How to File a DBA in New York 3 Simple Steps

Image of a man looking up how to file a D B A in New York

Registering a New York DBA, also known as an assumed name or fictitious name, is a simple process and it’s done at the county level or the New York Department of State depending on your business structure. To learn more about why you may need a DBA read our What is a DBA article.

How To Use This Guide

1) DBA for an incorporated business


Incorporated businesses are required to file for their certificate of assumed name with the New York Department of State. Incorporated business include LLCs, corporations, LLPs, Foreign Entities, and more.

2) DBA for an unincorporated business

Unincorporated businesses are required to file for their certificate of assumed name (also referred to as a Business Certificate), with the appropriate County Clerk’s office. The following types of businesses are considered unincorporated: Sole Proprietorships, Partnerships, Estates, and Real Estate Investment Trusts.

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Registering a DBA for an Incorporated Business

Incorporated businesses must file their DBA with the New York Department of State. The following business types are considered incorporated:

  • For-profit Corporations
  • Non-Profit Corporations
  • Professional Corporations
  • Professional Associations
  • Limited Partnerships
  • Limited Liability Partnerships
  • Limited Liability Companies
  • Any Foreign Filing Entities

Step 1) Start With a DBA Name Search

If you haven't already, head over to the New York Department of State website to make sure your name isn't taken by -- or too similar to -- another registered New York business.

Make sure your name complies with New York naming rules. Your name cannot include words that could confuse your business with a government agency (FBI, Treasury, State Department, etc.).

Restricted words (e.g. Bank, Attorney, University) may require additional paperwork and a licensed individual, such as a doctor or lawyer, to be part of your business. Learn more about NY naming guidelines here.

Next, a quick search on the U.S. Trademark Electronic Search System will tell you whether someone else has already trademarked your name.
Now would be the perfect time to make sure there’s a web domain available for your DBA as well.

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If you need extra guidance with naming your business, we can help.

Step 2) Register Your DBA with the State

If your business is incorporated, you are required to file your DBA with the New York Department of State.

First, print a copy of the certificate of assumed name form. The form requires you to give the following information on lines 1-6:

  • Line 1: Your current legal name
  • Line 1a: If your company is a foreign entity (a business formed in a different state), list your fictitious name here.
  • Line 2: Your business entity type, ie. corporation, LLC, general partnership.
  • Line 3: Your new assumed name (DBA)
  • Line 4: Number and street of your principal New York business location or out of state address for foreign entities
  • Line 5: Select all counties where you do business or intend to do business
  • Line 6: Number and street of all of your New York business locations where you transact business.

How to Submit New York Certificate of Assumed Name Form:

Walk-In

New York State Department of State

Division of Corporations

One Commerce Plaza

99 Washington Avenue

Albany, NY 12231

By Mail

New York State Department of State

Division of Corporations

One Commerce Plaza

99 Washington Avenue

Albany, NY 12231

By Fax

Include the Credit Card/Debit Card Authorization Form and your written request for a certified copy, if required and fax to (518) 474-1418.

Fees

Certificate of Assumed Name: $25, plus any associated county fees for corporations only

Certified Copy of Certificate of Assumed Name: $10

Additional Fees for Corporations

  • $100, for each county where business is or will be conducted within New York City (Bronx, Kings, New York, Queens, and Richmond Counties)
  • $25, for each county where business is or will be conducted outside New York City
  • $1,950, for every New York State county and the Certificate of Assumed Name combined

Expedited Fees

  • 2 hour processing: $150
  • Same day processing: $75
  • Processing within 24 hours: $25

Payment

Fees must be paid by cash, check, money order, MasterCard, Visa or American Express. Checks and money orders should be made payable to the “Department of State.”

When using a credit card by mail or fax, you must complete and sign the Credit Card/Debit Card Authorization Form and submit it to the Division of Corporations with your Certificate of Assumed Name.

Do not send cash through the mail and all checks over $500 must be certified.

Other DBA Actions:

Questions

Call the New York Department of State: (518) 473-2492

Renewal

Your certificate of assumed name does not expire. 

How to Change Your DBA

To make changes to your certificate of assumed name, you must complete and submit the Certificate of Amendment of Certificate of Assumed Name form.

Withdrawing Your DBA

You can find the Certificate of Discontinuance of Assumed Name form here.

