differences between ontario federal corporations

Whether you are starting a new business or have decided to transition from a small business to a corporation, you may be wondering what the differences are between a Federal and Ontario corporation.

Both Federal and Ontario Provincial corporations have a number of the same benefits, however, there are some differences between the two jurisdictions. Before deciding on which jurisdiction of incorporation is best for yourself, it’s a good idea to learn more about these differences.

After learning more about the differences and deciding which type of corporation you wish to register, you can use the links below to proceed:

Ontario Incorporation
https://www.ontariobusinesscentral.ca/incorporation-online.php

Federal Incorporation
https://www.ontariobusinesscentral.ca/incorporate-canada-federal.php

What are the differences between Federal and Ontario corporations?

  • Government fees
  • Mandatory requirements after completion of Incorporation
  • Name Protection parameters
  • Name Approval requirements
  • Incorporation processing time
  • Requirements for Extra Provincial registration

1. Government Fee

The government fee for incorporating in each jurisdiction is different.

To incorporate a Federal or Canada Incorporation, the government fee is $200.00.
To incorporate an Ontario Incorporation, the government fee is $360.00

2. Mandatory Filings

Although the Federal government fee is lower, these corporations are required to complete mandatory filings every year in order to stay active, where additional government fees are required. This filing is called an Annual Return, and is due on the anniversary month of a corporation. If a Federal corporation misses two of these filings, the corporation will be dissolved by the Federal government  If chosen, we will be notified of when the Annual Return is required and we can assist you each year to complete this filing for a nominal fee of $24.99 and the government fee of $12.00.

There is no such mandatory annual filing for an Ontario corporation. There is only one mandatory filing, which is called Initial Notice and is due within 60 days of incorporating. This filing announces the officer titles of the corporation to the Province. When incorporating with Ontario Business Central, this filing can be included for a fee of $39.00 and the government fee of $20.00. We will keep track of the timeline and file on your behalf.

3. Name Protection

Corporations are provided business name protection for the exact corporate name within the jurisdiction of incorporation. This means that if a new business is registered or incorporated under a similar business name to your incorporated business, you may have the opportunity to insist on a name change of the new business operating.  If this occurs, it’s best to contact a corporate lawyer for an opinion on any legal issues related to your corporate name protection.

An Ontario corporation will have name protection within the Province. Federal corporations have a higher level of name protection, as their name is protected at the Federal level.

Both Federal and Ontario corporations require a NUANS Name Reservation in order to incorporate. The Nuans report reserves the corporate name for 90 days for incorporation. It is recommended that a pre-search is first done before the NUANS name reservation is completed.

4. Name Approval

The process for name approval is different between the two jurisdictions. When completing a Federal incorporation, the chosen corporate name is reviewed and either approved or rejected by a Federal examiner at Corporations Canada and if approved, the incorporation is completed. The examiner will look through the NUANS name search for any existing same  or similar business names to your chosen corporate name.

The name is approved when the Federal examiner does not see any existing corporations or registered business conflicts. If the proposed corporate name is rejected by the Federal examiner, there is the opportunity to communicate the differences of your chosen business name to the existing business and the Federal examiner may reconsider his or her decision and accept the chosen business name under circumstances where the presumed conflict to existing business names is reduced or removed.

Getting a corporation name approved in Ontario is a much easier process. As long as there is no exact match for an Ontario corporation that already exists, any name will be accepted by the Provincial examiners however any similar named corporations to your proposed business name may take issue with the similar named business.  It is highly recommended you choose a business name that is unique to any existing corporation in Ontario.

We have assisted thousands of new and existing entrepreneurs to find an available corporate name for their business. Our objective is to assist you to secure a corporate name that not only you love but will be available in whichever jurisdiction you decide to incorporate within.  

5. Processing Time

Although both a Federal and Ontario incorporation are submitted electronically, the processing time for each is slightly different. As the name approval process is more rigorous for Federal corporations, this increases the processing time to 1-2 business days to complete your incorporation.  

An Ontario incorporation is completed as soon as it is submitted electronically. This means that, as long as we receive the order for the corporation before 3pm, we can incorporate your company on the same day. If a rush request is ordered, the Articles of Incorporation can be completed and sent by email within 3 hours.

