Every corporation, LLC, limited partnership, and not-for-profit that files with the New York Department of State has an official record, and most of it can be viewed by anyone. A New York company record is the summary that the Division of Corporations, State Records and Uniform Commercial Code keeps for each business entity. It shows what the entity is, when it was formed, and where it stands today.
The record lives in the official Corporation and Business Entity Database. Searching is free, no account is needed, and the database is updated regularly. This page explains what each field means and how the summary differs from the filed documents.
How to Open a New York Company Record
The record sits a few clicks deep in the official Public Inquiry application. The whole trip takes minutes, and nothing is charged along the way. Here is the path:
- Open the official search. The Public Inquiry application sits at apps.dos.ny.gov/publicInquiry/#search, or use the button above.
- Choose a search method. The Search By field accepts Entity Name, DOS ID, Assumed Name, or Assumed Name ID.
- Pick the matching option. Begins With suits a known exact name; Contains covers uncertain spellings.
- Filter by entity type when a broad name returns too many rows.
- Select Search the Database and open the matching entity.
- Read the fields below. Each one answers a different question about the company.
- Save or print the record. The summary is free to keep for files and follow-up checks.
Tip: When a name returns a crowd of lookalikes, switch to a DOS ID search. The nine-digit identifier returns one exact record with no guesswork.
Search Methods Compared
The four search methods in the Search By field fit different starting points:
| Search method | Best when |
|---|---|
| Entity Name | The company name is known, fully or in part |
| DOS ID | The nine-digit identifier is known |
| Assumed Name | The company trades under a filed assumed name |
| Assumed Name ID | The identifier for an assumed name filing is known |
What the Record Shows
Each record gathers the fields the Department holds for the entity. The table below explains what every field means and the question it answers.
| Field | What It Means |
|---|---|
| Entity name | The current legal name registered with the Department |
| Prior names | Earlier names the entity used; both stay on the record |
| DOS ID | The nine-digit identifier assigned when the entity filed |
| Entity type | Domestic or foreign business corporation, not-for-profit corporation, LLC, limited partnership, or LLP |
| Organization date | The date of organization or authorization |
| Jurisdiction | Shown when the entity was formed outside New York |
| New York county | The county on file with the Department |
| Status and status date | Active or inactive, plus when that status took effect |
| Service-of-process address | Where the Department of State mails process served on the Secretary of State |
| Registered agent | Listed when the entity has designated one |
| Filing history | The filings the entity has made with the Department |
| CEO details | For business corporations, the CEO name and address from the most recent biennial statement |
A Field-by-Field Walkthrough
The table gives the short version. The sections below fill in the meaning behind the fields that raise the most questions.
Names, the DOS ID, and the Entity Type
The current name leads the record. Earlier names stay on file too, and they matter: a company that rebranded years ago may still be known by its old name in older contracts and news stories. A search under either wording can reach the same record.
The DOS ID is the nine-digit number assigned when an entity files with the Department. Names repeat across New York; the DOS ID never does. When two companies carry similar names, the identifier separates them with certainty.
The type tells what the entity is and which rules shaped its formation. A foreign corporation, for example, formed elsewhere and then authorized in New York, shows its home jurisdiction on the record. The type shapes which fields appear — CEO details, for instance, belong to business corporations alone.
Dates, Jurisdiction, County, and Status
The organization date shows when the entity came into existence through its filing. The jurisdiction appears only when the entity was formed outside New York. The New York county rounds out the picture and anchors the entity to a place in the state.
The status field shows whether the entity is active or inactive. The status date shows when that state took effect. Together they turn a bare label into a timeline: an entity listed as active with a recent status change reads very differently from one with a decades-old record.
Service Address, Registered Agent, Filing History, and CEO Details
These two lines show how official papers reach the entity. The service-of-process address is where the Department of State mails process served on the Secretary of State. The registered agent line appears when the entity has designated its own party for official papers.
The filing history lists the paperwork the entity has lodged with the Department, starting with formation. The list is a quick window into the entity’s age and activity without opening a single document. For the documents themselves, the Division of Corporations handles written requests.
Business corporations file biennial statements, and the record shows the CEO’s name and address from the most recent statement on file. The field updates when the next statement arrives, so a recently changed leadership can lag behind the record for a time.
Database Summary vs. Filed Documents
The online record is a summary, not the paperwork itself. It confirms that a filing exists and shows when it was made, but it does not reproduce the document.
