or authority filing was recorded in New York. | Continuous operation since that date. | Review inactive dates and later filings. |
| County | The county location reported in the entity record. | That every office, jobsite or customer location is in that county. | Compare principal and process addresses. |
| Jurisdiction | New York for a domestic entity or the formation jurisdiction for a foreign entity. | That “foreign” means outside the United States. | Check the home-jurisdiction registry when needed. |
| Entity Type | Corporation, LLC, LP, LLP, nonprofit or another state-filed structure. | That every licence required for its work is active. | Use the relevant licensing agency. |
| Current Entity Status | Whether the state record is Active or Inactive. | Biennial compliance, tax compliance, insurance or good reputation. | Read Statement Status and filing history. |
| Statement Status | Whether a corporation or LLC is current or past due on its biennial statement. | Past Due does not automatically mean the entity is Inactive. | Review Next Statement Due Date and file if needed. |
| DOS Process Address | Where the Secretary of State forwards process accepted for the entity. | That it is a storefront, headquarters or current operating site. | Compare the latest biennial or change filing. |
| Registered Agent | A separately designated agent, when the entity has one on file. | Ownership or management authority. | Review CEO, principal office and filings where applicable. |
| CEO and Principal Business Location | Information that may appear for a business corporation after a biennial statement filing. | The CEO owns shares or that the address is current after a move. | Check Statement Status and the latest statement date. |
| Filing History | The state’s record of formation, amendments, mergers, dissolution, surrender and other filings. | Every private ownership or contractual event was filed. | Order the relevant filing when the summary is not enough. |
Verify a New York Company Before Paying or Signing
Use the registry to identify the legal party behind a quote, lease, invoice, donation request or service agreement. Then complete any licence, lien or tax checks relevant to the transaction.
Match these items
- Legal entity name on the contract
- DOS ID
- Entity type and jurisdiction
- Active or Inactive entity status
- Biennial Statement Status
- Service-of-process address
- Assumed-name relationship
- Newest relevant filing
Do not assume this
- The person emailing you is authorised
- The bank account belongs to the entity
- The entity has no UCC filings or tax warrants
- The contractor or professional is licensed
- The business is insured
- The CEO or registered agent is the owner
- Active means biennial Current
- The entity is financially healthy
Worked example: the invoice name does not appear
“Metro Stone & Tile”
No exact entity appears.
The DBA belongs to “MST Renovation LLC.”
Search the LLC, verify status and separately check the required home-improvement licence.
Active, Inactive and Biennial Past Due Are Different
New York displays entity status and statement status separately. This distinction solves one of the most common lookup mistakes.
Current Entity Status
Active means the entity has not ended its New York record through the applicable dissolution, surrender or termination filing shown by DOS.
Inactive means an ending or inactive event has been recorded. Review the inactive date and filing history to identify dissolution, surrender, termination, merger or another event.
Biennial Statement Status
Current means the corporation or LLC is current on the biennial statement shown in the DOS record.
Past Due means the statement was not filed when required. The entity can still display Active while the statement is Past Due.
| What you see | What it means for a visitor | What the entity should do |
|---|---|---|
| Active + Statement Current | The entity record is active and the biennial statement is current. Continue with licence, identity and filing checks. | Keep the process address and statement information current. |
| Active + Statement Past Due | The entity still exists in the DOS record, but the biennial statement is overdue. A status certificate will reflect the delinquency. | File the past-due statement online or request a paper form. |
| Inactive | The entity has an inactive event in the record. Do not assume it currently has authority to conduct business. | Read the filing history and use the correct dissolution, reinstatement, surrender or authority process. |
| Old business says it closed | Stopping operations does not by itself change the DOS record. | A domestic entity remains active until dissolved; a foreign entity remains active until surrender or termination is filed. |
No Result? Use This Search-Recovery Order
Work from simple name changes to alternate record systems before concluding that no business record exists.
Find the Correct New York DBA Record
New York divides assumed-name filing by legal structure. This is why many DBA guides give incomplete instructions.
File with NY Department of State
The DOS filing fee is $25, plus county fees. The additional fee is $25 per county, except New York, Kings, Queens, Bronx and Richmond counties, where it is $100 per county.
File with NY Department of State
The official LLC Certificate of Assumed Name page lists a $25 state filing fee. Use the entity’s exact legal name from its DOS record.
File with the county clerk
A Business Certificate is filed in the county where the business is located. In New York City, each borough has its own county clerk.
New York City county-name decoder
Rules that prevent rejected or misleading DBA filings
- Use the entity’s exact current name from the DOS record; do not abbreviate it.
- A foreign entity may also need to state its New York fictitious name.
- An assumed name cannot include entity indicators such as Corporation, Incorporated, Limited, LLC or LP, or their abbreviations.
- Provide a street address for the principal place of business; a post office box alone is not accepted for that field.
- List the New York counties and the locations where the assumed name will be used.
- Keep the official filing receipt. DOS states that duplicate filing receipts are not issued to replace lost or destroyed receipts.
After identifying the correct filing level and legal name, use the official assumed-name search or form.
Do Not Use the Public Search as Final Name Approval
This is the most important New York name-search rule: the online entity database is intended for status inquiries about records already on file. DOS explicitly warns users not to treat it as the official determination that a proposed name is available.
| Action | Cost and duration | What it actually does |
|---|---|---|
| Public database screening | Free | Helps identify similar records but does not decide legal availability. |
| Written name-availability inquiry | $5 per name | DOS searches availability as of the date and time the inquiry is completed. Telephone requests are not accepted. |
| Application for Reservation of Name | $20 for 60 days | Temporarily reserves an available name. The reservation receipt must accompany the related filing. |
| Extension of reservation | $20 per 60-day extension | Corporation and LLC reservations may generally be extended twice if requested before expiration. |
Practical name-check sequence
- Search the full proposed name.
- Search the distinctive words without LLC or Inc.
- Try spelling, singular/plural and spacing variations.
- Search assumed names.
- Review restricted-word or professional-entity requirements.
- Request a written DOS name-availability search when certainty matters.
- Reserve the name only when temporary protection is useful.
Check and Fix a New York Biennial Statement
Domestic and foreign business corporations and LLCs file every two years. The due period is the calendar month in which the original formation or authority document was filed.
The next statement is due during March 2026.
The next statement is due during October 2027.
A statement filed before its due month does not replace the filing required during the actual due month.
What the statement updates
Business corporation
- CEO name and business address
- Principal executive office street address
- Address for DOS to forward process
- Board size and number of women directors
Limited liability company
- Address where DOS forwards process
- Email notice information through the separate update service
- Exact entity name and DOS ID for online filing
Why Past Due matters
A past-due statement appears in Department records and on a Certificate of Status or status letter. It can delay transactions. More importantly, an outdated process address can cause the entity to miss legal papers forwarded by the Secretary of State and risk a default judgment.
How to correct a Past Due record
- Search the entity and copy its exact name and DOS ID.
- Confirm the Statement Status and Next Statement Due Date.
- Open the e-Statement system during the eligible filing period.
- File the overdue statement and pay the $9 fee.
- If online filing fails, request a paper form from the Statement Unit.
- After filing, order a new Certificate of Status only if a transaction requires it.
Order the Right New York Business Document
The free public profile is useful for research. A bank, court, lender or another state may require a plain copy, certified copy or Certificate of Status.
Online profile
Use for current public fields and preliminary identity checks. It is not a certified document.
Plain copy
A non-certified copy of a filed document. The listed written-request fee is $5 per document.
Certified copy
A copy certified by the Division. The listed written-request fee is $10 per document.
Certificate of Status
Also called good standing or existence. The listed fee is $25.
Historical manual record
Use a written request for very old inactive corporations outside the computerized history.
County DBA certificate
Use the county clerk for sole-proprietor or general-partnership business certificates.
Document-copy details
- Electronic copies can be ordered online for entities formed or authorised in New York on or after July 30, 1990.
- A written request should include the exact name, DOS ID or formation date, requested document, plain/certified choice and routine/expedited choice.
- Copies cannot be ordered by telephone.
Certificate of Status details
- The request must state that a Certificate of Status is required.
