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Registering Your Business Name In OntarioBusiness names are registered with the Companies and Personal Property Security Branch (CPPSB) of the Ministry of Government Services (MGS) and are placed on the Public Record maintained by CPPSB for public disclosure. Anyone may search business name information contained on the Public Record for a fee to find the owners or principals behind a business name. Who Must Register Under the Business Names Act ? The Ontario Business Names Act administered by the Companies and Personal Property Security Branch applies to:
Where can I register a business name and obtain a Master Business Licence ? ServiceOntario ServiceOntario's website provides access to the government's electronic services that simplify and streamline registration, renewal and reporting processes for Ontario businesses. New entrepreneurs and existing corporations can electronically complete the most important applications to register their business at one location, including applications for Business Name Registration, Retail Sales Tax Vendor Permit, Employer Health Tax and Workplace Safety and Insurance Board. When registering via Business Registration Online (a partnership between Canada Revenue Agency (CRA) and some provincial governments including Ontario), you may apply for the above programs as well as for a Federal Business Number (BN) and other CRA programs. Business names can be searched and registered through ServiceOntario via the following channels:
Please note that you must enter the business information yourself when using BRO, the OBC –ServiceOntario website and self-help workstations. For more information about workstation service locations, fees and processing times or to obtain OBC – ServiceOntario applications , please call the ServiceOntario/ OBC Helpline or visit the ServiceOntario website: Toll-Free in Ontario: 1-800-565-1921 TTY: (416) 326-8566
Electronic business name searches and registrations are also available through Service Providers under contract with the Ministry of Government Services. Companies and Personal Property Security Branch Business names may be searched and registered in person from 8:30 a.m. to 5:00 p.m. on regular business days at:
Registrations submitted to the Branch by mail should be addressed to:
Ministry Fee for Registration The Ministry fee for registering a business name:
Business Identification Number (BIN) and Business Number (BN) The Companies and Personal Property Security Branch assigns a Business Identification Number (BIN) when a business name is registered in Ontario. It should not be confused with the federal Business Number (BN) assigned by the Canada Revenue Agency (CRA) for federal programs, including Goods and Services Tax/Harmonized Sales Tax (GST/HST), Import/Export Accounts, Payroll Deductions and Corporate Income Tax. Business Name Registration Forms If you are registering a business name under the Business Names Act directly with the Companies and Personal Property Security Branch, the following forms must be submitted to the Branch: Form 1 – Registration of a Sole Proprietorship/General Partnership Used to register a business name for a sole proprietorship (one owner) or the firm name of a general partnership (more than one owner). Form 2 - Registration of a Business Name for a Corporation Used when a corporation wishes to carry on business under a name different from the corporation's name. Not-for-profit corporations must also complete this form to publicly use a name other than their corporation name. Form 5 –Registration of a Business Name for a Partnership/Limited Partnership Used when a registered general partnership or existing limited partnership wishes to carry on business under a name different from the firm name of the partnership or limited partnership. Form 6 – Ontario Limited Liability Partnership, Extra-Provincial Limited Liability Partnership, Extra-Provincial Limited Liability Company (Must be filed in person or by mail to the Companies and Personal Security Branch)
Availability of Forms The forms are available on the Ministry's website . The forms may also be picked up at the Companies and Personal Property Security Branch Public Office or ordered through the Companies Helpline during regular business hours (8:30 a.m. to 5:00 p.m., Monday to Friday). Master Business Licence (MBL) When registering your business name through any of the self-help workstations located at OBC – ServiceOntario service locations across the province, the ServiceOntario website (between 8:30 a.m. and 6:00 p.m., Monday to Friday), Business Registration Online (BRO), Service Providers or at the Companies and Personal Property Security Branch, you will receive a Master Business Licence (MBL) immediately following registration. If registering after hours through the ServiceOntario website or BRO, you will receive your MBL by mail, within two weeks of registration. Please note a Master Business Licence is not issued for registration of a business name for a Partnership/Limited Partnership (Form 5) or for an Ontario Limited Liability Partnership, Extra-Provincial Limited Liability Partnership or Extra-Provincial Limited Liability Company (Form 6). You will receive a copy of the application with a validation showing the Business Identification Number, date of registration and the expiry date. Checking to see if Another Business is Already Using the Business Name For detailed information about searching a business name and product descriptions, and for information on corporate name searches as well as NUANS and trademark searches, please refer to the “Searching the Public Record” information sheet. Information sheets may also be ordered through the Companies Helpline at (416) 314-8880 or 1-800-361-3223 or picked up at the Companies and Personal Property and Security Branch. Registration Expiry/Renewal A business name registration is effective for five years. To continue using the name it must be renewed before the expiry date set out on the registration, and a renewal fee must be paid. It is the registrant's responsibility to keep the information on the registration up to date and to renew the registration on time. The Branch does not issue reminders. An