Why Updating Your Ontario Corporation Address Is More Than Just Paperwork

 

Changing your corporation's address in Ontario looks like a routine administrative task, but it has major legal and operational implications. From alerting the Ontario Business Registry and Canada Revenue Agency to correct internal records, the process keeps your business compliant and in touch.

Waiting too long can result in fines, missed notifications, or legal issues, demonstrating that a corporation address change Ontario is much more than paperwork.

1. Corporations Information Act Legal Requirement

Legally, any alteration of your registered office address should be submitted within 15 days using Form 1, Initial Return/Notice of Change under the Ontario Corporations Information Act. The submission is required, and there will be penalties, loss of legal notices, or even the loss of the corporation's active status if it is not complied with.

2. Board Resolution Is Mandatory

Prior to making the change of address, the change directors Ontario corporation shall approve the change in writing or at a meeting. A written resolution containing the old and new addresses shall be entered into the corporate minute book.

3. Effect on Director Information

Changes of address often happen hand in hand with changes in directors. The same Notice of Change (Form 1) is used to report additions or removals of directors (change of directors Ontario corporation) as well. That is, a change of president, CFO, or other top jobs also results in legal filing requirements.

4. Simultaneous Notification to Agencies and Authorities

An address change requires updating several agencies:

●      Ontario Business Registry (OBR): File the Notice of Change through your My Ontario Account, perhaps with a company key, particularly after October 2021 when OBR transitioned.

●      Canada Revenue Agency (CRA): Update corporate and program account addresses—CRA needs notice, particularly for GST/HST, payroll, or corporate tax accounts, and may ask for proof.

●      Ministry of Finance: File Ontario's special change-of-address form, online or by mail/fax.

●      Such other agencies might include WSIB, insurance companies, banks, suppliers, and insurers.

If these are not updated, it can lead to lost notices, interrupted communications, or even risk of liability.

5. Retaining Internal Corporate Files

After the board resolution is adopted and filings made, record the resolution in your minute book and save copies of all filings. This maintains written records consistent with public records and provides legal defensibility.

6. Functional and Contractual Effect

Your public corporate address is seen on contracts, letterhead, websites, and legal documents. If not updated:

●      Customers and vendors can send papers or funds to the incorrect address.

●      Service of documents may go wrong.

●      Your offline and online corporate presence now becomes inconsistent.

Updating the stationery, contracts, digital profiles, and bank or payment information of your firm is necessary.

In Conclusion

For companies wishing to simplify the process, maintain precision, and meet all statutory deadlines, Pro Registry provides a dedicated corporation address change Ontario service. They deal with board resolutions, filing of Form 1, director information updates, and liaison with government agencies. Need to streamline your compliance process? Find out more at Pro Registry's corporation address change.