Registering a Business in Ontario

Ontario is Canada's most populous province and its economic hub, making it a popular choice for entrepreneurs looking to start or grow a business. Whether you're launching a freelance consulting practice or incorporating a tech startup, understanding Ontario's registration requirements is essential. This guide covers the key steps, costs, and considerations.

Governing Legislation

Business registration and incorporation in Ontario is governed by two main pieces of legislation:

  • Business Names Act (BNA): Governs the registration of business names for sole proprietors and partnerships.
  • Business Corporations Act (OBCA): Governs the incorporation of Ontario-based corporations.

Registration and incorporation services are administered through ServiceOntario and the Ontario Business Registry (OBR).

Registering a Sole Proprietorship or Partnership in Ontario

If you're operating under a name other than your own legal name, you must register that business name under the Business Names Act.

Steps to Register

  1. Search the Ontario Business Registry to confirm your desired name is available.
  2. Complete the registration form online through the Ontario Business Registry portal or in person at a ServiceOntario location.
  3. Pay the registration fee.
  4. Your registration is valid for 5 years and must be renewed before it expires.

Current Fees (as of recent updates)

  • Online registration: approximately $60
  • In-person registration: fees may vary slightly

Note: Always verify current fees directly on the ServiceOntario website, as they are subject to change.

Incorporating a Business in Ontario

To incorporate a company in Ontario under the OBCA, you'll need to file Articles of Incorporation with the Ontario Business Registry.

What You'll Need

  • A valid Ontario corporate name (you can use a numbered company — e.g., "1234567 Ontario Inc." — to skip the name search)
  • A NUANS name search report if using a named corporation (must be no older than 90 days)
  • Details of authorized share structure
  • Registered office address in Ontario
  • Names and addresses of initial directors (at least one director required; must be 18+)

Director Residency Requirements

Under the OBCA, a majority of directors must be resident Canadians. This is an important consideration if your founding team includes non-residents.

Incorporation Fee

  • Online via Ontario Business Registry: approximately $300

After Incorporation: Next Steps

Once your Ontario corporation is incorporated, you still have several important steps:

  1. Create a minute book: A corporate minute book holds your articles, bylaws, shareholder register, director resolutions, and other key documents. This is a legal requirement.
  2. Register for a Business Number (BN) with the CRA.
  3. Register for HST once your taxable revenues exceed $30,000 (Ontario's HST rate is 13%).
  4. Register for Ontario payroll deductions if you hire employees.
  5. File an Initial Return with the Ontario Business Registry within 60 days of incorporation.

Annual Compliance for Ontario Corporations

To keep your Ontario corporation in good standing, you must:

  • File an Annual Return with the Ontario Business Registry each year (there is a fee for this)
  • Hold an Annual General Meeting (AGM) or pass a resolution in lieu
  • Maintain up-to-date corporate records and minute book
  • File corporate income tax returns with the CRA

Provincial vs. Federal Incorporation for Ontario Businesses

If you plan to operate exclusively in Ontario, provincial incorporation under the OBCA is often simpler and sufficient. However, if you anticipate expanding nationally or want nationwide name protection, consider federal incorporation under the CBCA — noting that you'll still need to register extra-provincially in Ontario.

Resources for Ontario Business Owners

  • Ontario Business Registry (OBR): ontario.ca/page/ontario-business-registry
  • ServiceOntario: For in-person registration assistance
  • Canada Revenue Agency (CRA): For Business Numbers and tax registrations
  • BDC and Ontario Small Business Support: For financing guidance

Starting a business in Ontario is straightforward when you know the steps. Take your time to understand your obligations upfront, and your business will be built on a solid legal foundation.