6. Extra-Provincial Registration

A Federal corporation, although registered Federally, must also register in the Province or Territory where the corporation head office is located. This process is known as an Extra-Provincial registration. A Federally incorporated business may operate in more than one Province or Territory and in this event where the business operates in multiple jurisdictions, the Federal corporation is required to register the corporation within each jurisdiction. 

As an example, if the corporation has a physical location in both Ontario and British Columbia, the Federal incorporation is required to register the Extra-Provincial registration in each Province. If on the other hand, the corporation has its only physical address in Ontario, but has customers across Canada with a large number of them in British Columbia, the only Province required for the additional Extra Provincial registration would be Ontario.  

An Ontario corporation is also able to register Extra-Provincially if business operation expands the operation of the corporation in other Provinces. However, this is not required if  the corporation operates solely in the Province of Ontario. 

The fees for Extra-Provincial registrations will vary, depending on the jurisdiction the corporation is being registered in, as the registration fees for Provincial governments and processing times are all different. If you are interested in registering in different Provinces, you can contact our friendly staff, the number is 1-800-280-1913 or [email protected]

What are the Similarities between Federal and Ontario corporations?

  • Limited Personal Liability Protection
  • Requirement of Canadian Citizenship or Permanent Residence
  • Tax Advantages
  • Ability to add operating names or DBA
  • Selling the business
  • Raising capital or investment for growth
  • Continual existence of corporation

Regardless of whether you decide to register your corporation Federally or in Ontario, there are some similarities between the two registrations.

1. Limited Personal Liability

Corporations are considered separate from the individuals who own them, so there is limited personal liability for the owners of the business. If the business activity has a higher risk of personal injury, property damage, or any other type of liability, keeping the risk separate from the business owners may be beneficial.

2. Citizenship Requirement

With either a Federal or Ontario incorporation, there is a requirement that a minimum of 25% of the listed directors must be Canadian Citizens or Permanent Residents. British Columbia is the only jurisdiction that does not have any director residency requirements.

3. Tax advantages

Corporations file separate taxes, and can benefit from a lower corporate tax rate and other possible tax advantages. An Incorporating company has numerous tax advantages available which are not available to registered businesses.  An accountant is your best resource for more detailed information about the tax benefits of incorporating.

4. Operating Names

One of the advantages of incorporating is that you are able to register operating names under your existing corporate name. This allows a corporation to be carrying on business using a different business name by registering a Master Business Licence as a Trade Name. There is no limit to the number of Trade Names that a corporation can register. 

Each Trade Name is valid for 5 years, after which it can be renewed if you wish to keep that business name active. However, unlike a corporation whose name is protected, there is no name protection for a Trade Name registration.

 5. Sale of business

It is easier to sell a business as the business assets are listed under the corporation and not part of the individual owners assets. There are a few options for selling the business as either share or asset agreement. This may be more suitable to whoever is purchasing the business. If you decide to sell the business, you can sell the corporation as part of the agreement and transfer over the rights, responsibilities and ownership to new owners. It is always recommended you seek the assistance of a corporate lawyer anytime the control of the corporation is being considered for new ownership or transferring of ownership to new individuals

 6. Easier to raise capital

When you own a corporation, the distinction between you as an individual and you as a director in the corporation are much more defined and easier for a potential investor or lending to analyse. You also have the ability to sell shares of the corporation to an investor who will hold a stake in the corporation based on the assets and revenues generated by the corporation.

 7. Continual existence

When you incorporate the business, it is considered a completely separate entity to those who incorporate and are listed as the directors and officers of the corporation. With an incorporated business, at any time, you can change the corporate name, change the owners or directors/officers of the corporation, change address, add a secondary business, change the structure of the corporation such as the number of shares of the corporation and the corporation remains intact and continual. The corporation will remain active and operational as long as you are in business and want to continue business. 

To Incorporate in Ontario on a same day basis Monday through Friday, please select the link below:
https://www.ontariobusinesscentral.ca/incorporation-online.php

To Incorporate Federally on a 24 hour basis Monday through Friday, please select the link below:
https://www.ontariobusinesscentral.ca/incorporate-canada-federal.php

Whether you decide to incorporate Federally or Provincially, Ontario Business Central can assist in making the process as simple as possible. If you have any questions please feel free to contact our staff for additional information and assistance.

[email protected]
Toll-Free: 1-877-306-9458
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.