The 2024 Small Business Profile Report from the Small Business Administration (SBA) details New York’s business landscape. This report revealed that the state is home to 2.2 million small businesses, which account for 99.8% of all businesses. Out of these total, 77,815 new business entities emerged from March 2022 to March 2023.
Among the leading industries in New York are the Professional, Scientific, and Technical Services, with 332,888 entities, followed by Transportation and Warehousing, with 290,411 entities, and Real Estate and Rental and Leasing, with 252,255 entities. These business entities employ around 3.7 million individuals, which represents 46.3% of the state’s total workforce.
A New York business entity search must be conducted to access detailed information on these business entities. To initiate this process, follow the steps below:
Go to the New York Department of State Website
The first step in conducting a business entity search in New York is to visit the New York Department of State’s official website at dos.ny.gov.
On the homepage, navigate to the “Licensing & Business” section in the header. From the dropdown menu, select “Corporations & Business Entity Records.” This option directs users to New York’s business entity database, which contains detailed information on registered businesses and nonprofit organizations operating within the state.
Search Using the Available Options
The New York business entity database offers multiple search options to streamline the process of finding business information. Users can search by entity name, with filters such as “begins with,” “contains,” or “base word” to refine results. Additionally, searches can be conducted based on entity status or type for more precise outcomes.
The system also supports searches using unique identifiers, such as the DOS (Department of State) ID, assumed names, or assumed name IDs, to enhance the accessibility and efficiency of locating specific business entity details within the state’s comprehensive database.
Refer to this Additional Search Instructions page for more guidance on using the New York business entity database search options.
Select an Entity from the Search Results
After entering the search criteria and clicking the “Search Database” button in the New York business entity database, the system will generate a list of matching entities. The search results include the following details for each entity:
- Entity Name
- DOS ID #
- Assumed Name ID (if available)
- Entity Status
- Entity Type
- Date of First Filing
- County
View the Entity Details
Individuals can click on a specific entry from the resulting list to gain in-depth information about a particular entity. Among the details included are the following:
- Entity name, type, and status
- Foreign legal name (if applicable)
- Section of law
- Filing date
- Foreign formation date
- County and jurisdiction
- DOS ID #
- Fictitious name
- Duration date or date of dissolution
- Inactive date (if applicable)
- Statement status and next statement due date
- NFP category
This details page also includes the entity’s executives’ and registered agent’s names and addresses. It can also reveal the entity’s stock information, name history, merger history, filing history, and assumed name history.
Further Assistance About the Search
Individuals seeking additional assistance in searching for New York business entities can contact the Department of State directly using the contact details on its official website. Department personnel can provide guidance on navigating the business entity search process, clarify specific search criteria, and address any technical difficulties encountered during the search.
Why Do a New York Entity Search?
Conducting a business entity search in New York proves beneficial for those looking to engage in business activities within the state. This search provides comprehensive details about existing businesses that aid in strategic business decision-making. Key benefits of performing a New York business entity search include:
- Verify Business Legitimacy: Entrepreneurs, investors, and legal professionals can conduct a business entity search to verify the legitimacy of businesses in New York. Through the search, stakeholders can reveal if a particular business is legally registered in the state, which can give them confidence in making business dealings and avoiding fraudulent transactions.
- Avoid Trademark Infringement: A New York entity search can help avoid trademark infringement by ensuring a business name does not conflict with existing trademarks. By verifying if a name is already registered, individuals can avoid using names identical to those of established businesses. This proactive step reduces the risk of legal disputes, costly litigation, and potential rebranding efforts.
- Research Competitors: Conducting a New York business entity search can help research competitors by allowing entrepreneurs to access details such as company names, statuses, addresses, and registered agents. This information helps identify key players in the market and can be used to analyze competitor structures, operations, and locations and find potential market gaps.
- Confirm Good Standing: Through a business entity search, stakeholders can verify whether a business has met all necessary state requirements, such as filing history reports. It is essential for securing funding, entering contracts, and expanding operations, as it assures partners and investors of the company’s legal compliance and operational integrity.
- Facilitate Legal Actions or Claims: An entity search in New York reveals an entity’s ownership and agent, which can help facilitate legal actions or claims. This information can also ensure that legal notices, subpoenas, or other formal documents are delivered to the correct individuals to prevent delays or complications in legal proceedings.
- Aid in Business Acquisition or Investment: An entity search in New York can also help with business acquisitions or investments. The data revealed in this process can confirm whether an entity is in good standing, legally registered, and free from legal issues. Such transparency allows potential investors to assess risks, validate the business’s claims, and decide the viability and value of the acquisition or investment opportunity.
Who Holds Data for New York Business Entity Search
In addition to the New York Department of State, several other organizations and resources hold information relevant to conducting searches on New York business entities. These include:
New York State Department of Taxation and Finance
The New York State Department of Taxation and Finance (NYSDTF) administers state taxes, including income and sales taxes. It holds business entity records such as registration details, tax filings, and compliance histories.
The NYSDTF’s online services portal can be utilized to access business entity records. This service allows individuals and businesses to access business entity information by their employer identification numbers (EINs), manage business taxes, and request records via specific forms available on the portal.
New York State Workers’ Compensation Board
The New York State Workers’ Compensation Board (NYSWCB) manages the state’s workers’ compensation program and ensures employees receive compensation for work-related injuries or illnesses. NYSWCB holds business entity records such as proof of workers’ compensation insurance coverage, compliance status, and claims history.
These records are available through the NYSWCB’s official website, where users can file claims and manage insurance filings online. The agency also offers an employer coverage database.
This database allows users to determine if a specific employer has compensation coverage by utilizing criteria like employer name, federal EINs, policy number, and NYSWCB employer number.
New York State Department of Labor
The New York State Department of Labor (NYSDOL) oversees workforce development, employment standards, and labor laws. It holds business entity records related to unemployment insurance, wage reporting, and labor law compliance. The NYSDOL provides online dashboards regarding current employment, occupational wages, in-demand jobs, and business directories.
These dashboards allow users to access data and trends for workforce planning and entities that can be potential employers. Besides that, the NYSDOL accepts Freedom of Information Law (FOIL) requests, which allow individuals and businesses to request detailed records or information not accessible online.
New York State Liquor Authority
The New York State Liquor Authority (SLA) regulates the sale, distribution, and consumption of alcoholic beverages in the state.
It holds business entity records related to liquor licenses, permit applications, and compliance histories, such as license status, violations, and renewals. Individuals can access these records online through the SLA’s Public Query website. Interested parties can also utilize the Liquor Authority Mapping Project (LAMP) to access business entities licensed to do liquor-related business in the state.
The information obtained through LAMP includes entity names, license IDs, entity addresses, disciplinary actions, and license dates.
New York State Department of Health
The New York State Department of Health (NYSDOH) oversees public health, healthcare policies, and health-related regulations in New York. It maintains business entity records, particularly for healthcare providers and facilities. Individuals can access these records through the NYSDOH’s provider list.
This resource lists the entity name, type, status, address, and affiliations of various healthcare providers in the state.
Additionally, individuals can use the NYS Health Profiles tool to search for healthcare entities and explore information about their services and compliance with health standards.
County Clerk Offices
County clerks in New York manage various public records, including business entity records. They maintain records related to business certificates (DBAs), partnerships, and certain corporate filings at the local level.
These records typically include the business name, owner information, filing date, and status. Individuals can access these records by visiting the respective county clerk’s office in person or by making requests through mail. Some county clerks also offer online search tools on their websites.
The procedures for requesting these records can vary by county. Also, filing fees may apply, and certified copies of filings can be requested for an additional fee.
Local City Offices
Local city governments in New York maintain business entity records related to permits, licenses, and zoning compliance for businesses operating within their jurisdictions. These records typically include:
- Business names
- Owners
- License types
- License issuance and expiration dates
- Zoning approvals
To access these records, individuals can visit the city government’s offices, such as the clerk’s office or the licensing department. Many cities also provide online portals where users can search for business licenses or permits by business name or license number. Depending on city policies, fees may apply for copies of records or detailed information requests.
Federal Agencies
Several federal agencies maintain business entity records relevant to businesses operating in New York. These records typically include tax compliance, legal status, employment practices, and other regulatory requirements. Below are some of the key federal agencies and the types of business entity records they manage:
- Internal Revenue Service (IRS): Maintains records of EINs, federal tax filings, and tax-exempt status for businesses and organizations.
- U.S. Securities and Exchange Commission (SEC): Oversees filings for publicly traded companies, including registration statements, periodic financial reports, and disclosures.
- U.S. Patent and Trademark Office (USPTO): Keeps records related to trademarks, patents, and copyrights filed by businesses.
- U.S. Department of Labor (DOL): Holds records related to wage compliance, workplace safety, and employee benefits, such as records of employee retirement plans.
- U.S. Small Business Administration (SBA): Preserves records of small business certifications, loans, and disaster assistance applications.
- U.S. Customs and Border Protection (CBP): Has import/export records for businesses engaged in international trade.
These agencies provide access to their records through their websites or by submitting formal requests.
Commercial Database Providers
Business entity records in New York are also accessible through commercial database providers like Dun & Bradstreet, LexisNexis, and ZoomInfo. These providers compile public records from different agencies and transform them into searchable platforms. Among the business information that can be obtained through these platforms are:
- Entity name and type
- Entity status
- Business address
- Registered agent
Users can retrieve records from commercial providers using search criteria that vary per platform. Also, fees may apply when conducting this process, which can be charged per search or by paying a subscription.
What Are Different Entities You Can Register in New York?
One of the most important decisions when starting a business in New York is choosing the correct legal entity type for the venture. The state has several kinds of legal entities, each with its set of legal, financial, and operational implications. Below are some of the business entities one can register in New York:
- Business Corporation: In New York, a business corporation is an entity type typically formed to conduct business for profit. This type provides limited liability protection for its shareholders, which means that their personal assets are separate from business debts and obligations. To file a business corporation in New York, individuals must download and fill out a Certificate of Incorporation (Form 1239). The completed form must then be sent to the Department of State in person or via mail to the address below: New York Department of State Division of Corporations One Commerce Plaza, 99 Washington Avenue, Albany, NY 12231 The department also accepts online filing of certificates of incorporation. Regardless of the chosen method, a $125 filing fee is required.
- Not-for-Profit Corporation: A not-for-profit corporation is established to serve purposes other than generating profit for its members. This type of entity mostly focuses on charitable, educational, religious, or social causes. To establish this business entity in New York, the organization must submit a Certificate of Incorporation Form (1511) to the Department of State. This form can be conveniently submitted online, in person, or by mail to the designated address found on the form. A filing fee of $75 must be paid to complete the process. If the organization intends to operate tax-free, it can apply for tax-exempt status on the IRS (Internal Revenue Service).
- Limited Liability Company (LLC): In New York, a limited liability company (LLC) is a widely chosen business structure that offers the flexibility of a partnership along with the liability protection of a corporation. Entrepreneurs choose LLCs for their simple structure and the personal asset protection they offer. This means the LLC members are not personally liable for the company’s debts or legal obligations. To register an LLC, Articles of Organization (Form 1336) must be filed with the New York Department of State. The filing can be done online, by mail, or in person, and the filing fee is $200.
- General Partnership: A general partnership (GP) is a business structure where two or more individuals come together to operate a business. In this entity type, all partners share equal responsibility for the business’s debts and obligations, which means they are personally liable for any liabilities incurred by the partnership. While New York does not require filing formal formation documents, several steps must be followed to ensure a GP complies with local regulations. For tax purposes, an EIN must be obtained from the IRS. Moreover, specific licenses or permits must be obtained depending on the business type and location.
- Limited Partnership: A limited partnership (LP) business entity in New York consists of at least one general partner and at least one limited partner. The general partner has complete control over the management of the business. In contrast, limited partners contribute capital and share in the profits but are not involved in day-to-day business management. To register an LP in New York, a Certificate of Limited Partnership (Form 1391) must be filed with the Department of State. The filing process can be done in person or by mail. The cost of filing an LP in New York is $200.
- Sole Proprietorship: A sole proprietorship is a business structure in which one individual owns and operates a business. The sole proprietor personally handles the company and is liable for any debts or legal obligations incurred by the business. Sole proprietorships do not need to file legal documents with the Department of State. However, they must follow specific rules to operate legally. For example, if the sole proprietor chooses to operate using an assumed name, a certificate of assumed name must be filed in the county or city where the business operates.
Useful Additional Information on the New York Department of State Website
Apart from business entity searches, the New York Department of State website provides various resources and functions that businesses can utilize. Here are some of its noteworthy features:
Corporations and Businesses Services
The Corporations and Business Services section on the New York Department of State website provides resources for business entity formation, registration, and maintenance. It includes tools to manage various types of business entities, file formation documents, handle name reservations, request certificates of status, and update business records.
Additionally, it offers access to important filings, such as annual reports, and resources for legal compliance and entity management within New York.
Uniform Commercial Code Filings
The Uniform Commercial Code (UCC) Filings section provides access to resources valuable for business entities’ secured transactions.
This section includes tools to search UCC filings, view records, and manage lien information to confirm that businesses comply with UCC requirements when securing loans or credit. It also offers resources for filing amendments, continuations, or terminations of UCC filings.
Licensing Complaints
The Licensing Complaints section is useful for filing complaints against licensed professionals or businesses registered in the state.
This section allows individuals to report violations of laws or regulations by licensed entities, such as fraudulent practices or misconduct. It also offers resources for tracking the status of complaints and explains the investigation process.
FAQs and Business Formation
For those seeking more information regarding business entities in New York and starting up a business, the FAQs and business formation sections can be utilized. The FAQs section covers topics such as business entity formation, registration requirements, and legal obligations.
Meanwhile, the business formation section outlines step-by-step instructions for starting a business, including filing the necessary documents, obtaining permits, and understanding tax responsibilities.
New York Business Search FAQ
Review the frequently asked questions below for more information regarding business entity searches in New York:
How Often Is the New York Business Database Search Updated?
The New York business database is updated regularly, with new filings and changes typically processed within a few business days after submission to the Department of State.
Is There a Fee for Conducting a New York Entity Search?
Individuals can conduct a basic business entity search for free through the New York Secretary of State’s online database.
What Do I Do if I Can’t Find a Business Entity in the New York Database?
If a business entity can’t be found in the New York database, double-check the inputted criteria for accuracy, including any punctuation or spacing variations. If the business is still unable to be located, contact the New York Department of State for assistance.
How Long Does It Take To Receive Results From a Business Entity Search in New York?
The New York business entity database results are available instantly upon clicking the search button.
Can I Use the Search Results From the New York Business Entity Database as Legal Proof of a Business’s Existence?
The New York business entity database search results can provide basic information about a business’s status, but they are not considered official legal proof. Individuals must request official documents from the New York Secretary of State to obtain legal proof of a business’s existence.
What Should I Do if I Want to Dispute the Information Found in the Search?
If an individual wants to dispute information found in a New York business entity search, they should contact the New York Secretary of State’s office for clarification or correction. The office may require supporting documentation to investigate and resolve the issue. If the error involves official documents, a formal request for review or amendment may be necessary.
Is There a Limit to the Number of Searches I Can Perform in the New York Business Entity Database?
There is no limit to the number of searches an individual can perform in the New York business entity database. The search tool is publicly accessible and allows unlimited queries for business information.
Can I Access the Business Entity Search Database From My Mobile Device?
Yes, the New York business entity search database is accessible from mobile devices. Users can visit the official website and search directly from their smartphones or tablets, just like on a desktop computer. Copyscape flagged one result showing 1% matching text for keywords like Limited Liability Company (LLC).