updated Master Business Licence (MBL) will be issued immediately if renewed in person or mailed within two weeks after a successful online renewal. To ensure the Public Record is accurate, you must notify the Companies and Personal Property Security Branch when the information in your registration has changed. Changes in address, business activity or partners (as long as one of the original partners remains the same), must be filed on the Ministry form within 15 days after the change. There is no filing fee. However, changing the name of your business registration is considered a new registration and the relevant fee applies. Changing the type of registration, e.g. a partnership registration to a sole proprietorship, or changing all the partners in a partnership, is also considered a new registration. If the business ceases to operate, you should cancel your business name registration. There is no filing fee for the cancellation of a business name. The amended or cancelled registration can be submitted to the Branch by mail or in person at the Public Office in Toronto. Alternatively, the registrant can amend or cancel a business name registration online through the ServiceOntario website . The registrant will receive confirmation of the changes by mail in approximately three weeks. Does Registration Protect my Business Name?The Business Names Act does not protect the exclusivity of a registered name. You may be able to protect your business name by registering a trademark under the Trade-Marks Act (federal legislation). It may be useful to talk to your lawyer or contact the Canada Ontario Business Service Centre for more information on trademarks. The Business Names Act does not prohibit registration of identical names, but if you decide to use a name that is the same as or confusingly similar to that of an existing business, it could result in a lawsuit. The person registering the name also assumes full responsibility for any risk of confusion with an existing corporation, business name or trademark. You may also wish to do some research to see if incorporating is a better alternative for your business. Identical corporation names cannot be incorporated in Ontario. If you incorporate and carry on business under the corporate name set out in the Articles of Incorporation, there is no requirement to register under the Business Names Act . However, if the corporation is operating with a name that is different from its corporate name, the operating name must be registered under the Business Names Act. LiabilityThe registrant of a business name who has suffered damages because someone else has registered the same name or one that is deceptively similar can take legal action through the courts. The Business Names Act entitles you to recover compensation for damages suffered and provides for a court order cancelling the registration that was the cause of the action. Companies and Personal Property Security Branch staff cannot provide specific advice on name selection. If you are not sure about the use of a name, you should consult a lawyer. Penalties for not RegisteringUnder the Business Names Act , fines of up to $2,000 can be levied against individuals and up to $25,000 for corporations for failure to register or for registering false or misleading information. Help Choosing a Business NameChoosing the right name for your new business is an important decision. You want a name that will draw potential customers, help clients identify your company and build your business image. A name that is easy to remember and provides information about the products or services you offer is always a good choice. Choose a distinctive name to stand out from your competitors. Make sure the name is not misleading or confusing in its description of the goods or services you will provide. Restrictions on Business Names When choosing your business name, remember that certain words or expressions cannot be used.
It's your responsibility to make sure your business name does not contain any of the above words or expressions unless proper consent has been obtained. If you register a name that is contrary to the Act or regulations, the name is subject to cancellation at any time. Business names must be registered in the Roman alphabet (English, French, Spanish, Italian, Latin, etc.) and may contain numerals. Business names composed of characters from other alphabets must be translated and registered in a language using the Roman alphabet. A business name in a language other than one using the Roman alphabet may be used in advertising and signs, but the business name must also be displayed in a language using the Roman alphabet. For example, a business that registers its name in English may have letterhead or signs in Chinese characters as long as the English name is also displayed at the place of business. The following marks may also be included in the name, but may not be used as the first character: @ ! " # $ % & ' ( ) * + , - . / : ; > = < ? [ ] \ ^ ` ´ . Where can I Find More Help and Information?Ministry of Economic Development and Trade The Ministry of Economic Development and Trade operates enterprise centres and business self-help offices across the province to assist anyone wanting to start a new business. They provide information, access to resource material and advice on preparing a business plan, managing a new business and governmental assistance available to entrepreneurs.
The Canada-Ontario Business Service Centre The Canada-Ontario Business Service Centre (COBSC) provides access to accurate, timely and relevant information on federal and provincial business-related programs, services and regulations. The COBSC is jointly managed by Industry Canada and the Ontario Ministry of Government Services. The COBSC has a contact centre staffed by knowledgeable Information Officers who can respond to business-related enquiries in both official languages between 8:30 a.m. and 6:00 p.m., Monday to Friday (every Government business day). For more information, call 1-800-567-2345 or visit the Canada-Ontario Business Service Centre website at www.cbsc.org/ontario . Other Related Information Sheets Searching the Public Record April 21, 2006
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