Original Publish Date: Dec 29, 2015
A long-term successful business will probably change its address several times throughout the course of the years and decades it operates.
Whether you run your small business out of your home and have recently moved, have had to move your storefront due to a rental or leasing agreement, or you have had to downsize or upsize, you might be dreading the hassle of changing your registered business address. But don’t worry! The below is a simplified guide to changing your business’s address.
If you currently have a Business Name Registration formerly Master Business License, you can simply update the address by filing an amendment to the current registration.
Notice of Change
When an address change happens for a corporation or the director(s)of the corporation, it is the responsibility of the director(s) of a corporation to notify the Province of Ontario of any changes by filing the Notice of Change (Form 1).
When the corporation’s home jurisdiction is outside of the Province of Ontario but the corporation resides within Ontario, a Notice of Change (Form 2) is required.
A director is required to notify the Province of any changes within 15 days of said change or changes. To do so, you must fill out and submit a Notice of Change (form 1).
Further to being the appropriate form to submit following the change of the address of the head office, this form is also used to add or remove directors and officers or to change the officers position within the corporation such as President or Treasurer. Apart from the obligation to notify the Province of a corporation’s address change, it is important to keep these records up to date for legal, tax, and banking purposes.
Each year, an Ontario corporation is now required to file an Ontario Annual Return. If an Annual Return is due to be filed, the Notice of Change updates can be submitted at the same time.
Ontario Annual Return
On October 19, 2021, the Province of Ontario brought in new legislation requiring each Ontario Incorporation, Amalgamation or Continuance into Ontario to file an Ontario Annual Return on the anniversary date of the incorporation, amalgamation or Continuance into Ontario. Previously, these businesses would file an Annual Return with the corporate tax filing with Canada Revenue Agency. This has been removed and now all Ontario Annual Returns are filed directly with the Province.
How to file a Notice of Change
You can file a Notice of Change form either manually or electronically. To file manually, you must download a blank Form 1 Notice of Change and fill it in. You then mail the documents to the Province of Ontario. This process can take a very long time.
We do not recommend this system as there is no guarantee that the Province has received the information or made the changes you requested. While there are no fees to file manually, the timeframe for the Province to update your corporate record is typically a lengthy nine weeks.
When you file electronically, your corporate record is updated within only a day or two and you receive a receipt of the changes you made. The fee is generally worth paying for this expedited process.
After you’ve gone through the legal steps of changing your address, don’t forget about the online and offline changes that need to be done, as well. Things like changing the contact information on your website, updating the Canada Revenue Agency, changing your Google My Business address (so your new location shows up in Google Maps and other similar searches), and updating your letterhead, cheques, or other similar items.
The small effort it takes to change your business address is well worth ensuring that your clients, patients, or customers will be able to easily find you in the future.
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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.