New York Business License Requirements—A Comprehensive Guide
While many states require businesses to obtain a general business license in addition to industry-specific permits, New York is one of the exceptions since there is no state-level general business license.
Despite the absence of a statewide requirement, businesses operating in New York are not exempt from local requirements. Cities like Hempstead, for instance, require business licenses, and counties like Cortland and Westchester mandate business certificates to operate legally.
These local requirements vary across the state, and businesses must know the specific regulations in the cities or counties they intend to operate in. Given these complexities, professional assistance from entities like Harbor Compliance that understand the licensing landscape can be beneficial.
This article will outline New York business license requirements, discuss how they differ by location, and highlight ways Harbor Compliance’s Managed Annual License Service can assist entities in securing the required permits.
General Business Licenses in New York
General business licenses are permits that entities need to operate in a state regardless of the products or services they offer. In most states, organizations typically need these permits in addition to other professional or industry-specific licenses.
As mentioned, there is no statewide general business license in the state of New York. Instead, each city and county has established its own licensing regulations that businesses must adhere to in order to operate legally and remain in good standing. As these local laws vary significantly, businesses must understand the specific requirements for their location.
One notable example is Hempstead, which mandates that all entities operating in its jurisdiction secure a general business license. The Village of Hempstead Pre-Submission Planning Board (PSPB) oversees the city's issuance and renewal of general business licenses.
The Requirements and Process of Securing a General Business License in Hempstead
Licensing requirements for businesses in New York vary depending on the city issuing the permit. In this section, we’ll use the City of Hempstead as an illustrative example to showcase how municipalities handle their licensing process.
To secure a general business license in Hempstead, entities must meet several requirements, including submitting key documentation. These requirements are as follows:
- Business check or money order for the filing fee of $300
- Valid DMV driver’s license or non-driver’s ID card
- Worker’s Compensation Insurance Certificate or a New York State Certificate of Attestation of Exemption, properly dated and signed
- Certificate of Commercial General Liability Insurance covering claims such as bodily injury or property damage that may occur during business operations
- Federal Employer Identification Number (EIN) or New York State Sales Tax Certificate of Authority
- Two passport photos of the business owner (required for new businesses or if ownership has changed)
Additionally, businesses responsible for water bills may be required to submit a backflow test to adhere to local regulations.
Once you’ve secured the necessary documents, you can submit your application for the general business license. The processing time typically ranges from two to five weeks, and businesses must wait until the permit is issued before engaging in any business activities. New companies and entities who have changed locations or owners must appear before the PSPB before their business license applications are processed.
Renewing a General Business License in Hempstead
An entity’s responsibilities do not end after they obtain a general business license in Hempstead. The license is only valid for two years, and after this period, renewal is required to remain in good standing.
If a business fails to renew its license two years after issuance, it will face a penalty of $25 for every 30 days that pass after the expiration date. Furthermore, the Village Court can issue a summons for businesses that do not adhere to the renewal regulations.
To renew a general business license, entities must complete a renewal application and submit it to the Village of Hempstead PSPB, along with the necessary filing fees.
Business Certificates in New York
In various municipalities in New York, businesses are required to file for a business certificate. A business certificate, or a Doing Business As (DBA) certificate, is essential for entities like sole proprietorships, partnerships, and small businesses that wish to operate under a name different from the owner’s legal name. This certificate registers the business’ legal name and does not need to be renewed.
It’s important to note that a business certificate differs from a business license. While a general business license grants permission to operate in a specific location, a business certificate simply formalizes the business’ trade name. Several counties in New York require businesses to secure this certificate, including:
- Cortland County
- Orange County
- Westchester County
Keep in mind that each county has its own set of rules and processes for issuing business certificates. Business owners are encouraged to consult their local government offices or websites to understand and adhere to the regulations that apply in their specific area.
Cortland County
The Cortland County Clerk’s Office is responsible for issuing business certificates to sole proprietorships and partnerships operating under a name different from the owner’s legal name. Corporations filed with the New York Department of State (DOS) are also registered with the County Clerk’s Office, while LLCs and limited partnerships (LPs) are only on record with the DOS.
Before businesses can file for a certificate, they must first check the County’s public records to confirm that the desired business name is not already in use. Once the name is available, the certificate can be filed with the following details:
- Name under which the business will be conducted
- Business’s physical address
- Full name, residence, and signature of each person operating the business
The application needs to be acknowledged by a notary. Fortunately, the Cortland County Clerk’s Office provides a notary service for applicants, which costs $3. The filing fee for a business certificate in this county is $25, with an additional $5 for a certified copy.