The filed documents are separate records held by the Division of Corporations, which provides plain and certified copies on written request for applicable fees. A Certificate of Status — a written confirmation of an entity’s standing — is requested in writing, too. The New York business documents page explains document requests, and the certificate of status page covers the standing confirmation.
| Aspect | Online record | Document copy | Certificate of Status |
|---|---|---|---|
| What it is | A public summary of the entity’s file | The filed document itself, plain or certified | A written confirmation of standing |
| How to get it | Free database search | Written request; fees apply | Written request |
| Best for | A quick factual check | Proof of exact filed language | Formal confirmation for banks or contracts |
When to Order Certified Documents
Everyday checks rarely need paper. The free record answers most factual questions in seconds. Paper earns its cost at specific moments: a bank asks for proof of standing, a court wants exact filed language, or a counterparty requires a formal confirmation of the entity’s status.
In those moments, the written-request path is the route. Plain copies suit reading and reference; certified copies carry formal weight. The business documents page lists the request details.
Written requests reach the Division of Corporations by mail, and each request names the entity and lists the documents wanted. The Division returns the copies with the fee total. Turnaround varies with demand, so a head start keeps a closing or a filing on schedule.
The free record still does the heavy lifting first. It settles the name, the DOS ID, and the status before anyone pays for paper, and it shows whether a document pull is worth the cost. Free search first, paper second — that order saves both time and fees.
Who Uses Company Records
The record serves a wide set of readers, and each group opens it with a different question in mind:
| Reader | Typical question |
|---|---|
| A lender or supplier | Is the entity active, and when was it formed? |
| A law firm or process server | Where does official mail reach the entity? |
| A buyer or business partner | What does the filing history show about the company’s age? |
| A researcher or reporter | How have the name and structure changed over time? |
| The company itself | Is the record current, and does the status date line up? |
When to Recheck a Record
A record pulled once is a snapshot. The database is updated regularly, so a fresh search can show a different picture after new filings land. Rechecks make sense at natural decision points:
- Before a contract or a payment — the status and the service address deserve a fresh look
- Before serving papers — the delivery target should match the record of the day
- After news of a change — a move, a merger, or a new filing can reshape the record
- On a routine schedule — businesses that monitor counterparties set a rhythm and keep it
Limits of the Record
The record is rich, yet it has edges. Knowing them prevents mix-ups:
- Officer details are thin. Business corporations show the CEO from the last biennial statement; other entity types show no officer names at all.
- No documents online. The record summarizes filings; the Division holds the filed papers.
- No sole proprietorships or general partnerships. Those businesses never file with the Department, so they carry no record here.
- A snapshot, not a live feed. The database is updated regularly, and a very recent filing may take time to appear.
- Status is one fact, not the whole story. An inactive status does not explain itself; the filing history and the entity itself fill in the rest.
Tip: Read the status date before treating an “Active” record as current news. A recent status change and an old one point to different situations.
Common Mistakes to Avoid
A few habits cause most confusion with company records. Watch for these:
- Assuming similar names mean the same company. The DOS ID settles identity; names alone do not.
- Treating the summary as the legal document. The record confirms a filing; it does not reproduce it.
- Expecting owner names. Most entity types list no officers, and the CEO field belongs to business corporations alone.
- Reading an old record as current news. The status date shows when the status took effect, not when the page was opened.
- Searching for businesses that never file here. Sole proprietorships and general partnerships live outside this database.
- Skipping prior names. A search under an outdated name can still reach the right company.
Related Searches
- New York business entity search
- New York business documents
- New York certificate of status
- New York DOS ID search
- New York service of process
- New York business status search
New York Department of State — Division of Corporations, State Records and UCC
- Address: One Commerce Plaza, 99 Washington Avenue, Albany, NY 12231-0001
- Phone: (518) 473-2492 (Monday–Friday, 8:45 AM – 4:30 PM ET)
- Email: corporations@dos.ny.gov
- Official website: dos.ny.gov
NewYorkCompanySearch.us is an independent website and is not affiliated with, endorsed by, or sponsored by the New York Department of State or any government agency. All searches are performed on official state databases linked from this page.
Frequently Asked Questions
These answers cover the questions readers raise most often about company records. Each one sticks to what the official database provides.
Is the New York company record free to view?
Yes. The Corporation and Business Entity Database is run by the New York Department of State. Searching costs nothing and needs no account.
Does the record show who owns the company?
Usually not. Business corporations show the CEO’s name and address from the most recent biennial statement; other entity types show no officer details at all.
Can the actual filed documents be obtained?
Yes. Copies are requested in writing from the Division of Corporations — plain or certified — and fees apply. See the New York business documents page.
How current is the database?
The Department updates the database regularly. A filing made very recently may take time to appear, so a fresh check is worth a repeat when timing matters.
How is the record different from a Certificate of Status?
The record is a free public summary anyone can search. A Certificate of Status is a written confirmation of an entity’s standing, requested from the Division of Corporations; the certificate of status page explains the request.