{"id":3495,"date":"2023-10-03T03:50:34","date_gmt":"2023-10-03T03:50:34","guid":{"rendered":"https:\/\/ownrblog-preprod.go-vip.net\/?p=3495"},"modified":"2026-01-19T15:24:50","modified_gmt":"2026-01-19T15:24:50","slug":"how-to-incorporate-business-ontario","status":"publish","type":"post","link":"https:\/\/www.ownr.co\/blog\/how-to-incorporate-business-ontario\/","title":{"rendered":"How to Incorporate a Business in Ontario"},"content":{"rendered":"<p>As your business grows, incorporating could be a logical next step. If you choose to <span style=\"text-decoration: underline;\">incorporate your business in Ontario<\/span>, you&#8217;re essentially creating a legal entity. Similar to a person, a corporation will have its own rights and responsibilities, including liability and protection. This includes all personal assets.<\/p>\n<p>The process of incorporating a business can be quite arduous. A high level of detail needs to be taken into account which is why a number of business owners choose to hire a lawyer. However, hiring a lawyer can be quite pricey and is not the only route you can take. It\u2019s possible to incorporate your business without one.<\/p>\n<h2><strong>Key takeaways<\/strong><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose the right business structure (sole proprietorship, partnership, or corporation) to align with your goals and minimize tax liabilities.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Conduct a name search using Ontario&#8217;s NUANS Name Search tool to ensure your business name is available and compliant with legal rules.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Register your business for tax accounts with the CRA, including GST\/HST and payroll accounts, to avoid compliance issues after incorporation.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Step-by-step instructions on incorporating your business in Ontario<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In this section, you&#8217;ll find a clear, actionable guide to incorporating your business in Ontario. We\u2019ll cover each essential step, from selecting your business name to setting up tax accounts, so you have everything to get your business legally established in the province.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Choose business structure and name<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first decision you\u2019ll need to make is selecting the right business structure. Whether you choose a sole proprietorship, partnership, or corporation, this decision is crucial for tax purposes, liability, and how your business will operate. Each structure has its own set of legal and financial implications, so it&#8217;s important to choose the one that aligns with your long-term goals.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Next, you\u2019ll need to choose a business name.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get creative, but make sure it\u2019s relevant to your business. You\u2019ll also want to check that the name is available. Use the <\/span><a href="\&quot;https:\/\/www.ontario.ca\/page\/ontario-business-registry\&quot;"><span style=\"font-weight: 400;\">Ontario Business Name Search tool<\/span><\/a><span style=\"font-weight: 400;\"> to ensure no one else has already taken it. Also, confirm that your chosen name doesn\u2019t infringe on any trademarks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Finally, ensure the name complies with Ontario\u2019s business naming rules. It can\u2019t contain offensive language. And if you\u2019re incorporating, the name must include a corporation indicator like \u201cInc.\u201d or \u201cLtd.\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Do a name search (if using a name)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A name search helps you confirm that your chosen business name isn\u2019t already in use or confusingly similar to another business. This step protects you from legal issues and helps you avoid problems when registering or incorporating your business.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can run a name search through Ontario\u2019s <\/span><a href="\&quot;https:\/\/www.nuans.com\/site\/nuans-corporate-name-trademark-reports\/en\&quot;"><span style=\"font-weight: 400;\">NUANS Name Search tool<\/span><\/a><span style=\"font-weight: 400;\"> or use a trusted third-party service. NUANS provides a report showing existing business names and trademarks. It\u2019ll give you an idea of whether your business name idea is unique.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you plan to use a unique business name, especially when incorporating, you must complete a name search. Your registration could be delayed without it.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Prepare your incorporation details<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Before you can incorporate, you&#8217;ll need to gather the following details to process your documents.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Corporate Name:<\/b><span style=\"font-weight: 400;\"> Only if you\u2019re not using your personal name. This is the name you want your corporation to go by.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Registered Office Address:<\/b><span style=\"font-weight: 400;\"> This is the location where your corporation\u2019s official documents will be stored.