Certificate of Publication Checklist for New York LLC

Before you mail your Certificate of Publication to Albany, verify every detail against this 16-point checklist. The Department of State rejects filings for seemingly minor errors — a mismatched LLC name, a date off by one day, or a missing notary stamp on an affidavit. A rejection adds 2-4 weeks and means starting over. This checklist helps your Certificate of Publication filing get accepted on the first try.

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Verify Your Documents

1. Both Original Affidavits of Publication

You must have:

• Original affidavit from the daily newspaper (not a photocopy)
• Original affidavit from the weekly newspaper (not a photocopy)

Each affidavit must include:

• Newspaper's official letterhead or stamp
• Statement that publication ran for six consecutive weeks
• Exact dates of publication (first and last publication dates)
• Your LLC's legal name exactly as filed with the Department of State
• A notary stamp and signature (required by law)
• The notary's commission expiration date

Common mistake: Some newspapers send unsigned affidavits or forget notarization. If either affidavit is missing notarization, contact the newspaper immediately for a corrected version. Learn more about what to expect: How Long Does It Take to Get Affidavits After Publication?

2. Completed Certificate of Publication Form (DOS-1708-f)

• Form downloaded from the official NY Department of State website
• All fields completed (no blank spaces)
• Form printed clearly and legibly

Type all information for clarity. Handwritten forms are harder for the Department of State to process. For a full walkthrough of the form, see our Certificate of Publication filing guide.

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Verify Name and Filing Date

3. LLC Name Matches Exactly

• Your LLC name on the Certificate of Publication matches your Articles of Organization word-for-word
• Capitalization is identical (e.g., "ABC LLC" vs "ABC Llc")
• Punctuation matches exactly (e.g., "ABC, LLC" vs "ABC LLC")
• Spacing is identical (e.g., "ABC LLC" vs "ABCLLC")
• Any special characters are included (e.g., "&" or "-")

How to verify: Look up your LLC in the NY Department of State business entity database. Search by name and compare character-by-character.

Common variations that cause rejection:

• "Smith & Jones LLC" vs "Smith and Jones LLC"
• "ABC-123 LLC" vs "ABC 123 LLC"
• "The ABC Company LLC" vs "ABC Company LLC"

4. Filing Date Is Accurate

• The date you entered is the exact date your Articles of Organization were filed with the Department of State (not the date you mailed them or the date you formed the company internally)

How to verify: Check your Articles of Organization filing receipt or search the NY DOS business entity database. The filing date is listed as "Date Filed" or "DOS ID Date."

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Verify Publication Details Match Affidavits

5. Newspaper Names Match

• The name of the daily newspaper on your Certificate matches the affidavit exactly
• The name of the weekly newspaper on your Certificate matches the affidavit exactly

Example: If the affidavit says "The New York Times," don't write "New York Times" or "NY Times." Both newspapers must be designated by the county clerk — verify they match the newspapers on your designation.

6. Publication Dates Match

• First publication date for the daily newspaper matches the affidavit
• Last publication date for the daily newspaper matches the affidavit
• First publication date for the weekly newspaper matches the affidavit
• Last publication date for the weekly newspaper matches the affidavit

Common mistake: Writing the date you received the affidavit instead of the actual publication dates.

7. County Is Correct

• The county listed on your Certificate of Publication matches the county listed in your Articles of Organization

Common mistake: Listing the county where your business operates instead of the county listed as your LLC's office location in your formation documents. Verify in the entity database.

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Verify Signature, Payment, and Mailing

8. Authorized Signature

• The Certificate of Publication is signed by an authorized member or manager of the LLC
• The signer's name is printed or typed below the signature
• The signature is original (not a photocopy or scanned signature on a printed document)
• The date of signing is included

Who can sign: Any member of a member-managed LLC, or any manager of a manager-managed LLC.

9. Filing Fee Is Correct

• Payment is for exactly $50 (the standard filing fee)
• If requesting expedited processing, the expedite fee is paid on top of the $50, by a separate check or money order or on the Credit Card/Debit Card Authorization Form:
  • $25 for 24-hour processing (total cost: $75)
  • $75 for same-day processing (total cost: $125)
  • $150 for 2-hour processing (total cost: $200)

10. Payment Method Is Acceptable

If paying by check or money order:

• Made payable to "New York Department of State" (spelled exactly this way)
• Amount is correct
• Check or money order is signed

If paying by credit card:

• Credit Card Authorization Form is completed
• Card number, expiration date, and CVV are included
• Cardholder's signature is on the authorization form
• If expediting, the form indicates the level of expedited service requested (24-hour, same-day or 2-hour)

