Company Key Updates: What Ontario Businesses Need to Know
The company key is an important tool for securing and managing business records in the Ontario Business Registry. It ensures that only authorized individuals can access and update business information.
The Government of Ontario has announced significant changes to the Ontario Business Registry’s Company Key requirements. Starting February 1, 2025, Ontario will require a company key for all updates and filings for businesses. This applies to all entities in the Ontario Business Registry, including Ontario Corporations and registered businesses.
By understanding and preparing for these updates, businesses can maintain access to their records and avoid disruptions.
What Are the 2025 Changes?
The 2025 changes introduce new requirements for businesses to enhance security and streamline filings. These updates ensure that only authorized users can access and manage business records.
Mandatory Use Across All Entities
Beginning February 1, 2025, every business in the Ontario Business Registry will need a company key for transactions. This includes accessing your OBR profile, filing annual returns, or making changes to your business information. Without the key, you cannot complete transactions, even through a Service Provider or a trusted intermediary.
How Do I Get a Company Key?
If your business does not already have a key, you will need to obtain one to maintain access to your business records. Use our company key request form to ensure continued access to your business records. Failure to secure your key could disrupt your ability to manage your business online or complete filings.
Expanded Use for Service Providers
Businesses must now provide their key to intermediaries or Service Providers to complete filings on their behalf. If you work with an intermediary like Ontario Business Central, you will need to share your key for continued support. This access, called Delegated Authority, remains active unless you explicitly revoke it.
No Filing Without a Company Key
Previously, businesses without a company key could rely on intermediaries to complete filings. As of February 1, 2025, you must obtain and provide your company key in Ontario for all filings. This includes dissolving an existing entity or filing an annual return.
A notable exemption is for new businesses. When you register your business using a Service Provider or Intermediary, they automatically have access without needing the key. Their access remains in place for any future filings unless you revoke it.
Why Are These Changes Happening?
The Government of Ontario aims to enhance security, streamline access, and reduce fraudulent filings in the Ontario Business Registry. By requiring the company key, the system ensures only authorized individuals can update or manage business records. These updates build on the original introduction of the company key on October 19, 2021.
How Will These Changes Impact Businesses?
For Businesses Using Service Providers
If you’ve worked with a Service Provider or intermediary, you will need to provide them with your company key to continue receiving their support. They will use your key to file documents and update records on your behalf. This includes intermediaries like Ontario Business Central, with access to the Ontario Business Registry Partner Portal.
For Businesses Filing Directly
If you prefer to manage your business yourself, you must create an Ontario Business Registry (OBR) account. To set up your OBR profile, you must link your business to your My Ontario account by creating or logging into an existing My Ontario account and entering your company key.
Steps to Prepare for the Changes
Step 1: Confirm if Your Business Has a Company Key
If your business was registered after October 19, 2021, the company key would have been provided to whoever registered or incorporated the business and sent to the official email address. View a sample company key to see what your key should look like. If you cannot locate your company key, you can request a new key as a replacement.
Step 2: Request Your Company Key
Use our form to request a company key in Ontario through Ontario Business Central. Ensure your business details, such as email and business address, match the registry to avoid delays receiving your key. These details are critical for processing your Ontario company key request.
Until February 1, 2025, Ontario Business Central can make any necessary updates to your business without the key. This ensures your information is accurate ahead of time to avoid delays getting a company key in Ontario. You can choose the option to get a company key as part of any change or update filing with us. This includes changes for Ontario Registered Businesses as well as updates to Ontario Corporations, such as Initial Notices, Notices of Change, and Annual Returns. Starting February 1, 2025, retrieving a company key will be mandatory if you don’t already have one.
Step 3: Provide Your Key to Service Providers
To manage filings for your business, share your company key with trusted legal professionals, Service Providers or Intermediaries, like Ontario Business Central. Once they have your key, they can access your records and complete transactions and business services on your behalf. Their access will remain in place until you choose to revoke it.
Important Dates to Remember
- Before February 1, 2025: Ensure your company key request is processed and your business information is accurate ahead of this date.
- February 1, 2025: Mandatory use of the company key begins. All entities in Ontario must have their key to complete filings.
How Ontario Business Central Can Help
Ontario Business Central simplifies the process of obtaining your company key In Ontario and preparing for these changes. Here’s how we can assist:
- Request Your Company Key: As part of the process to order a company key, we can ensure your details match the registry.
- Update Your Records: If your information needs corrections, we help you update your business information in the Ontario Business Registry.
- Provide Ongoing Support: Our team of business experts can guide you through completing transactions and ensuring compliance.
With over 30 years of experience, Ontario Business Central is your trusted partner for managing your business filings.
Act Now & Prepare for 2025
The updates to the Ontario Business Registry’s company key aim to improve security and make managing business records easier. Whether you need to obtain a company key, or want to update your business, Ontario Business Central can assist. Our team makes the transition to these new requirements simple and reliable for entrepreneurs and corporations.
Act now to ensure compliance and secure your company key. Contact Ontario Business Central today to get started and stay ahead of the changes.
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.
