Decide which registration you need first
Ontario registers business names through the Ontario Business Registry, and the process and fee depend on how the business is structured. Registering a name for a sole proprietorship, a general partnership or an Ontario limited liability partnership costs $60. An Ontario limited partnership costs $210. A business corporation costs $300 to incorporate and is a different process, because a corporation also needs a name search report unless it uses a number name.
This guide covers the common unincorporated case. If you are still deciding between a sole proprietorship and a corporation, work through that question first with our guide on whether to incorporate, because the name you choose and the legal structure you register should match. The fees quoted here are government fees; a service provider or intermediary charges its own fee on top.
Search the registry before you choose a name
Ontario says you can search the Ontario Business Registry for free to find out whether a business name is already taken. Do this before you print cards or build a website. Search for variations too, such as different spellings, plurals and word order, because a name that is merely close to an existing one can cause trouble.
Registration does not guarantee that you can use a name. The ministry’s terms of filing state that the entity takes on the full risk of confusion or legal action, including a lawsuit or name hearing, when a filing names something the same as or similar to an existing corporation, business name or trademark. Treat the free search as a first screen only, and consider legal advice if the name matters to your brand. Write down the names you rejected and why, and keep the search dates with your start-up records.
Set up your Ontario Business Account
To register online you need a working email address and a debit or credit card for payment. During set-up you will be asked to create an Ontario.ca Login and an Ontario Business Account, which is the dashboard for registering a business, linking an existing one and reviewing past transactions. Use an email address you will still control in five years, because the registry uses it for important messages.
Once the registration is complete, you receive a 9-digit Ontario Business Identification Number and a company key. The Ontario Business Identification Number is different from the business number the CRA issues, so label them clearly in your records. They are easy to mix up when a bank or supplier asks for a business number.
Complete the registration and pay
Sign in, choose the registration type that matches your business, and complete the questions. Check every detail, including the exact spelling of the name and the owner’s legal name, before you pay, because the entity is responsible for keeping its information on the public record accurate. Online registration is shown as immediate. A mailed filing is shown as 15 business days, and it requires a cheque made out to the Minister of Finance. Online payment is by debit, Visa or Mastercard.
Save the confirmation and your registration documents to your business folder. Print or save a copy of the registration documents, and note the expiry date; you will need it at renewal.
Protect the company key and keep details current
The company key is a 9-digit code that gives authority over your registration. Ontario says to keep it private. You can share it with a trusted intermediary, such as an accountant or lawyer, so they can file for you, but give it only to someone you have chosen. If you lose it, the ministry says you can request it for free by email or mail.
Ontario also says you must report changes to your business information within 15 days. For a business name registration, that means filing an amended registration, which costs $0 online. Changes include a new address or a new official email address. Do not wait for renewal to correct them.
Renew, cancel and plan the next steps
A business name registration is valid for 5 years. You can renew from 6 months before the expiry date to 60 days after it, and renewal costs the same as a new registration: $60 for a sole proprietorship. If it has been expired for more than 60 days, you cannot renew. You must register the name again, which gives you a new Ontario Business Identification Number and a new company key. Put the expiry date in your calendar with a reminder six months out.
If you stop using the name before it expires, you can cancel it in your account, and the fee to cancel a sole proprietorship is $0. After registering, your next tasks are federal: the CRA business number and program accounts, covered in our article on setting up CRA accounts for a new business. Check whether you must register for GST/HST using our registration checker. Our bookkeeping service can help set up records that use the registered name consistently.
Your conversation checklist
- Confirm your structure: sole proprietorship, partnership or corporation
- Search the Ontario Business Registry for the name and close variations
- Keep a list of names considered and the search dates
- Prepare an email address you will keep and a debit or credit card
- Create your Ontario.ca Login and Ontario Business Account
- Check the spelling of the name and the owner details before you pay
- Save the confirmation, expiry date and Business Identification Number
- Store the company key privately and share it only with a trusted filer
- File an amended registration within 15 days of a change
- Set a renewal reminder six months before the 5-year expiry
Further reading & sources
- Ontario: Start a business, step 4 - register your business online
- Ontario: Ontario Business Registry: all services
- Ontario: Cost and time required to register, change or search for a business name
- Ontario: Ontario Business Registry
- Ontario: Ontario Business Account
Tax rules and administrative requirements can change. Check the applicable official guidance and confirm your circumstances with a qualified adviser. This guide is not an assessment of your filing, payment or legal obligations.