Registering a DBA for an Unincorporated Business

Unincorporated businesses are required to file with the appropriate County Clerk’s office(s). The following types of businesses are considered unincorporated in New York:

  • Sole Proprietorships
  • Partnerships

Step 1) Start With a DBA Name Search

If you haven't already, head over to the New York Department of State website to make sure your name isn't taken by -- or too similar to -- another registered New York business.

Make sure your name complies with New York naming rules. Your name cannot include words that could confuse your business with a government agency (FBI, Treasury, State Department, etc.).

Restricted words (e.g. Bank, Attorney, University) may require additional paperwork and a licensed individual, such as a doctor or lawyer, to be part of your business. Learn more about NY naming guidelines here.

Next, a quick search on the U.S. Trademark Electronic Search System will tell you whether someone else has already trademarked your name.

Now would be the perfect time to make sure there’s a web domain available for your DBA.

Find a Domain Now

Service provided by GoDaddy.com

If you need extra guidance with naming your business, we can help.

Step 2) Register Your DBA with the County Clerk

If your business is unincorporated, then you are required to file a business certificate with the appropriate county clerk’s office(s). The business certificate is essentially the counties’ version of the certificate of assumed name.

Knowing which county to file in is simple: you must file in any county where your business conducts or transacts business.

In New York State, all partnerships must file a “business certificate for partnerships” with the appropriate county clerk’s office(s).

We will give you step-by-step directions to get a New York County DBA. If you need to file in a different county than New York County, you’ll have to get in touch with the county clerk for instructions. You can find your counties contact information here.

How to File for a New York County DBA

At this point, you should have already nailed down your DBA name and completed the name searches in Step 1 above.

New York County suggests searching their assumed name records before you start the DBA filing process. Those records can be found at the New York County courthouse basement at 60 Centre Street in Manhattan.

If your New York County business is unincorporated, you will have two forms to choose from:

Partnerships: X-74 Business Certificate for Partnerships

Sole Proprietorships: X-201 Business Certificate

The county does not provide these forms. Business owners are advised to purchase them at the courthouse candy shop/newsstand at 60 Centre Street or at a legal stationery store. The forms are also available online for a fee.

How to Submit New York County Business Certificates:

Walk In:

60 Centre Street, Room 161

New York, New York 10007

Payment:

Filing Fee: $100, certified copies are an additional $10

The County Clerk accepts cash, or Visa, MasterCard, or American Express for payment of the requested fee.

No personal or company checks are accepted.

Other DBA Actions:

Questions For the New York County Clerk

Call (646) 386-5955 for general questions about business certificates, assumed names, and DBAs.

Renewal

Your business certificate does not expire.

How to Change Your DBA

To make changes to your business certificate, visit the County Clerk’s office to complete an amendment form. The New York County Clerk will supply the form and the fee to file is $121. Before heading to the County Clerk’s office, call (646) 386-5955 to confirm process for the type of change needed.

How To Withdraw Your DBA

File the discontinuance of certificate of assumed name form with the New York County Clerk.

 

New York FAQ

Can I file a DBA online in New York?

You cannot file a DBA online in New York at this time.

How Do I Change My DBA in New York?

To make changes to your certificate of assumed name, you must complete and submit the Certificate of Amendment of Certificate of Assumed Name form.

For most changes, visit the County Clerk’s office to complete an amendment form and pay a filing fee. Contact your county clerk for county specific instructions for changing your DBA at the county level.

How Can I Withdraw my DBA?

Contact your county clerk for county specific instructions for withdrawing your DBA for your unincorporated business.

For incorporated businesses, you will need to file for discontinuance of your assumed name with the NY Department of State. You can find the Certificate of Discontinuance of Assumed Name form here.

How Often Should I Renew My New York DBA?

Your New York DBA doesn’t have to be renewed.

When is a DBA required in New York?

A DBA is required whenever a business is operating under a name other than its legal name. In the case of a sole proprietorship, you will need a DBA if you are operating under a name other than your own personal name. Partnerships in NY must always file a DBA in all counties where they transact business.

How Do I Transfer my DBA in New York?

Most transfers can be completed by filing an amendment to change the owner’s name.

Need Help Filing Your DBA?

If you’d like some help filing your New York DBA, feel free to read our reviews of the two best DBA filing services on the market: