To legally change your Ontario corporation’s name, you must pass a special resolution of shareholders, obtain a new Ontario-biased NUANS report (around $13 CAD), and file Articles of Amendment (Form 3) with the Ontario Business Registry. The provincial filing fee is currently $150 CAD.
As your business evolves, you may find that your original company name no longer reflects the products or services you offer. Whether you are rebranding a tech firm in Waterloo, a retail store in London, or expanding a local service in Mississauga, changing your corporate name is not as simple as updating your website. Because a corporation is a distinct legal entity under the Business Corporations Act (Ontario), any change to its foundational identity requires a formal legal process.
You cannot simply start invoicing clients under a new corporate name without government approval. 📝 The process involves filing Articles of Amendment to formally alter the public record. Failing to do this correctly can lead to banking issues, tax complications with the Canada Revenue Agency (CRA), and lost brand protection. If you want to ensure your rebrand is handled flawlessly, searching our directory for an Ontario corporate lawyer is an excellent way to navigate the provincial registry safely.
Step-by-Step Process in Ontario
Changing your corporate name requires strict adherence to provincial regulations. The Ministry of Public and Business Service Delivery mandates that every step is documented properly in your corporate minute book before you interact with the registry.
Step 1: Order an Ontario-Biased NUANS Report
Before you can claim a new name, you must prove it is legally available. 🔍 You are required to order an Ontario-biased NUANS (Newly Upgraded Automated Name Search) report for your proposed new name. This report compares your desired name against existing corporate names and trademarks. The NUANS report is valid for exactly 90 days; if you do not file your amendment within that window, you must buy a new report.
Step 2: Draft and Pass a Special Resolution
A name change requires the approval of the people who own the company. The directors must propose the name change, and the shareholders must pass a “Special Resolution.” Under Ontario law, a special resolution requires the approval of at least two-thirds (66.6%) of the voting shareholders. This resolution must be signed and kept securely in your corporate minute book.
Step 3: Prepare the Articles of Amendment (Form 3)
Next, you must prepare the Articles of Amendment. 📄 This document officially informs the government that Article 1 of your original Articles of Incorporation (which states your company name) is being changed. You must provide the exact current name, the Ontario Corporation Number (OCN), and the exact new name as it appears on your NUANS report.
Step 4: File with the Ontario Business Registry (OBR)
Once your documents are ready, you submit the Articles of Amendment online through the official Ontario Business Registry (OBR) portal, or through an authorized third-party service provider. You will need your company ID and an OBR Company Key to access your profile. Upon successful processing, you will receive a Certificate of Amendment.
Step 5: Notify the CRA and Your Bank
The government will not automatically update all your external accounts. 💳 You must manually contact the Canada Revenue Agency (CRA) to update your Business Number, payroll, and HST accounts. Furthermore, you must take your new Certificate of Amendment to your local bank branch to update your corporate checking accounts, otherwise, cheques made out to the new name will bounce.
How Much Does it Cost in Ontario?
Rebranding involves both government filing fees and potential professional fees to ensure compliance.
- NUANS Report: Obtaining an Ontario-biased NUANS report costs roughly $13 to $20 CAD depending on the search provider.
- Government Filing Fee: Filing Articles of Amendment with the Ontario Business Registry requires a mandatory provincial fee of $150 CAD.
- Corporate Lawyer Fees: Retaining a lawyer to conduct the name search, draft the special resolutions, update the minute book, and file the amendment typically costs between $400 and $900 CAD.
- CIPO Trademark Search: A basic trademark search through the Canadian Intellectual Property Office is free, but registering the new brand formally costs an additional $348 CAD.
How Long Does the Process Take?
If handled online, the legal process is relatively swift. ⏳ Generating a NUANS report is almost instantaneous once requested. Drafting the shareholder resolution and preparing the forms can be done in 1 to 2 days. When you file the Articles of Amendment online through the OBR, the approval and issuance of the Certificate of Amendment are typically completed within 24 hours. However, the administrative aftermathāupdating the CRA, ordering new cheques, changing municipal business licences, and updating vendor contractsācan take 3 to 6 weeks to fully resolve.
| Requirement | Purpose | Validity / Lifespan |
|---|---|---|
| NUANS Report | Proves the new corporate name is unique and available. | Valid for exactly 90 days. |
| Special Resolution | Proves 2/3 of shareholders legally agreed to the change. | Permanent record in minute book. |
| Certificate of Amendment | The official government proof of your new name. | Permanent (until changed again). |
Frequently Asked Questions (FAQ)
Do I get a new Business Number from the CRA?
No. Your 9-digit Business Number assigned by the Canada Revenue Agency (CRA) remains exactly the same, as does your Ontario Corporation Number (OCN). You are simply changing the name attached to those numbers.
Can I just use a “Doing Business As” (DBA) name instead?
Yes. If you do not want to formally change your corporate name via an amendment, you can register an Operating Name (Master Business Licence) for $60 CAD. Your corporation will legally operate under this secondary name.
What if the NUANS report says my desired name is taken?
If the exact name or a confusingly similar name is already registered by another corporation, the government will likely reject your amendment. You must choose a different name or add a distinctive element (like a location) and pull a new report.
Do I need to update my employment contracts?
Technically, the legal entity remains the same, so existing contracts remain valid. However, it is best practice to send a formal notice to all employees and issue a brief addendum stating the company’s new legal name.
Can a numbered company be changed to a named company?
Absolutely. Many business owners initially incorporate as a numbered company (e.g., 1234567 Ontario Inc.) for speed, and later file Articles of Amendment to change it to a distinct word name once their branding is finalized.
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