To operate your Ontario corporation under a different name (often called a DBA), you must register an “Operating Name” through the Ontario Business Registry (OBR). The provincial registration fee is $60 CAD, and the registration must be renewed every five years to remain legally valid.
When you incorporate a business in Ontario, your company is legally known by its exact corporate name, such as “1234567 Ontario Inc.” or “Smith Holdings Corp.” However, doing business under a numbered company or a rigid corporate name is not always great for marketing. This is where an operating name, commonly referred to in the business world as a Doing Business As (DBA) name, becomes essential.
Registering an operating name allows your corporation to legally use a catchy, brand-friendly name while keeping the corporation as the underlying legal entity. 📍 Whether you are expanding your services in Ottawa, launching a new product line in Brampton, or setting up a retail shop in Hamilton, the provincial rules are the same. If you are unsure how to structure this, consulting a corporate lawyer from our directory can ensure your business identity is properly protected.
Step-by-Step Process in Ontario
Registering a DBA in Ontario is a straightforward administrative task, but it must be done correctly to comply with the provincial Business Names Act. Here is the standard step-by-step process for registering your new operating name.
Step 1: Choose and Search Your Proposed Name
Before you register, you must ensure the name is actually available and complies with Ontario naming rules. 🔍 It cannot contain words implying it is a corporation (like “Inc.” or “Ltd.”) because the DBA itself is not a corporation. You should conduct a NUANS (Newly Upgraded Automated Name Search) to ensure another local business has not already claimed the exact name.
Step 2: Access the Ontario Business Registry (OBR)
All business name registrations are handled through the online Ontario Business Registry. You will need to log into the OBR portal using your ServiceOntario account or your ONe-key ID. Ensure you have your corporation’s existing Ontario Corporation Number (OCN) handy, as you will need to link the new DBA to your existing legal entity.
Step 3: Complete the Registration and Pay the Fee
Fill out the online application for a Business Name Registration for a Corporation. 💳 You will be asked to provide the new operating name, the primary address of the business, and details about the underlying corporation. Once you submit the form and pay the provincial fee, your Master Business Licence (now known simply as a Business Identification Number document) will usually be issued instantly.
Step 4: Update Your CRA and Bank Accounts
Once you have your official registration document, you must update your business infrastructure. Take the document to your local bank branch so they can add the DBA to your corporate bank account, allowing you to deposit cheques written to the new operating name. You should also update your Canada Revenue Agency (CRA) profile to reflect the new operating name for payroll and HST purposes.
How Much Does it Cost in Ontario?
Registering an operating name is relatively inexpensive, but there are a few associated costs to keep in mind. 💵 Here is what you can expect to pay in Ontario:
- Provincial Registration Fee: The exact fee charged by the Ontario Business Registry to register an operating name is currently $60 CAD.
- NUANS Name Search: Running a comprehensive preliminary name search usually costs between $8 and $20 CAD depending on the service provider.
- Law Firm / Corporate Service Fees: If you hire a lawyer or a corporate registry service to handle the paperwork to ensure no mistakes are made, they typically charge a service fee ranging from $150 to $300 CAD on top of the government fees.
- Renewal Fees: Remember that you will need to pay the $60 CAD provincial fee again every five years to keep the name active.
How Long Does the Process Take?
The transition to a new brand identity can happen surprisingly fast if done digitally. If you process your DBA registration online through the Ontario Business Registry, the approval and document generation are typically instantaneous or completed within the same business day. If you choose to mail in paper forms, the processing time can drag out to 4 to 6 weeks. Establishing the name with your bank and the CRA usually takes an additional 1 to 2 weeks of administrative follow-up.
| Registration Method | Provincial Fee (CAD) | Estimated Processing Time |
|---|---|---|
| Online via OBR | $60 | Same Day / Instant |
| Mailed Paper Form | $60 | 4 – 6 Weeks |
| Via Legal Representative | $60 + Legal Fees | 1 – 3 Days |
Frequently Asked Questions (FAQ)
Does a DBA registration protect my business name?
No. Registering an operating name with the province merely gives you the legal right to use it. It does not grant you exclusive rights to the name. To protect your brand from being used by competitors across Canada, you must register a formal Trademark with the federal government.
Is an operating name a separate legal entity?
No, an operating name is not a separate company. It is simply an alias for your existing corporation. If a customer sues your operating name, they are actually suing your underlying corporation, which holds all the legal liability and assets.
Do I need a separate tax account for my DBA?
Usually, no. Because the DBA is just an alias for your corporation, you will continue to use your corporation’s existing 9-digit CRA Business Number for corporate taxes, payroll, and HST. You just inform the CRA that you are also operating under the new name.
What happens if I forget to renew after 5 years?
If your 5-year registration expires, you lose the legal right to operate under that name. This can cause issues with your corporate bank accounts and contracts. The province may cancel it, and another business could potentially claim the name.
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