Orange County
In Orange County, only sole proprietorships and partnerships are eligible to file, discontinue, or amend business certificates at the County Clerk’s Office. LLCs, LPs, and corporations must file with the New York DOS. The filing fee for a DBA certificate is $25, and an additional $5 fee applies if a certified copy is needed.
All DBA application forms must be completed, signed, and notarized before they are submitted and processed. Notary services are available at the County Clerk’s Office. Typically, the application forms request basic information such as the business name and address, and the applicants’ full names and addresses.
Westchester County
In Westchester County, corporations, LLCs, LPs, and LLPs are not required to file for a business certificate. However, sole proprietorships and partnerships operating under a name different from the owner’s must apply for a business certificate.
Sole proprietors in Westchester County cannot use designations like “Association” or “and Company” in their chosen business name. They are also prohibited from using words that suggest another person's surname.
The application for the business certificate can be submitted via mail or in person and must be notarized. For those submitting the form in person, a staff member at the County Clerk’s Office can serve as the notary public, provided the applicant presents a valid identification. The filing fee is $35 and includes the cost of the business certificate and two certified copies.
Harbor Compliance’s Expert Solutions for Business Licensing Needs
Although New York doesn’t offer a statewide general business license, businesses still need to secure industry-specific permits to operate within the state. Local laws, such as those in Hempstead, mandate that companies obtain a general business license from the city. Additionally, some counties like Westchester and Cortland require a business certificate from the County Clerk’s Office to operate legally.
Keeping track of these regulations can be complex. However, Harbor Compliance offers tailored solutions to meet diverse business needs.
Our Managed Annual License Service is designed to assist entities in securing their general business license in cities like Hempstead. This solution also benefits organizations operating in multiple states, as they typically require state-level general business licenses. Once you provide us with the necessary information, we’ll handle the entire process. You’ll receive copies of your filings and approved business licenses, saving you time and effort.
Furthermore, Harbor Compliance specializes in helping firms secure industry-specific permits, such as those required in architecture and construction, which are necessary even if a general business license is not. We also offer a DBA filing service for entities needing business certificates.
Utilizing Harbor Compliance’s License Manager Software
Aside from our business licensing support, Harbor Compliance provides a proprietary software suite. One of the key features within this suite is License Manager, specifically designed to streamline various licensing tasks. This module offers:
- A centralized location for storing individual and firm licenses
- A built-in search engine, Compliance Core, which helps entities find licensing requirements for various industries across the U.S.
- Automated tracking for license renewal dates so you never miss a deadline
- The ability to delegate licensing tasks to different team members within your organization
How To Order Harbor Compliance’s Business Licensing Solutions
If you’re interested in utilizing our business licensing services, you can order this solution and get started using these steps:
- Visit our Business License Service page.
- Select Order Online.
- Fill out the form provided with the required business and contact information.
- Check out to complete your order.
Alternatively, if you’d like to purchase the License Manager module, you can schedule a demo session to learn about the tool. Our team will contact you and illustrate how this feature can meet your diverse licensing needs.
Harbor Compliance’s Additional Services
In addition to our proprietary software suite and business licensing solutions, Harbor Compliance offers ongoing filing support to help entities meet their regulatory obligations. The table below outlines the additional services that we provide:
| Service Category | Services |
|---|---|
| Registered agent services | |
| Nonprofit formation | |
| Entity lifecycle management | |
| Beneficial ownership information (BOI) reporting | |
| Tax services | |
| Document filing and retrieval |
New York Business License Requirements FAQs
This section will answer common questions about the New York business license requirements. For more details, visit our Information Center.
No, New York does not offer a statewide general business license. However, most municipalities have local requirements for businesses that wish to operate in their jurisdiction.
A general business license permits an entity to operate in a specific location, while a business certificate (DBA) is used to register a business name different from the owner’s legal name.
No. In most municipalities, business certificates are for sole proprietors and partners. Corporations, LLCs, and LPs are usually exempted from this requirement.
Securing Comprehensive Business Licensing Support with Harbor Compliance
Unlike most states, New York does not have a state-level general business license for entities operating within its jurisdiction. However, businesses must adhere to local laws to avoid fines and other penalties.
Harbor Compliance provides a range of services to help organizations navigate these requirements, from business licensing solutions to DBA support. Our proprietary Software Suite, including the License Manager module, simplifies various entity and license-related tasks.
Schedule a demo session to test our License Manager tool and order our Annual Managed License Service—our team will handle the rest. You can also use the Harbor Compliance Score™ to check your regulatory standing and explore our other services. All you have to do is reach out to us.
Need more resources on business licensing across other states in the U.S.? Check out the table below:
