How to Register a Corporation in Ontario: A Complete Guide

Starting a business in Ontario and considering incorporation? Registering a corporation in Ontario provides your business with legal recognition, liability protection, and potential tax advantages. Whether you’re operating in Toronto, Ottawa, or a smaller community, the process is accessible through the province’s user-friendly online systems.

This article walks you through the steps and requirements to register a corporation in Ontario, along with important post-registration obligations.

 

Incorporating a business in Ontario is a smart move for many entrepreneurs, particularly those looking to:

• Limit personal liability for business debts and legal actions
• Establish credibility with customers, investors, and suppliers
• Create a legal entity that continues regardless of ownership changes
• Access potential tax planning benefits

Ontario corporations are regulated under the Ontario Business Corporations Act (OBCA) and administered by the Ontario Ministry of Public and Business Service Delivery.

Step-by-Step Guide to Incorporating in Ontario

1. Choose a Corporate Name

You have two naming options when incorporating:

• Numbered Corporation: A number followed by “Ontario Inc.” is assigned by the government (e.g., 1234567 Ontario Inc.).
• Named Corporation: You choose a unique name, which must be approved through a NUANS (Newly Upgraded Automated Name Search)

Name Requirements:

• Must include a legal ending (e.g., Ltd., Inc., Corporation)
• Must be unique and not too similar to existing businesses
• Cannot be misleading or contain restricted words

2. Complete a NUANS Name Search (for Named Corporations)

For a named corporation, you’ll need a NUANS report dated within 90 days of filing. This report shows existing businesses with similar names and helps prevent conflicts.

You can obtain a NUANS report through private vendors authorized by Innovation, Science and Economic Development Canada.

3. File Articles of Incorporation

The main step is submitting your Articles of Incorporation. This document includes:

• Corporation name
• Registered office address (must be in Ontario)
• Names and addresses of directors
• Share structure and any restrictions

You can file:

• Onlinevia the Ontario Business Registry
• By mail or in personusing Form 1 under the OBCA

Cost:

• Online filing fee: $300 (as of 2025; subject to change)

4. Create Corporate Organizational Documents

After incorporating, you must prepare key documents such as:

• Corporate By-laws
• First Directors’ Resolutions
• First Shareholders’ Resolutions
• Share Certificates
• Corporate Minute Book

These documents are not submitted to the government but must be kept in the corporation’s records.

5. Register for CRA Accounts

Once incorporated, you must register for a Business Number (BN) and applicable CRA program accounts through the Canada Revenue Agency, such as:

• GST/HST account
• Payroll deductions
• Import/export accounts

You can register through the CRA’s Business Registration Online (BRO) service or by phone.

6. Register for Other Licences and Permits

Depending on your business activity and location, you may need to:

• Apply for a municipal business licence
• Obtain sector-specific permits (e.g., food handling, construction)
• Register with WSIB (Workplace Safety and Insurance Board) if you hire employees

Ongoing Obligations After Incorporation

To maintain good standing, Ontario corporations must:

• File an Annual Return: This must be done every year within six months of the fiscal year-end.
• Maintain Updated Corporate Records: Keep directors, officers, and share information current.
• Hold Annual Meetings: Of shareholders and directors, or pass resolutions in lieu of meetings.

Failure to comply with these requirements can result in administrative dissolution.

Incorporation vs. Sole Proprietorship in Ontario

While incorporating adds legal and administrative complexity, it protects your personal assets and adds credibility. A sole proprietorship is easier and cheaper to start but leaves the owner personally liable for business debts.

If you expect to grow, hire employees, or seek investment, incorporation is often the better long-term strategy.

Final Thoughts

Corporation Registration Ontario is a straightforward process that gives your business the legal foundation it needs to grow and succeed. The province’s online services make it easier than ever to incorporate, but careful planning and compliance are key to long-term success.

If you’re unsure about your structure or how to file, consider consulting a corporate lawyer or accountant to ensure everything is set up properly.