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Director Information:<\/b><span style=\"font-weight: 400;\"> You\u2019ll need the names and addresses of the individuals who will sit on your corporation&#8217;s board of directors.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Share Structure:<\/b><span style=\"font-weight: 400;\"> Decide how shares will be distributed among shareholders, including the number of shares and their classes.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Accuracy is key when filling out these details. Mistakes can lead to delays or even rejection of your incorporation process. Make sure everything is correct to avoid unnecessary setbacks.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. File online with the Ontario Business Registry<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To file your incorporation documents, visit the <\/span><a href="\&quot;https:\/\/www.ontario.ca\/page\/ontario-business-registry\&quot;"><span style=\"font-weight: 400;\">Ontario Business Registry website<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">First, choose the correct incorporation form based on your business structure (corporation, partnership, etc.). Then fill in the required details, including your business name, directors, and share structure.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><a href="\&quot;https:\/\/www.ontario.ca\/page\/business\/start\/register-your-business-online\&quot;"><span style=\"font-weight: 400;\">filing fee for incorporation in Ontario is $300<\/span><\/a><span style=\"font-weight: 400;\">. Additional fees may apply if you&#8217;re filing other documents, like the NUANS report.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you complete and submit the filing, you\u2019ll receive an immediate confirmation that your documents have been processed and accepted.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Handle tax accounts and set up<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once your corporation is formed, it\u2019s important to set up your tax accounts with the <\/span><a href="\&quot;https:\/\/www.canada.ca\/en\/revenue-agency\/services\/tax\/businesses\/topics\/business-registration\/business-number-program-account\/how-register.html\&quot;"><span style=\"font-weight: 400;\">Canada Revenue Agency (CRA)<\/span><\/a><span style=\"font-weight: 400;\">. This is essential for complying with tax obligations and running your business smoothly.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href="\&quot;https:\/\/www.canada.ca\/en\/revenue-agency\/services\/tax\/businesses\/topics\/gst-hst-businesses\/gst-hst-account\/register-account.html\&quot;"><b>GST\/HST Registration<\/b><\/a><b>:<\/b><span style=\"font-weight: 400;\"> If your taxable revenue exceeds $30,000 annually, you\u2019ll need to register for GST\/HST.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href="\&quot;https:\/\/www.canada.ca\/en\/revenue-agency\/services\/tax\/businesses\/topics\/payroll\/open-manage-payroll-account.html\&quot;"><b>Payroll Account<\/b><\/a><b>:<\/b><span style=\"font-weight: 400;\"> If you plan to hire employees, you\u2019ll need a payroll account to handle employee deductions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href="\&quot;https:\/\/www.canada.ca\/en\/revenue-agency\/services\/tax\/businesses\/topics\/business-registration\/business-number-program-account\/need-program-accounts\/corporation-income-tax.html\&quot;"><b>Corporate Income Tax Registration<\/b><\/a><b>:<\/b><span style=\"font-weight: 400;\"> If you\u2019re filing corporate taxes under your business name, you\u2019ll need to register for corporate income tax.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you&#8217;re operating in a regulated industry, it\u2019s wise to consult with a tax professional. Specialized advice can ensure you&#8217;re following the best tax planning practices for your business.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">How much does it cost to incorporate in Ontario?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The costs to file the incorporation materials in Ontario run anywhere from <\/span><span style=\"font-weight: 400;\">$300 to $360<\/span><span style=\"font-weight: 400;\"> and can be done online, by mail, or in person.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">How to incorporate your business in Canada<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The advantages of <\/span><a href="\&quot;https:\/\/www.ownr.co\/blog\/guide-to-business-incorporation-in-canada\&quot;"><span style=\"font-weight: 400;\">incorporating federally<\/span><\/a><span style=\"font-weight: 400;\"> are much the same as incorporating in Ontario, but doing both can protect your corporation name across Canada, not just in Ontario.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Choosing a business name is the first step, which can be done through <\/span><a href="\&quot;https:\/\/ownr.co\/blog\/nuans-name-search\/\&quot;"><span style=\"font-weight: 400;\">NUANS<\/span><\/a><span style=\"font-weight: 400;\"> for a fee (you get unlimited NUANS searches free with Ownr). If you are incorporating in both Ontario and federally, it\u2019s wise to search both.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your business name should satisfy three legal requirements: a distinctive element, a descriptive element, and a legal ending. A distinctive element can be a word or a name; something that is unique to your business. A descriptive element describes the business, such as \u201cflower shop.\u201d A legal ending defines your business structure, like Inc. or Ltd. For example, a satisfactory business name will look something like this:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">[Distinctive] + [Descriptive] + [Legal Ending] = Mabel\u2019s Flower Shop Inc.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As with incorporating in Ontario, you will need to file <\/span><a href="\&quot;https:\/\/ownr.co\/blog\/learn-about-articles-of-incorporation\/\&quot;"><span style=\"font-weight: 400;\">Articles of Incorporation<\/span><\/a><span style=\"font-weight: 400;\">. This is probably the most complex step and where outsourcing help is beneficial.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">How much does it cost to incorporate in Canada?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Incorporating at the federal level usually costs $200 CAD, which makes it a cheaper option than a provincial incorporation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Read more about <\/span><a href="\&quot;https:\/\/ownr.co\/blog\/incorporation-costs\/\&quot;"><span style=\"font-weight: 400;\">the cost of incorporating in Canada<\/span><\/a><\/p>\n<h2>Why incorporate your business?<\/h2>\n<p>While many entrepreneurs and small business owners choose to be sole proprietors or partnerships, there are some circumstances when <a href="\&quot;https:\/\/www.ownr.co\/blog\/5-things-to-consider-when-incorporating-your-business\&quot;"><span style=\"text-decoration: underline;\">incorporating your business<\/span><\/a> is beneficial and maybe even necessary.<\/p>\n<p>There are two types of incorporations: not-for-profit and for-profit businesses. Business owners generally fall under the latter category. While incorporating isn\u2019t for everyone, there are a few important reasons why <a href="\&quot;https:\/\/www.ownr.co\/blog\/a-guide-what-to-consider-when-incorporating-your-business\/\&quot;">sole proprietors choose to incorporate<\/a>. There are also <a href="\&quot;https:\/\/www.ownr.co\/blog\/4-things-you-should-know-before-incorporating-your-business\&quot;"><span style=\"text-decoration: underline;\">things you should be aware of before deciding to incorporate<\/span><\/a>.<\/p>\n<h3>Limited liability<\/h3>\n<p>A sole proprietorship is not a legal entity in and of itself and therefore, cannot be held liable for any debts or litigation independently. This falls squarely on the shoulders of the business owner. For some, this can be a significant worry as all their personal assets, including savings, real estate, and vehicles are exposed.<\/p>\n<p>Since a corporation is a legal entity apart from its owner(s), all liability is under the purview of the corporation, protecting the owners from any personal asset exposure. For some business owners, this is an attractive option.<\/p>\n<h3>Tax advantages of incorporating your business<\/h3>\n<p>As a sole proprietor, all business earnings are declared on their personal income tax return and taxed under the personal tax rate. But as your business grows and you start bringing in more income, you run the risk of meeting a higher tax bracket threshold. While there are <a href="\&quot;https:\/\/www.ownr.co\/blog\/small-business-deductions-expenses\/\&quot;"><span style=\"text-decoration: underline;\">business expense<\/span><\/a> tax advantages to being a sole proprietor if revenue ends up putting you over the higher tax bracket threshold, incorporating your business can be an advantage.<\/p>\n<p>Incorporating your business means a corporate tax rate, which is usually lower than personal income tax rates. Travel and health insurance costs are also protected under corporate tax rates.<\/p>\n<p>By incorporating your business, you can draw a salary, which can also safeguard you from hefty personal income taxes. Whereas your personal income tax might be significantly higher in a sole proprietorship, despite much of the earnings going back into the business, as a corporation you will be able to lower your tax bracket to more accurately reflect your actual earnings.<\/p>\n<h3>Securing funds is easier<\/h3>\n<p>By incorporating, your business becomes eligible for <a href="\&quot;https:\/\/ownr.co\/blog\/grants-loans-whats-the-difference\/\&quot;">business loans and grants<\/a> that are geared only for incorporated companies. These grants and loans can be of a significantly higher value as well. Conversely, sole proprietors and partnerships might have challenges securing funds, either through loans or grant programs.<\/p>\n<p>&nbsp;<\/p>\n<p><iframe loading=\"lazy\" title=\"Federal vs Provincial Incorporation in Canada\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/DFOl7he36Ng?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<h2>What is required after incorporating your business?<\/h2>\n<p>Incorporating your business isn\u2019t the last step of the process. There are a few legal requirements in order to keep your incorporation status, both <a href=\"https:\/\/www.ic.gc.ca\/eic\/site\/cd-dgc.nsf\/eng\/cs06642.html\"><span style=\"text-decoration: underline;\">federally<\/span><\/a> and in Ontario.<\/p>\n<ul>\n<li>A <a href=\"https:\/\/ownr.co\/blog\/what-is-a-minute-book\/\">minute book<\/a> and share records<\/li>\n<li>Company updates<\/li>\n<li><a href=\"https:\/\/ownr.co\/blog\/tax-returns-vs-annual-returns\/\">Annual return<\/a> and resolutions<\/li>\n<\/ul>\n<p>Most of the official record of documents and activities that are not included in the original application for incorporation is included in the minute book. This will include:<\/p>\n<ul>\n<li>Initial Corporate Bylaws<\/li>\n<li>First Director Resolution<\/li>\n<li>First Shareholder Resolution<\/li>\n<li>Director Consent<\/li>\n<li>Subscription for Shares<\/li>\n<li>Shareholder Register<\/li>\n<li>Shareholder Ledger<\/li>\n<li>Digital Notices of Uncertified Shares<\/li>\n<li>Any other documents required under Ontario and\/or federal law<\/li>\n<\/ul>\n<h2><strong>Frequently asked questions<\/strong><\/h2>\n<h3><strong>Do I need a lawyer to incorporate in Ontario?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">No, you are not legally required to hire a lawyer to incorporate in Ontario. Many small business owners successfully incorporate on their own using the Ontario Business Registry or online platforms. However, a lawyer can be very helpful if your situation is more complex, such as having multiple shareholders, custom share classes, investors, or plans for a future sale.<\/span><\/p>\n<h3><strong>Can I incorporate my business myself?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Yes. You can incorporate your business yourself by selecting a name or numbered company, preparing your incorporation details, and filing through the Ontario Business Registry. First-time founders should review official guidance or use a trusted platform to avoid filing errors.<\/span><\/p>\n<h3><strong>Can a non-resident incorporate in Canada?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Yes. Non-residents can incorporate in Canada, but director residency rules vary by jurisdiction. Some federal and provincial corporations require at least one Canadian-resident director, while several provinces allow incorporation with no residency requirement.<\/span><\/p>\n<h3><strong>Is it necessary to register for HST immediately after incorporating?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">No. Register for HST only after your business exceeds $30,000 in taxable revenue within 12 months. Incorporation alone does not trigger mandatory registration, but you can register voluntarily at any time.<\/span><\/p>\n<h3><strong>Is a NUANS report required for every incorporation?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">No. Skip the NUANS report when you incorporate a numbered company. Use a NUANS report only when you create a named corporation to confirm the name is unique.<\/span><\/p>\n<h3><strong>What\u2019s the difference between incorporating in Ontario vs. federally in Canada?<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Incorporating in Ontario limits your legal rights to Ontario only. Federal incorporation provides name protection and legal recognition across Canada. Ontario incorporation is governed by the <\/span><a href=\"https:\/\/www.ontario.ca\/laws\/statute\/90b16\"><span style=\"font-weight: 400;\">OBCA<\/span><\/a><span style=\"font-weight: 400;\"> and requires filing <\/span><a href=\"https:\/\/ised-isde.canada.ca\/site\/corporations-canada\/en\/federal-corporation-forms-and-instructions#:~:text=Form%201%20%2D%20Articles%20of%20Incorporation\"><span style=\"font-weight: 400;\">Articles of Incorporation (Form 1)<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><b>Let Ownr incorporate your business<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Using Ownr\u2019s services to incorporate your business will save you time and money, we walk you through all of the steps to incorporate a business in Ontario. Plus, if you <\/span><a href=\"https:\/\/www.ownr.co\/ca\/en\/incorporation\"><span style=\"font-weight: 400;\">incorporate with Ownr<\/span><\/a><span style=\"font-weight: 400;\">, you\u2019ll get access to exclusive <\/span><a href=\"https:\/\/www.ownr.co\/resources\/perks\"><span style=\"font-weight: 400;\">entrepreneurial perks<\/span><\/a><span style=\"font-weight: 400;\"> that help set your new corporation up for success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Do you need help registering your business as a <\/span><a href=\"https:\/\/www.ownr.co\/product\/sole-proprietorship\"><span style=\"font-weight: 400;\">sole proprietorship<\/span><\/a><span style=\"font-weight: 400;\"> or as <\/span><a href=\"https:\/\/www.ownr.co\/product\/incorporation\"><span style=\"font-weight: 400;\">an incorporated business<\/span><\/a><span style=\"font-weight: 400;\">?\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/www.ownr.co\/company\/contact\"><span style=\"font-weight: 400;\">Get in touch with Ownr<\/span><\/a><span style=\"font-weight: 400;\"> and see how we can help.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Incorporating your business in Ontario? Here is the complete step-by-step guide to incorporating businesses in Ontario.<\/p>\n","protected":false},"author":5,"featured_media":6557,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[991],"tags":[369,371,373,374],"class_list":["post-3495","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-ontario","tag-incorporate-your-business","tag-incorporating","tag-incorporation-in-canada","tag-incorporation-in-ontario"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Incorporate a Business in Ontario | Ownr Blog<\/title>\n<meta name=\"description\" content=\"Learn how to incorporate a business in Ontario! 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