Renewing Your Ontario Sole Proprietorship in 2025

ByLaura Harvey
renewing your sole proprietorship business

Originally Published: June 28, 2019

As a Sole Proprietor in Ontario, you understand the importance of keeping your business registration active. Every five years, your registration expires and requires renewal to maintain your legal operating status. While the renewal process might seem straightforward, it’s crucial to understand the limitations regarding updating your business details during this specific procedure.

Can You Update Your Details During Renewal?

The short and direct answer is: No.

When you go through the standard renewal process for your expiring Sole Proprietorship registration in Ontario, you are essentially confirming that the information on record remains the same. The renewal is designed to maintain the existing registration exactly as it was filed five years prior.

What Happens If Your Business Details Have Changed?

Life happens, and businesses evolve. If any of the core details of your Sole Proprietorship have changed since your initial registration, you cannot update them directly through the standard renewal process. Instead, you will need to undertake a secondary filing known as an amendment or, in some cases, a new registration.

How to Update Your Sole Proprietorship Details (and What You Can’t Change)

An amendment filing allows you to officially update key information on your business registration. This is the correct procedure if any of the following have changed:

  • Address for the Business: If your physical business location has moved.
  • Address for the Sole Proprietor: If your personal residential address has changed.
  • North American Industry Classification System (NAICS) Code: If the primary nature of your business activities has shifted.
  • Description of Business Activity: If you are now engaged in different or additional types of services or sales.

Important Limitations – Changing Your Business Name or Owner

It’s critical to understand that certain fundamental aspects of your Sole Proprietorship cannot be altered through a simple renewal or an amendment:

  • Can I Change the Name of the Sole Proprietorship? No. The business name attached to your current Sole Proprietorship registration cannot be changed. If you wish to operate under a new business name, you will need to complete a new business registration under that desired name. If the old business name is no longer required, you should also take steps to cancel the original registration.
  • Can I Change the Owner of a Sole Proprietorship? No. The owner listed on a Sole Proprietorship registration cannot be changed through a renewal or amendment. A Sole Proprietorship is directly linked to the individual who registered it. If there is a change in ownership, a new business registration must be completed with the new owner’s details. It’s possible to use the same business name under the new ownership, as long as the new registration does not infringe on existing incorporated entities or registered trademarks.
Business Name Registration & Renewal

The Process for Filing an Amendment (for Allowable Changes)

To update the permissible details of your Sole Proprietorship (address, NAICS code, description), you will need to complete a separate amendment filing with the Ontario government. This typically involves:

  1. Accessing the Amendment Form or Online Service: You will need to register the amendment to your current Business Name Registration as example a Sole Proprietorship through our easy to use online change a registered business in Ontario portal.
  2. Providing Your Existing Business Identification Number: You will need to identify your current Sole Proprietorship registration using its unique number. If you can’t find your registration with the Business Identification Number (BIN), we can look it up for you.
  3. Specifying the Details You Wish to Change: Complete the registration as if it is new with the updated information included. The submission will be listed as an amendment and all details will be displayed as an amendment. (e.g., new business address, updated NAICS code).
  4. Submitting the Required Information & Fee: The fee associated with filing an amendment is $109.99 plus HST. Ensure you understand the current fee structure.

Timing is Key: Renew & Amend or Re-register if Necessary

It’s important to be aware of your renewal deadline. If you need to make permissible changes to your details, this can be done at any time during the 5 years of registration. Filing an amendment to your registered business does not provide an extension to the renewal date. For changes to the business name or owner, remember that a new registration is required, and the old one may need to be cancelled. It’s best to clarify the exact timing and sequence with the Ontario government or a business registration service provider.

Staying Compliant

Keeping your business registration information accurate and up-to-date is crucial for compliance and can prevent potential issues down the line. Understanding the limitations of the renewal process and when an amendment or new registration is required ensures you follow the correct procedures.

Need Assistance with Your Sole Proprietorship Renewal, Amendment, or New Registration?

Navigating these processes can sometimes be confusing. At Ontario Business Central, we can help guide you through the renewal of your Sole Proprietorship and assist with the necessary amendment filings or new registrations to ensure your business details are accurate and compliant. Contact us today to learn more about how we can support your business registration needs.

Remember To:

  • Check your Sole Proprietorship registration expiry date.
  • Determine if any of your business details have changed in the last five years.
  • Understand that business name and owner cannot be changed via renewal or amendment.
  • Contact Ontario Business Central for assistance with your renewal, amendments, or new registrations.

inquiries@ontariobusinesscentral.ca
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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.

Laura Harvey
Laura Harvey

Laura Harvey stands as a beacon of entrepreneurial support and expertise, embodying the spirit and drive of the community she serves. As the proud owner of Ontario Business Central Inc., Laura's journey is one of dedication, passion, and an unwavering commitment to nurturing the entrepreneurial landscape in Canada.

With over three decades of experience as a corporate specialist coupled with over 25 years of entrepreneurial ventures, Laura brings a wealth of knowledge and insight to her role. Her expertise is not just theoretical; it's built on the real-life challenges and triumphs of navigating the business world. This unique blend of professional and personal experience positions Laura as a relatable and trusted guide for those embarking on their entrepreneurial journey.

Beyond her role at Ontario Business Central, Laura has extended her outreach through the innovative YouTube series "Taking the Leap." This platform allows her to connect with new business owners, offering them a stage to share their stories and insights. "Taking the Leap" is more than just a series; it's a community where aspiring entrepreneurs can find inspiration, learn from the experiences of others, and gain practical advice on crucial corporate tasks like registering a business, updating business information, understanding tax account intricacies, and much more.

Laura's contributions extend into the digital world through her in-depth blogs for Ontario Business Central. Here, she delves into topics essential for entrepreneurs and business owners looking to start, manage, and grow their ventures. Her writing is a reflection of her passion for supporting entrepreneurial advancement and a testament to her deep understanding of the corporate sphere.

Laura Harvey is not just an entrepreneur; she's a mentor, guide, and fellow traveler on the path of business ownership. She embodies the ethos of "walking the walk," providing both the tools and the encouragement for others to thrive in their entrepreneurial endeavors. Whether through her written words, her YouTube series, or her hands-on approach at Ontario Business Central Inc., Laura is dedicated to uplifting and assisting new and established business owners alike.

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