- Include the exact entity name and DOS ID or formation/authority date if known.
- State routine or expedited handling and provide delivery information.
- Certificates cannot be ordered online or by telephone.
- Written requests may be sent by mail, hand delivery or email with the required payment authorisation.
| Expedited level | Additional fee | Important cutoff |
|---|---|---|
| Within 24 hours | $25 | Accepted between 9:00 a.m. and 4:00 p.m.; weekends and closed days do not count. |
| Same business day | $75 | Must be received by 12:00 noon. |
| Within 2 hours | $150 | Must be hand-delivered or otherwise received under current instructions by 2:30 p.m. |
New York DOS Changes That Matter in 2026
Two current process changes are important for users working with foreign-country LLCs or sending filing requests.
Foreign-country LLC disclosure
Effective January 1, 2026, non-exempt LLCs formed under the law of a foreign country and authorised to do business in New York must file initial and annual disclosure statements identifying people who own or control the LLC.
This rule is narrower than a requirement for every domestic New York LLC. Review the official eligibility and exemption guidance before assuming it applies.
Fax requests are no longer accepted
The Division’s current update page says filings and requests are no longer accepted by fax. Use mail or email where the specific service permits it, and follow the instructions for that filing or request.
Use the Correct New York Government Search
The entity database is not a universal licence, lien, tax or ownership search. Switch tools when the question changes.
Contact the Division With a Useful Question
Provide the exact entity and the result you need. This is more effective than asking only why a company does not appear.
Prepare before calling or writing
- Exact legal or advertised name
- DOS ID, if known
- Entity type and jurisdiction
- Current Entity Status and Statement Status
- Search options and name variations already tried
- Formation or authority date
- Document, biennial or status issue
- The exact action or information you need
Final New York Entity Verification Checklist
Complete this check before you sign, pay, file or state that a business is properly verified.
NY SOS Business Search FAQs
Is the New York business entity search free?
Yes. The Department of State Public Inquiry database is free to search. Fees apply when requesting written name-availability searches, filing biennial statements, reserving names, filing DBAs or ordering copies and status certificates.
What is a New York DOS ID?
A DOS ID is the unique identification number assigned to a corporation or business entity record by the New York Department of State. It is not a federal EIN, tax-account number or professional licence number.
Can a New York entity be Active and Biennial Statement Past Due?
Yes. Entity status and statement status are separate. A corporation or LLC can remain Active while its biennial statement is Past Due. The delinquency will appear on a Certificate of Status or status letter.
Why can’t I find a New York business?
The search may be too exact, the entity may be Inactive, the business may use an assumed name, or it may be a sole proprietorship or general partnership recorded with a county clerk. Very old inactive corporations may require a written manual-record request.
Does the New York entity record show the owner of an LLC?
Not as a complete public ownership list. The record may show a registered agent and service-of-process information, but it generally does not provide a complete list of LLC members or beneficial owners.
Is the registered agent the owner?
Not necessarily. A registered agent receives legal or official documents. An owner may serve as agent, but a lawyer or professional agent service can also appear without owning the entity.
How do I search a New York DBA?
Use the Assumed Name option in the DOS Public Inquiry database for corporations, LLCs and limited partnerships. Sole proprietors and general partnerships generally file business certificates with the county clerk where the business is located.
How often is a New York biennial statement due?
A domestic or foreign business corporation or LLC generally files every two years during the calendar month in which its original formation or authority document was filed. The filing fee is $9.
Does an empty New York entity search mean a proposed name is available?
No. The public database is intended for status inquiries and is not the official name-availability determination. A written DOS name-availability inquiry costs $5 per submitted name, and a 60-day reservation costs $20.
How do I get a New York Certificate of Good Standing?
New York calls it a Certificate of Status, also referred to as good standing or existence. Submit a written request with the exact entity name, DOS ID or formation date, processing choice and delivery information. The fee is $25, and it cannot be ordered online or by telephone.
Freshness note: the official search interface, fees, filing rules and service methods can change. This guide was checked against New York government sources on July 23, 2026. Confirm the final fee, deadline, delivery method and available action on the linked official page before submitting payment or documents.