11. Envelope Is Addressed Correctly

Mailing address:

New York Department of State
Division of Corporations
One Commerce Plaza
99 Washington Avenue
Albany, NY 12231

• Address is complete and accurate
• Return address is clearly written
• If expedited: the envelope is marked "Expedited Processing," as the Department's instructions say, and the expedite fee is paid by a separate check or money order or on the Credit Card/Debit Card Authorization Form

12. Documents Are Organized

• The Department of State's Document and Certificate Cover Sheet (DOS-2183-f), the first page of its form packet, is on top, followed by page 1 of the Certificate of Publication form
• Both affidavits come next, behind page 1 (daily first, then weekly)
• Page 2 of the form, with the filer's name and mailing address, comes after the affidavits, as the form instructs: "Attach this page after the affidavits of publication."
• Payment (check/money order or credit card authorization form) is included
• Documents are stapled or paperclipped together (not loose — do not use tape)

13. Optional: Self-Addressed Stamped Envelope

• Self-addressed stamped envelope included (if you want a stamped copy returned)
• Sufficient postage attached

Without this, you'll verify filing through the online business entity database or request a certified copy later (for an additional fee).

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What Happens After You File

Standard Processing Timeline

Total timeline: NY DOS processing typically takes 1–2 weeks. The record usually shows "Filed" about 1–2 weeks after NY DOS receives it; a requested stamped copy arrives by mail about a week after that.

How to Verify Filing Status

After about 1–2 weeks, check your filing status:

1. Go to the NY Department of State business entity database
2. Search for your LLC by name
3. Look for "Certificate of Publication – Filed" in the entity record
4. If it shows "Filed," your publication requirement is complete

Make sure to file within the 120-day deadline to avoid your LLC's authority being suspended under Section 206.

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Common Reasons for Rejection

If your filing is rejected, the Department of State returns the entire package with a letter explaining the reason. Fix the specific issue, prepare a new package with new payment, and resubmit. Rejection adds 2-4 weeks to your timeline.

If the newspaper made an error on the affidavit, contact the newspaper for a corrected version before filing.

Our record: NY DOS has rejected 0 of our Certificates of Publication — see our publications.

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FAQ

Can I file if I only have one affidavit?

No. You must have both affidavits (daily newspaper and weekly newspaper) before filing. The Department of State will reject filings with only one affidavit. Both newspapers must be designated by the county clerk.

What if my affidavit isn't notarized?

Contact the newspaper immediately and request a corrected, notarized affidavit. You cannot file without proper notarization on both affidavits. Most newspapers will correct their own errors at no charge. Learn more: What If the Newspaper Makes an Error?

Do I need to include a copy of my Articles of Organization?

No. The Department of State already has your Articles on file. You only need to include the Certificate of Publication form, both affidavits, and payment.

What if I discover an error after I've already mailed my filing?

Contact the Department of State immediately at (518) 473-2492. If they haven't processed your filing yet, they may be able to hold it for correction. If it's already been processed, you'll receive a rejection letter and can correct and resubmit.

Can I use the same affidavit for multiple LLCs?

No. Each LLC must have its own set of affidavits from newspapers that published its specific legal notice. You cannot reuse affidavits across different LLCs.

How do I know if my LLC's name is spelled correctly in DOS records?

Search the NY Department of State business entity database. Your entity record shows the exact legal name as filed. Use that exact spelling — character-by-character — on your Certificate of Publication.

What if the newspaper made an error on the affidavit?

Contact the newspaper immediately to request a corrected affidavit. You should not file with an incorrect affidavit. Learn more: What If the Newspaper Makes an Error in My LLC Publication?

What if I missed the 120-day filing deadline?

Section 206(a) suspends your LLC's authority to do business in New York once the 120-day period expires, but your LLC is not dissolved. You can still complete publication and file your Certificate of Publication at any time, and that filing annuls the suspension. Learn more: Missed Your NY LLC Publication Deadline?

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How We Maintain This Data

This article reflects current New York State law and Department of State procedures as of October 2026. Our information is based on:

• Section 206 of the NY LLC Law — the statutory requirement for filing a Certificate of Publication
• Certificate of Publication form (DOS-1708) — the official state filing form
• NY Department of State LLC resources — filing procedures and requirements
• NY DOS business entity database — for verifying LLC name and filing date
• Our direct experience filing Certificates of Publication across New York counties

Last verified: October 2026

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LLC Publishers provides LLC publication filing services. This article is for informational purposes only and does not constitute legal advice. For legal questions about your specific situation, consult a licensed attorney.