Register or Renew Your Business in Ontario

Generally, yes, if you operate under a business name. A sole proprietor does not need to register when carrying on business only under their own personal name. A partnership may also be exempt when the business name is composed solely of the partners' names. Corporations using a name other than their corporate name must register that business name.

For a sole proprietorship or general partnership, the registration does not create a separate legal entity from the owner(s). For a trade name under a corporation, though, the registered trade name has its own business identity/name in Ontario, but the corporation remains the underlying legal entity responsible for the trade name. A registered business gains legal recognition in its jurisdiction, meaning it can enter into contracts, hire employees, open bank accounts, and operate under its business name. Registered businesses are assigned identifying numbers used for tax purposes. Business types that can be registered in Ontario include Sole Proprietorships (one person), General Partnerships (two or more people or corporations), and Trade Names under an existing corporation or general partnership. Registration also brings ongoing obligations, including reporting business income according to the underlying business structure and renewing the Business Name Registration every 5 years.

A business registration must be renewed every 5 years. Renewals can be submitted up to 6 months before the expiry date and up to 60 days after it. Once that window has passed, a new registration is required instead. To renew, you must provide your Business Identification Number (BIN) to link the expiring registration to the renewal, along with the same information supplied when you originally registered. If your business details have changed, a separate amendment is required to update them.

A Business Identification Number (BIN) is a 9 or 10-digit unique number issued by the Province of Ontario for each registration completed. It appears on your current Business Name Registration, formerly the Master Business Licence, and is required when renewing, amending, or cancelling a registration. If you no longer have your original document, we can search the Ontario registry to locate your BIN for an additional fee. Your Ontario BIN is different from the Business Number (BN) issued by the Canada Revenue Agency for federal tax accounts such as GST/HST and payroll.

The Ontario government allows you to amend the business address or principal place of business, the individual owner's address, the activity of the business, and to add or remove a partner as long as at least two partners remain. You cannot change the names of the individuals or the business name by amendment. To make those changes, the existing registration must be cancelled and a new Business Name Registration completed under the new name or ownership. Your BIN is required to file an amendment.

Yes. You cannot use obscene or objectionable words. The words University, College, or Institute require written consent from the Ministry of Education. Corporate identifiers such as Inc., Ltd., or Corp. cannot be used on a registration. You cannot use another individual's name, words implying association with a government body, or numbers that make the business appear to be a numbered corporation. Sole Proprietors cannot use words implying more than one owner, such as group, associates, or partners.

Yes. Even if your business operates solely online in Ontario, registration is required to ensure your business is legally established and recognized. The registered business name and the domain name do not have to match exactly, although most owners choose to keep them consistent for branding. Online businesses must also keep up with the 5-year renewal requirement.

Yes. As long as you have registered a business name rather than operating under your own personal name, you will need a separate business bank account. Bank fees for the account are a deductible business expense.

Tax treatment depends on the business structure. A sole proprietor reports net business income on the owner's personal income tax return. In a general partnership, each partner reports their share of partnership income according to their own tax status. A trade name registered under a corporation or partnership does not create a separate taxpayer; income remains with the underlying corporation or partnership.

To wind up or cancel your business registration, you must file a cancellation with the Ontario government providing the same details as your original registration, including the business name, the names and addresses of the individuals, the business activity, and the person authorizing the cancellation. Your Business Identification Number (BIN) must be included to link the cancellation to the correct registration. Once filed, the cancellation becomes the final document on file and the registration becomes historic.