Ontario Corporation Registration 2026: $300 Provincial Fee, 5-Day Processing vs Federal Option

Provincial vs Federal Incorporation: Which One Do You Need?

Canada offers two distinct incorporation paths, and the right choice depends on where you plan to do business.

Ontario Provincial Incorporation

• Governed by the Ontario Business Corporations Act (OBCA)
• Filing fee: $300
• Processing time: approximately 5 business days
• Name protection within Ontario only
• Best for businesses operating exclusively in Ontario

Federal Incorporation (Corporations Canada)

• Governed by the Canada Business Corporations Act (CBCA)
• Filing fee: $200 online ($250 paper)
• Processing time: as fast as 1 business day online
• Nationwide name protection across all provinces and territories
• Best for businesses planning to operate in multiple provinces

Ontario Provincial Incorporation: $300 Step by Step

Provincial incorporation in Ontario is handled through the Ontario Business Registry (OBR) portal and requires filing Articles of Incorporation (Form 1) under the Ontario Business Corporations Act.

Before You File

1. NUANS name search — order a report ($13.80–$75) to confirm your proposed name is available. Valid for 90 days. Skip this step if incorporating as a numbered company.
2. Determine your share structure — Ontario requires at least one class of shares with voting rights and the right to receive the remaining property of the corporation on dissolution.
3. Identify your first director(s) — at least 25% of directors must be Canadian residents. A one-director corporation requires that single director to be a Canadian resident.
4. Secure an Ontario registered office address — must be a physical address in Ontario (not a P.O. box).

Filing the Articles of Incorporation

1. Log in to the Ontario Business Registry at ontario.ca/page/ontario-business-registry using a verified ONe-key or Ontario.ca account
2. Select "Incorporate an Ontario Business" and choose corporation type (most US owners will select a business corporation, not a professional corporation)
3. Enter your corporate name or select a numbered company option (e.g., "1234567 Ontario Inc.")
4. Provide share structure details — classes of shares, rights, privileges, restrictions, and conditions attached to each class
5. Enter first director information — full legal name, residential address, and Canadian residency status
6. Provide registered office address — must be a physical Ontario street address
7. Pay the $300 filing fee by credit card
8. Receive your Certificate of Incorporation — typically issued within 5 business days

After incorporation, you must create corporate bylaws, issue initial shares, and hold an organizational meeting of directors. These are internal governance steps that do not require additional government filings but are legally required under the OBCA.

Federal Incorporation Through Corporations Canada: $200 Online

Federal incorporation is handled by Corporations Canada, a division of Innovation, Science and Economic Development Canada (ISED). The process is governed by the Canada Business Corporations Act (CBCA).

Key Differences from Provincial

• Your corporate name is protected across all of Canada, not just Ontario
• At least 25% of directors must be Canadian residents (same as Ontario)
• You must file an annual return with Corporations Canada (separate from Ontario obligations)
• Online filing through the Corporations Canada Online Filing Centre is faster and cheaper than paper

Federal Incorporation Steps

1. Complete a NUANS name search (federal NUANS, $13.80 from the NUANS system)
2. File Articles of Incorporation online at the Corporations Canada Online Filing Centre
3. Pay $200 (online) or $250 (paper)
4. Receive your Certificate of Incorporation — often within 1 business day for online filings
5. Register extra-provincially in Ontario ($330) to do business in the province

The extra-provincial registration in Ontario is mandatory if your federally incorporated company has an office, warehouse, retail location, employees, or otherwise carries on business in Ontario. This is a one-time registration, not an annual filing.

Ontario Business Names Act Registration: $60

If your corporation will operate under any name other than its exact legal corporate name, you must register that business name under the Ontario Business Names Act. This is the Canadian equivalent of a US "doing business as" (DBA) registration.

When You Need It

• Your corporation is "1234567 Ontario Inc." but you do business as "Northern Trail Consulting"
• Your federal corporation uses a different operating name in Ontario
• You add a trade name or brand name that differs from your legal corporate name

Registration Details

• Fee: $60
• Filed through the Ontario Business Registry
• Valid for 5 years, must be renewed before expiry
• Failure to register carries a fine of up to $2,000 for individuals and $25,000 for corporations

The registration is obtained through a Master Business Licence, which is the document Ontario issues upon registration under the Business Names Act. Despite the name, this is a name registration — not a general business licence.

Ontario Registered Office Requirement

Every Ontario corporation — whether provincially or federally incorporated — must maintain a registered office in Ontario. This is roughly equivalent to the US registered agent requirement, but with some important differences.

• Must be a physical street address in Ontario — P.O. boxes are not permitted
• This is where legal documents, government notices, and service of process are delivered
• Must be accessible during regular business hours
• Changes to the registered office address must be filed with the Ontario Business Registry
• For federally incorporated corporations, you must also maintain a registered office under the CBCA (can be the same Ontario address)

Ontario Business Registry (OBR) Portal Walkthrough

The Ontario Business Registry is the province's centralized online portal for all business filings. Launched in 2021, it replaced the older paper-based system and now handles incorporations, annual returns, name registrations, and changes.

Getting Started on the OBR

1. Create an account — you need a verified ONe-key account or an Ontario.ca account. US-based users can create an Ontario.ca account without being a Canadian resident.
2. Navigate to "Start a Business" — select the type of entity you want to create (Ontario business corporation for provincial incorporation)
3. Upload your NUANS report — the system will prompt you to attach a valid NUANS name search report (or select a numbered company to skip this step)
4. Complete the Articles of Incorporation form — the OBR walks you through each field: corporate name, share structure, director information, registered office address, and any restrictions on business activities
5. Review and pay — verify all information, then pay the $300 filing fee by credit card
6. Track your filing — log back into the OBR to check processing status and download your Certificate of Incorporation once issued

What You Can Do on the OBR After Incorporation

• File annual returns (Ontario corporations must file annually)
• Update registered office address or director information
• Register business names under the Business Names Act
• File articles of amendment if your corporate structure changes
• Search for existing Ontario businesses

Common Pitfalls for US Business Owners

US entrepreneurs expanding into Ontario routinely stumble on the same issues. Here are the ones that cause the most delays and compliance problems:

1. Assuming Your US LLC Transfers Directly

This is by far the most common mistake. US business owners assume they can "register" their LLC in Ontario the way they would in another US state. They search for a foreign LLC registration form that does not exist. Canada does not have LLCs. You need to incorporate a new Canadian corporation. If you need help understanding how foreign entity registration works in US states for comparison, see our guides on California foreign LLC registration or Florida foreign LLC registration.

2. Ignoring the Canadian Resident Director Requirement

At least 25% of directors must be Canadian residents (citizens or permanent residents ordinarily residing in Canada). For a single-director corporation, that one director must be a Canadian resident. US-only ownership teams need to appoint at least one Canadian resident director. Some professional services offer nominee director arrangements for this purpose.

3. Using a P.O. Box as the Registered Office

Ontario requires a physical street address for the registered office. A P.O. box, virtual mailbox, or UPS Store address is not sufficient. If you do not have an Ontario office, budget for a commercial registered office service.

4. Choosing Federal When Provincial Would Suffice

Federal incorporation sounds more prestigious, but if you only operate in Ontario, it costs more ($200 + $330 extra-provincial registration = $530) compared to Ontario provincial incorporation ($300). Only choose federal if you genuinely need nationwide name protection or plan to expand into other provinces.

5. Forgetting Post-Incorporation Obligations

Incorporation is the first step, not the last. After receiving your Certificate of Incorporation, you must:

• Create corporate bylaws
• Issue initial shares to shareholders
• Hold an organizational meeting of directors
• Obtain a Business Number (BN) from the Canada Revenue Agency for tax purposes
• Register for HST (Harmonized Sales Tax) if revenue will exceed $30,000/year
• File annual returns with the Ontario Business Registry (provincial) or Corporations Canada (federal)
• Register under the Ontario Business Names Act ($60) if using a trade name

Ontario corporation registration is a straightforward process, but it requires understanding that Canadian business structures differ fundamentally from US ones. Start with the right entity type, secure a compliant Ontario registered office, and budget for the correct fees based on whether you need provincial or federal incorporation. For context on how US state registrations compare, see our New York LLC costs guide or the Delaware LLC fees breakdown.