File an Initial Notice for an Ontario Incorporation

What are the officer positions for an Ontario corporation?

The officer positions would determine the responsibilities and tasks of each officer and director, based on the role they play in the Ontario corporation.

In essence, the President position is the overseeing party for all things related to the administration of the corporation. The Treasurer position is related specifically to the financial responsibilities and oversight, and the Secretary position is related to the administration of the corporation.

There are several other positions available to choose from for the officer positions, including the following:

• Vice President
• General Manager
• Chair
• Chair Person
• Chairman or Chairwoman
• Vice-Chair
• Assistant Secretary
• Assistant Treasurer
• Chief Manager
• Chief Executive Director
• Chief Financial Officer
• Chief Information Officer
• Chief Operating Officer
• Chief Administrative Officer
• Comptroller
• Authorized Signing Officer
• Other - please specify

When filing your Initial Notice and appointing your director or officer titles, one person can hold more than one position, not all directors must hold officer positions, and different directors can hold different positions. For a sole director, the most common positions held are President, Secretary and Treasurer.

The Initial Notice provides the opportunity to add a new director, remove a current director or modify a current director's details such as a new address.

The most common officer positions are President, Vice President, Financial Officer, and Secretarial officer for multiple directors. The five most senior officer positions are able to be listed within the electronic data for the corporate filing. Any additional officer titles required can simply be listed within your corporate Minute Book.

How can I make changes to my Ontario corporate information?

Once the Initial Notice is filed and completed, there is no yearly mandatory requirement in Ontario to update the corporate record unless any of the corporation information changes since the Initial Notice was filed. If corporate information does change over time, you can simply file a Notice of Change form to update the corporate record, so the electronic data is accurate if a corporate search is conducted. Updating your company information is important, and the Ministry requires that the corporate documentation be updated within 15 days after the change has happened. The process is similar to filing your Initial Notice, and the same government forms are used for both Initial Return/Notice of Change filings. If changes to the corporation name or structure are needed, corporations must complete Articles of Amendment.

Ontario Annual Return filings

Through the Ministry of Finance in Ontario, corporations are required to file a yearly update for any changes to the corporate information for taxation purposes with Canada Revenue Agency. This requirement is not part of this Initial Return filing and is required separately for each tax year filing.

As of May 17, 2021, the annual returns are no longer required through the Ministry of Finance in Ontario as part of the corporate tax filing with (CRA) Canada Revenue Agency. The Ontario government has moved to mandatory Annual Returns to be filed in accordance with the Ministry of Government and Consumer Services as part of the maintenance of corporate records.

How long does it take to file an Ontario Initial Notice?

We can complete and submit an electronic filing of the Initial Notice on a same day basis Monday through Friday, if your order is received before 3pm. An agent will first draft the Initial Notice using the information provided in the order and send the draft for your review. After looking through your draft, you can advise the agent working on your file if changes are required or if we can complete and submit the filing. If changes are required, a revised draft will be sent subsequently, so you can once again ensure that all of the corporate information being submitted is accurate and no further revisions are needed. Once your draft is approved, we complete and submit the electronic filing, and the completed Confirmation of Filing will be sent to the email address provided in the submission. You can keep this Confirmation of Filing together with your Articles of Incorporation and other corporate documentation in your Minute Book.

When Is a Company Key Necessary?

In certain situations, we may request a company key from a corporation before making submissions to the Ontario province. One example where a company key is necessary is when all the current directors are being removed and replaced by new ones. Another instance is when a third party, who isn't an apparent lawyer or accountant, is the authorizing individual. This requirement is in place to safeguard the corporation from fraudulent actions. If the company key is needed before submitting the Initial Notice, it can be easily and swiftly acquired by completing the Business Verification Company Key request on our website.

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