When it comes to verifying a business, conducting due diligence, or even registering your own company in New York, one of the most powerful tools at your disposal is the New York Secretary of State Business Entity Search. This service offers a transparent, reliable, and comprehensive method for researching companies that are registered to operate in the state. Whether you’re a prospective investor, entrepreneur, legal professional, or consumer, mastering this system gives you critical insights.
What is the New York Secretary of State Business Entity Search?
The New York Department of State – Division of Corporations maintains a database of all business entities legally formed or authorized to do business in New York. The Business Entity Search tool allows anyone to search for detailed information about corporations, limited liability companies (LLCs), limited partnerships (LPs), and more.
This publicly accessible database includes vital information such as:
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Entity Name
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DOS ID Number
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Filing Date
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Current Status (Active, Inactive, Dissolved, etc.)
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Registered Agent
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Jurisdiction of Formation
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Stock Information (for corporations)
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Business Address and Mailing Address
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CEO or Service of Process contact information
Why Use the NY Secretary of State Business Search Tool?
Business transparency is critical in today’s world. Whether you’re entering into a partnership, vetting a vendor, or checking the status of your own company, this tool provides clarity and protection. Reasons to use it include:
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Confirming legitimacy of a business
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Checking the status of a company (e.g., is it active or dissolved?)
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Accessing service of process information
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Verifying the formation date for due diligence or compliance
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Finding out if a name is available for your new business
How to Perform a New York Business Entity Search
Using the New York Secretary of State website is straightforward and completely free. Follow these steps:
1. Go to the Official NYS DOS Search Portal
Visit the New York Department of State Division of Corporations search page:
https://apps.dos.ny.gov/publicInquiry/
2. Choose Search Type
You can search by:
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Entity Name (most common)
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DOS ID Number
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Officer Name (only available on certified documents)
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Assumed Name (DBA)
3. Enter Search Criteria
Type in the full or partial business name. For example, entering “Empire Tech” will return all entities that contain those words.
4. Review Results
The search results page shows a list of entities matching your criteria. Click on the business name to see:
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Legal structure (LLC, Corp, etc.)
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Formation date
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Status
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Address and registered agent
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Filing history (viewable via additional requests)
Understanding Entity Status in New York
A common point of confusion is what the status of a company means in the results. Below are the most common statuses and what they indicate:
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Active – The business is in good standing and legally authorized to operate.
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Inactive – The entity may have missed filings or fees.
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Dissolved – The business has been legally dissolved and can no longer operate.
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Merged – The business has merged with another entity.
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Suspended – The entity has been suspended for non-compliance.
How to Check for Name Availability in New York
Before registering a new business, you must ensure that your desired name is not already in use. Use the Entity Name search feature and look for exact or close matches.
Tips for Name Availability Search:
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Avoid special characters.
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Try using partial words to check for variants.
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Make sure your name is unique and distinguishable from existing entities.
Requesting Certified Documents and Certificates of Good Standing
If you need official proof of business formation or good standing, you can request:
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Certificate of Status (Good Standing)
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Certified Copies of Formation Documents
To do this, visit the Division of Corporations Contact Page and follow the instructions to order via mail, fax, or in person.
Starting a Business in New York? Here’s What You Need
If you’re planning to form a new business entity in New York, here’s a quick checklist:
For LLCs:
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Choose a unique business name
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File Articles of Organization
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Designate a registered agent
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Publish your LLC formation in two newspapers (per NY publication requirement)
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Create an Operating Agreement
For Corporations:
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File Certificate of Incorporation
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Elect directors and officers
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Adopt bylaws
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Issue stock
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Hold initial board meetings
All formation filings are done via the New York Department of State, either online or by mail.
NY Corporation Search vs. Federal Business Entity Lookups
It’s important to understand that New York’s business database is state-specific. If you want to verify EIN (Employer Identification Number) or conduct federal-level searches, you need to use the IRS or U.S. Securities and Exchange Commission (SEC) databases.
For example:
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EIN lookup: Requires contacting the IRS directly or checking tax forms.
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SEC lookup: For publicly traded companies and financial disclosures.
Tips for Using NY Business Search for Due Diligence
If you’re verifying a business for investment, procurement, or legal matters, be thorough:
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Check the filing date to determine how long they’ve operated.
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Look for frequent amendments, which might signal instability.
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Cross-check the address with other public records.
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Confirm agent information is consistent and up-to-date.
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If needed, request a Certificate of Status for legal confirmation.
Common Issues and Solutions
1. Entity Not Found:
Make sure you’re spelling the name correctly. Try removing punctuation or using broader search terms.
2. Status Shows “Inactive”:
Contact the business directly or check for updated filings. An inactive status might indicate pending issues.
3. Need Physical Documents:
Use the document request service from the Department of State to obtain official records.
Contact Information for New York Department of State
Division of Corporations, State Records, and UCC
Address: One Commerce Plaza, 99 Washington Avenue, Albany, NY 12231
Phone: (518) 473-2492
Hours: Monday–Friday, 9:00 AM–4:30 PM (EST)
Website: https://dos.ny.gov
Conclusion
The New York Secretary of State Business Entity Search is a powerful, free tool for anyone involved in business, law, or investment in the Empire State. Whether you’re launching a new LLC, verifying a corporation, or conducting investigative due diligence, this platform provides everything you need to make informed decisions. Mastering its use will empower your business operations and enhance transparency at every level.
