Ontario Business Registration & Incorporation Services
Business registration, minute book maintenance, corporate compliance, and business licensing services for Ontario businesses
Starting a Business or Need Corporate Compliance Help?
Professional business services ensure proper structure and compliance from the start. Fixed fees with no surprises.
Request Free ConsultationOr call: (416) 561-2345
Professional Business and Corporate Services
Operating a business in Ontario requires proper legal structure, corporate compliance, and ongoing maintenance of business records and filings. Proper business structure protects personal assets, establishes credibility with clients and lenders, and prevents penalties for non-compliance with provincial and federal requirements.
As a licensed paralegal providing business services throughout Toronto and the Greater Toronto Area, I assist entrepreneurs, small businesses, and established companies with business registration, corporate organization, minute book updates, annual filings, and ongoing compliance requirements. Services are provided with transparent fixed pricing, practical advice about business structure decisions, and ongoing support as your business grows.
Business & Corporate Services
Business Registration & Setup
- Sole proprietorship and partnership registration with Ontario Business Registry
- Federal and Ontario corporation incorporation including name search and articles
- Business name registration and renewal for operating names
- Initial corporate organization – share issuance, director appointment, bylaws
- Federal business number and GST/HST registration applications
- Master Business License applications for municipal licensing
- WSIB registration for businesses with employees
- Corporate structure advice for choosing the right entity type
Corporate Maintenance & Compliance
- Annual corporate minute book updates – director and shareholder resolutions
- Ontario annual returns and federal annual filings
- Share transfers, share issuances, and reorganization documentation
- Director and officer changes filed with government registries
- Minute book organization and reconstruction for incomplete records
- Registered office and records address updates
- Corporate name changes and amalgamations
- Dissolution and wind-up services for businesses ceasing operations
Choosing Your Business Structure
The right structure depends on your liability risk, tax situation, growth plans, and willingness to manage compliance requirements.
| Factor | Sole Proprietorship | Partnership | Corporation |
|---|---|---|---|
| Liability Protection | None – personally liable for all business debts | None – partners jointly liable for all debts | Yes – shareholders not personally liable beyond investment |
| Setup Cost | Low – registration only if using business name | Low to moderate – registration plus partnership agreement | Higher – incorporation fees, articles, initial organization |
| Ongoing Compliance | Minimal – business name renewal every 5 years | Minimal – same as sole proprietorship | Significant – annual returns, minute books, corporate tax returns |
| Tax Treatment | Income flows to personal return | Income flows to partners’ personal returns | Corporate tax rates, income deferral opportunities |
| Raising Capital | Limited – cannot sell equity | Limited – can add partners only | Flexible – can issue shares to investors |
| Best For | Low-risk service businesses, freelancers, consultants | Professional practices, joint ventures with trusted partners | Businesses with liability risk, growth plans, or tax planning needs |
Not sure which structure is right for your situation? The initial consultation includes advice on business structure based on your specific circumstances.
Corporate Compliance Essentials
Corporations have ongoing obligations that must be maintained to preserve good standing and liability protection.
Minute Book Requirements
Every Ontario and federal corporation must maintain a minute book containing articles of incorporation, bylaws, shareholder and director registers, share certificates, meeting minutes, and written resolutions.
Why it matters:
- Required by law – must be available for inspection
- Proves corporate authority for contracts and transactions
- Demonstrates compliance for audits and due diligence
- Protects limited liability by showing proper corporate operation
- Essential for loans, investments, or selling the business
Annual Filing Obligations
Ontario corporations must file annual returns with the province. Federal corporations file with Corporations Canada. Missing deadlines results in penalties and potential dissolution.
Annual requirements include:
- Ontario annual return – director and registered office information
- Federal annual return for federal corporations
- Annual shareholder and director meetings (or written resolutions)
- Corporate income tax returns even if no tax owing
- GST/HST filings if registered
- Business license renewals where applicable
Common Situations I Handle
→ Starting a New Business
Structure advice, name search, registration or incorporation, initial organization, business number applications – everything to get you operating legally from day one.
→ Minute Book Out of Date
Years of missing resolutions and filings? I reconstruct and organize corporate records so you’re current and ready for any transaction requiring documentation.
→ Annual Return Overdue
Behind on provincial or federal filings? I get you back into good standing before penalties accumulate or dissolution proceedings begin.
→ Adding or Removing Shareholders
Share transfers, new share issuances, buyouts – properly documented with updated registers, certificates, and resolutions. Banks may require notarized documents for share transactions.
→ Director or Officer Changes
New directors, resignations, officer appointments – filed with government registries and documented in corporate records.
→ Closing a Business
Proper dissolution and wind-up when operations cease – final filings, asset distribution resolutions, and articles of dissolution.
Why Professional Business Services Matter
While some business tasks can be completed independently, professional assistance prevents errors that cause problems later and saves time you can dedicate to running your business.
→ Proper Structure from Start
Advice on choosing appropriate business structure based on your liability risk, tax situation, and growth plans. Correct setup prevents costly restructuring later.
→ Error Prevention
Professional preparation ensures documents are completed correctly, all required filings are made, and compliance obligations are identified before they become problems.
→ Transaction Readiness
Maintained corporate records let you respond quickly to opportunities requiring documentation – loans, investments, or business sales – without scrambling to reconstruct years of missing records.
→ Ongoing Compliance Support
Annual reminder systems ensure filings are completed on time and minute books stay current. No missed deadlines, no penalties, no loss of good standing.
How Business Services Work
Starting a New Business
- Initial consultation – understand your plans, liability concerns, tax situation
- Structure advice – sole proprietorship, partnership, or incorporation
- Name search to confirm availability
- Preparation and filing of all registration or incorporation documents
- Initial corporate organization if incorporating
- Business number and GST/HST registration if required
- Guidance on additional licenses and permits needed
Setup typically takes one to three weeks depending on government processing times.
Ongoing Maintenance
- Annual minute book updates with all required resolutions
- Annual return filings with provincial and federal government
- Share transfer documentation when ownership changes
- Director and officer changes filed and documented
- Address updates when business location changes
- Reminder notices sent before filing deadlines
Fees are transparent and fixed based on services required – no surprise expenses.
Business Services Across the GTA
Business registration, incorporation, and corporate compliance services for clients throughout Toronto, North York, Scarborough, Etobicoke, Mississauga, Brampton, Vaughan, and the Greater Toronto Area. Most services can be completed remotely with documents exchanged electronically. In-person meetings available at our downtown Toronto office.
Frequently Asked Questions
Should I incorporate or operate as a sole proprietor?
It depends on your liability risk, income level, and growth plans. Incorporation provides liability protection and tax planning opportunities but has higher setup and ongoing costs. Sole proprietorship is simpler and cheaper but offers no liability protection. The consultation includes advice on which structure fits your situation.
How much does it cost to incorporate in Ontario?
Government filing fees are approximately $300 for Ontario incorporation or $200 for federal incorporation. Professional fees for preparing articles, conducting name searches, and completing initial corporate organization are additional. I provide fixed quotes upfront so you know the total cost before proceeding.
What happens if I don’t file my corporate annual return?
Late filing results in penalties that increase over time. Prolonged non-compliance leads to the corporation being listed as “not in good standing” which prevents certain transactions, and eventually to involuntary dissolution. Getting current before dissolution is much simpler than reviving a dissolved corporation.
What if my minute book is incomplete or missing?
I can reconstruct missing corporate records by reviewing government filings, banking records, and other available documents to piece together corporate history and create the missing resolutions and registers. This is more expensive than maintaining records annually but necessary when documentation is needed urgently.
Do I need a lawyer or can a paralegal handle business services?
Paralegals can handle business registration, incorporation, minute book maintenance, annual filings, and routine corporate compliance. For corporate documents requiring notarization or sworn statements, we also provide notary and commissioner of oaths services. Complex matters like shareholder agreements, major corporate reorganizations, or tax planning strategies should involve a lawyer or accountant as appropriate.
Can I use my home address as my registered office?
Yes, your home address can serve as the registered office for an Ontario corporation. However, this address becomes part of the public record. If privacy is a concern, I can discuss alternatives including using a professional registered office address service.
Ready to Get Started?
Professional business services for Ontario businesses. Structure your business properly and maintain compliance with expert assistance.
Request Free ConsultationOr call: (416) 561-2345