What is a Company Key?

ByMatthew Vallee
Company Key Ontario

Original Post Date: Oct 25, 2021

Introduced October 19, 2021, the Company Key is a 9 digit number assigned to each registered business or corporation. The company key is not the same as your Business Identification Number (BIN) or your Ontario Corporation Number (OCN). This key acts like a password to secure your business records and authorize transactions in the Ontario Business Registry (OBR) system. Think of it as the PIN for your corporate records, ensuring only authorized individuals can make changes.

For new businesses, the Ministry system sends the key to the official email address during registration or incorporation. Existing businesses can request a company key which is e-mailed or mailed to the address on file.

Starting February 1, 2025, the Government of Ontario will require a company key for updates and filings for businesses. This applies to all entities registered in the Ontario Business Registry. Whether you use the OBR self-serve portal, a service provider, or intermediary, the company key will be necessary to access and update your business information.

Why is a Company Key Important?

The company key is essential for protecting your business from unauthorized changes. Without this safeguard, anyone could potentially alter your business’s records in the public system. With the key, you gain full control and ensure that only authorized parties can access your information. You can give the key to a Service Provider, Intermediary, or legal professional to manage business records and transactions. View a sample company key here.

COMPANY KEY SAMPLE Watermarked

Changes Effective February 2025

The Ministry of Public and Business Service Delivery and Procurement has announced these updates:

  • Mandatory Use: All transactions in the Ontario Business Registry will require a company key. This includes filings made directly, through intermediaries, or via service providers.
  • Delegated Authority: Previously, if you didn’t have a company key, you could rely on a Service Provider or Intermediary to complete filings for you. Now all businesses must provide their company key to intermediaries or service providers to complete filings on their behalf. This authority remains until explicitly revoked.
  • Increased Service Provider Options: Businesses will have more choice in selecting service providers, enhancing flexibility and customer experience.

How Does a Company Key Work?

The company key functions as an access control mechanism. Here’s how it works:

  • Obtaining the Key: Automatically issued to new businesses upon registration or incorporation or requested online for existing businesses. You can do this with Ontario Business Central using our company key request form.
  • Delegated Authority: To use an intermediary or service provider, you’ll need to share your key with them. Delegated authority remains in place until you revoke it.
  • Conducting Transactions: Use the key for filing updates, annual returns, and other corporate changes. This can be done through the OBR self-serve portal, a service provider or an intermediary like Ontario Business Central with access to the Ontario Business Registry Partner Portal.

Ontario Company Key vs Ontario ONe-Key

The company key is not the same as an Ontario ONe-Key. A company key is a unique 9-digit code required to link your registered business to your Service Ontario Account. Previously you needed to use ONe-Key for Service Ontario Account access. The ONe-Key system has now been replaced by the My Ontario Account. 

If you’d like to set up your OBR profile and link your business, you must create or log into an existing My Ontario Account and provide your company key.

company key

How to Obtain a Company Key

Ontario Business Central makes it simple to order a company key for both new and existing businesses. As a trusted intermediary, we handle the process efficiently, ensuring your business records are secure and accessible.

Below are the steps to request a company key in Ontario for new and existing businesses:

For New Businesses

When you register or incorporate a new business, the Ontario Business Registry automatically issues a company key. This applies to sole proprietorships, corporations, or other entities under the business law statutes.

When you register your business with a Service Provider or Intermediary, they automatically have access without needing the key. If you give them the key later, they receive access to complete filings for your business. In both cases, their access stays in place until you revoke it.

Businesses that automatically get a company key in Ontario include:

For Existing Businesses

If your business was registered before October 19, 2021, you need to request a company key. Ontario Business Central can assist with your Ontario Company Key request. Here’s how the process works:

Verification of Email or Head Office Address:

  • We search for an official email address or the head office address on file with the Ontario Business Registry.
  • If an official email is found and matches the Ontario Business Registry, a company key will be emailed directly to this address.
  • If the postal code of the head office matches the registry, the key will be mailed within 3 business days.

Address Discrepancies:

  • If the current address doesn’t match but a previous address does, we verify if you can still receive mail there. If you can still access the address, the registry mails the key within 3 business days.

Additional Verification:

  • If we can’t verify the email or business address, we move to additional verification steps. These may include questions about the last document filed for the business.
  • The Ministry of Public and Business Service Delivery reviews this information for accuracy. Once verified, the company key will be sent to the appropriate address within 5 business days.

Benefits of Using a Company Key

  • Enhanced Security: Protect your corporate identity from fraud or unauthorized changes.
  • Simplified Transactions: The company key simplifies tasks like renewing a business name or filing annual returns. Also, to link your business to your account with Service Ontario, a company key is required.
  • Compliance: Meet new regulatory requirements and avoid disruptions to your business operations.
  • Flexibility: Work with trusted intermediaries like Ontario Business Central or directly manage your filings through your Ontario Business Registry login.

Frequently Asked Questions

What Are the Consequences of Not Having a Company Key by February 2025?
You won’t be able to complete transactions in the Ontario Business Registry. In order to use a Service Provider or Intermediary, you will need a key to authorize them. Also to manage filings yourself online, you will need a company key and Service Ontario Account. Obtain your key now to avoid disruptions.

Can I Revoke Delegated Authority From an Intermediary or Service Provider?
Yes, you can revoke access at any time by updating your records in the OBR.

What is a Corporation Key?
The government issues a Corporation Key to Federal corporations during incorporation. The equivalent of a Federal corporate key in Ontario is the Company Key.

Why Choose Ontario Business Central

Ontario Business Central is a trusted intermediary and portal partner of the Ontario Business Registry. With over 30 years of experience, we have helped countless entrepreneurs and corporations succeed. We simplify the process of obtaining and using your company key. Here’s how:

  • Fast Service: Avoid delays by working with our expert team to secure your company key or complete filings.
  • Delegated Authority: Let us handle transactions on your behalf with your company key.
  • Comprehensive Support: Our team is available to answer questions and guide you through every step of the process.

We’re here to make your experience seamless. Whether you’re starting a business, updating records, or searching for existing businesses, Ontario Business Central has you covered.
Act now to secure your company key and stay compliant with the new regulations. Contact Ontario Business Central for expert 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.

Matthew Vallee
Matthew Vallee

Matthew Vallee began his journey with Ontario Business Central in 2022, immersing himself in the company's diverse services, client relationships, and business practices from the ground up. This comprehensive understanding has equipped Matthew with the expertise needed to excel in our in-house marketing team. He has significantly influenced the design and user experience of our website, bringing a fresh perspective to our digital presence. Now, as a writer for OBC, Matthew leverages his knowledge to craft insightful content on our services, continuously striving to assist and educate our clients. His natural flair for design, combined with his passion for clear communication, allows Matthew to create engaging visual and written content that resonates with our audience. Connect with Matthew on LinkedIn to learn more about his work and experiences.