How Can I Get a Copy of My Certificate of Incorporation in Ontario?
Original Publish Date: March 1, 2019
The Certificate of Incorporation is a crucial document for business corporations in Ontario, officially recognizing their establishment under provincial laws. It contains important corporate information such as the company’s name, its unique Ontario Corporation Number, and the date of incorporation. This certificate is essential for businesses looking to formally incorporate into the region. The Province of Ontario stores these documents within the original Articles of Incorporation. This blog offers a guide on how to retrieve a copy of your Certificate of Incorporation Ontario, explaining both the historical and current processes involved.
What is a Certificate of Incorporation in Ontario?
The Certificate of Incorporation in Ontario is issued by the Government when a business corporation is formed. The Province of Ontario stores the original certificate of incorporation to certify the entity’s legal existence under provincial law. It includes vital details such as the corporation’s name, its unique Ontario Corporation Number, and the incorporation date. Moreover, it confirms that the entity is duly incorporated within the legal framework of Ontario. Business entities in Ontario must ensure they operate legally under the corporate name listed on this certificate to conduct business throughout the province.
Historic Retrieval of a Copy of Articles of Incorporation for Existing Corporation
If you have pulled a copy of the Articles of Incorporation, the process and turnaround time have changed.
Historically, obtaining these crucial documents for a business that had incorporated in Ontario involved a wait of 3 to 5 business days. The process required ordering and retrieving microfiche records, which contained the Articles of Incorporation for each company incorporated under Canada incorporation regulations. This method was standard for accessing historical corporate filings within the province.
Current Retrieval Under the New Ontario Business Registry (OBR)
The Ontario Business Registry (OBR) has updated its systems to digitalize the retrieval of Articles of Incorporation, impacting the document acquisition timeline. While the switch to digital records aims to streamline operations, it has temporarily extended the process, now taking about 8 to 10 days to retrieve these documents. If you are looking to order Articles of Incorporation in Ontario, be prepared for this adjusted timeframe as the new system is optimized.
Obtaining a Certified Copy of the Articles of Incorporation
In the past, if you wanted certified copies of the documents, the Province would certify the actual microfiche and attach it to the Articles of Incorporation, which was not effective for businesses in Ontario unless they could get to a microfiche reader for review.
With the change to digital format, the Province registrations are now providing the Articles of Incorporation with a certified 1-page document attached to the file, which is a much better and more up-to-date option. Businesses in Ontario no longer require a third party to view the microfiche to ascertain that the certified documents reflect what has been provided within the microfiche. The government now offers either non-certified or certified copies of Articles of Incorporation for the same government fee.
How To Obtain Articles of Incorporation in Ontario?
Since digitizing Articles of Incorporation, the process to obtain copies no longer involves going in person to the manual filings registered office in Toronto. If you have misplaced or lost articles of incorporation, you are now able to order a copy of the articles and obtain a copy much easier and completely online. The copy of the Articles of Incorporation are available for profit and not for profit corporation and charitable organizations.
Previously, obtaining these documents required you to personally submit your request at the registered office located at 393 University Avenue, 2nd floor in Toronto, and then return to pick up the documents once they were ready, which could take several days. Now, thanks to streamlined provincial registrations, you can request and receive these documents within just a few business days, significantly reducing wait times and simplifying the process for your business corporation.
Can I Use This New Copy For Opening My Bank Account and More?
Yes, you can use the replacement copy of the Articles of Incorporation for anything you may require. If you are retrieving the documents to be used in a foreign jurisdiction, it is recommended you obtain a certified copy of the Articles of Incorporation when selecting a jurisdiction outside of Ontario. If you are not sure whether to get a regular or certified copy before ordering, we recommend asking whoever you are obtaining the articles for, if a certified copy is required.
Once you have ordered and completed the request for documents as a regular copy, you cannot change those into certified. You would be required to order again and wait the time delay again for the certified copy. This process is crucial for businesses that have incorporated their business and need to update or verify their corporate profile.
Do the Articles of Incorporation Show Changes Completed Since the Incorporation?
No, the Articles of Incorporation remain the same as the day they were originally filed, regardless of any changes made after the incorporation process. If you wish to see the most updated corporate information of directors, officers and addresses connected with a corporation, you can order a Corporate Profile Report. We can assist you to do this as well.
If you have made changes to the corporate name or structure, it is best to also request the Articles of Amendment, along with your Articles of Incorporation. The Articles of Amendment documents will show a new corporate name for the business or if you have changed the structure such as changing from one class of shares to two or more classes of shares.
Steps For Ordering Articles of Incorporation
Ordering corporate searches involves a series of straightforward steps to retrieve detailed business information. Here’s how you can proceed:
- Access the Ordering Page:
- Select the type of report needed.
- Optionally input docket or reference information for record-keeping.
- Enter the name of the business to be searched.
- Choose the jurisdiction where the business is registered.
- Decide on the reports you require for the business.
- Order Additional Searches (Optional):
- To add more searches, use the “Next Search +/-” button.
- Repeat the first step for each additional business you intend to search.
- Submit Payment Information:
- Review your order details to ensure accuracy.
- Provide the credit card holder’s details. Note that the card used doesn’t need to belong to the person filling out the form.
- Enter the credit card information.
- Confirm you are not a robot and click to finalize your order.
By following these steps, you can efficiently conduct corporate searches for multiple businesses in Canada, obtaining all necessary legal and operational details, such as Articles of Incorporation.
Can I Order a Copy of the Articles of Incorporation Anywhere in Canada?
Yes, Ontario Business Central provides Canadian incorporations the access to order a copy of the Articles of Incorporation from any provincial or federal jurisdiction across Canada. You may select either non-certified or certified copies in most jurisdictions.
Can I Order More Than One Company’s Articles of Incorporation in the Same Request?
Yes, Ontario Business Central has made it very easy for Canadian incorporations to order multiple searches of different corporations within the same order, reducing the need to place one business search at a time.
How Will I Receive the Documents?
If you order the documents with us, we will email you a scanned copy of the Articles. If you order a certified copy, we will email you the scanned documents, together with the certifying cover page.
Ontario Business Central has supported clients with the retrieval of documents from the Province of Ontario since 1992. If you would like our assistance here is the link to assist you. Should you have any questions about obtaining a Copy of the Certificate of Incorporation and Articles of Incorporation in Ontario, or how to incorporate your business, please feel free to reach out to our staff for additional information and assistance.
inquiries@ontariobusinesscentral.ca
Toll-Free: 1-800-280-1913
Local: 1-416-599-9009
Fax: 1-866-294-4363
Office Hours: 9:00am – 5:00pm
Monday – Friday E.S.T.
Ontario Business Central Inc. is not a law firm and cannot provide a legal opinion or advice. This information is to assist you in understanding the requirements of registration within the chosen jurisdiction. It is always recommended, when you have legal or accounting questions that you speak to a qualified professional.
