How to File a Notice of Change with the Ontario Business Registry: Step-by-Step Guide

If you run a business or nonprofit in Ontario, keeping your organization's information up to date is not just a good practice; it is the law. One important update you may need to make is called a Notice of Change. This guide will explain what that means, when you need to file one, and how to do it using the Ontario Business Registry. We have made this guide simple enough for anyone to follow, even if you are in high school or just starting out.

What is the Ontario Business Registry?

The Ontario Business Registry (OBR) is the official online portal run by the Ontario government where businesses, nonprofits, and charities manage their legal filings. Through the OBR, you can register new organizations, file required updates, and keep your corporate records current. All corporations, cooperative associations, and many nonprofits in Ontario must use this system to stay compliant with provincial law.

What is a Notice of Change?

A Notice of Change is a legal form you submit when certain details about your business or nonprofit change. For example:

• Your business address changes
• A director joins or leaves the organization
• Your organization's name changes
• Contact information is updated
• The nature of your business activities changes

If any of these changes happen, you need to let the Ontario government know. This is done through the Ontario Business Registry (OBR).

Understanding Form Types

Depending on your organization type, you will file different forms. Corporations incorporated under the Ontario Business Corporations Act typically use Form 1. Organizations incorporated under the Ontario Corporations Act use Form 6. The OBR system will automatically provide the correct form based on your organization type when you log in.

What Does NOT Require a Notice of Change

You do not need to file a Notice of Change for minor updates like internal policy changes, hiring new employees, opening a new bank account, or changes to your day-to-day operations. The Notice of Change is only for legally significant information that the government tracks, such as directors, registered office address, and official corporate name.

Who Needs to File a Notice of Change?

You need to file a Notice of Change if you are part of any of the following:

• An incorporated business in Ontario (including corporations and limited partnerships)
• A registered charity or nonprofit incorporated under the Ontario Not-for-Profit Corporations Act (ONCA)
• Any other organization that is registered with the Ontario Business Registry

When Must You File?

You must file the Notice of Change within 15 days of the change happening. This deadline is very important. If you miss it, your business or nonprofit could face penalties or even risk being dissolved.

For example, if a director resigns on June 1st, you must file the Notice of Change by June 16th. Keep track of when changes occur so you do not miss the deadline.

Common Mistakes to Avoid When Filing

Many organizations make simple errors that can delay their filings or create compliance problems. Here are the most common mistakes to avoid:

Filing After the 15-Day Deadline: This is the most frequent mistake. Mark your calendar immediately when a change occurs to ensure you file on time.

Incomplete Information: Make sure you have complete and accurate details for all directors, including their full legal names, residential addresses, and signatures where required. Partial information will cause your filing to be rejected.

Not Keeping Personal Copies: Always save or print your confirmation page after filing. You may need this for your records, audits, or future filings.

Forgetting to Update CRA Separately: If you are a registered charity, remember that filing with the OBR does not automatically update your information with the Canada Revenue Agency. You must update both separately to maintain your charitable status.

Using Incorrect Form Types: Let the OBR system select your form automatically. Do not try to use forms meant for different organization types, as this will cause processing delays.

What You Need Before You Start

Before logging in to the Ontario Business Registry, make sure you have:

• Your Ontario Corporation Number (OCN) or Business Identification Number (BIN). This is usually found on your incorporation documents or previous filings.
• Your ServiceOntario account login information
• Accurate details about what has changed, including full names, addresses, and dates
• Information about your current directors and officers

If you do not have a ServiceOntario account yet, you will need to register for one at www.ontario.ca/page/ontario-business-registry.

Step-by-Step Guide: How to File a Notice of Change

Follow these detailed steps to complete your filing:

Step 1: Log Into Your ServiceOntario Account

Go to the Ontario Business Registry website at www.ontario.ca/page/ontario-business-registry. Click on "Sign In" and enter your ServiceOntario username and password. If you have two-factor authentication enabled, complete that verification step.

Step 2: Locate Your Organization

Once logged in, you will see your dashboard. If you manage multiple organizations, you will see a list. Find and click on the organization for which you need to file a Notice of Change. Make sure you select the correct entity by checking the Ontario Corporation Number.

Step 3: Select "File a Notice of Change"

On your organization's main page, look for the option that says "File a Notice of Change" or "Update Information." Click this button to start the filing process. The system will automatically load the appropriate form for your organization type.

Step 4: Review Current Information

The form will display your organization's current information on file. Review each section carefully. This includes your registered office address, mailing address (if different), directors and officers, and business activity description.

Step 5: Enter the Changes

Navigate to the sections that need updating. For example, if a director has resigned, go to the "Directors" section. Click "Remove" or "Edit" next to that person's name. Enter the effective date of the resignation (the date it actually happened, not today's date).

If you are adding a new director, click "Add Director" and fill in their complete information including full legal name, residential address (not a P.O. box), whether they are a resident Canadian, and their consent signature if required.

For address changes, simply update the street address, city, province, and postal code fields. Make sure the address is in the correct format with no abbreviations.

Step 6: Verify All Information

Before submitting, carefully review everything you entered. Check for spelling errors, incorrect dates, and missing information. Once submitted, corrections may require additional filings or fees.

Step 7: Submit Your Filing

When you are confident everything is correct, click the "Submit" or "File" button at the bottom of the form. The system will process your submission immediately.

Step 8: Save Your Confirmation

After submission, you will see a confirmation page with a filing number and date stamp. This is your proof of filing. Save this page as a PDF or print it for your records. You should also receive a confirmation email at the address associated with your ServiceOntario account within a few minutes.

Step 9: Update Your Internal Records

Make sure your organization's minute book and internal records reflect the same changes you just filed. Consistency between your government filings and internal documents is important for audits and legal compliance.

What Are the Fees?

The good news is that filing a Notice of Change is free for most organizations in Ontario. You do not have to pay a filing fee when you update your information online through the Ontario Business Registry.

However, if you need to file by mail or in person (which is rare), there may be service charges. Always double-check on the OBR website to confirm current fees.

How Long Does Processing Take?

When you file online through the Ontario Business Registry, your Notice of Change is processed immediately. You will receive instant confirmation that your filing was accepted, and the changes become effective right away.

You should receive a confirmation email within a few minutes of submitting your filing. This email will be sent to the address associated with your ServiceOntario account. If you do not receive confirmation within one hour, check your spam folder. If it is still not there, log back into the OBR to verify your filing was received by checking your organization's filing history.

Your updated information is typically visible in the public registry within 24 hours, although it may take up to three business days during busy periods.

What Happens If You Don't File on Time?

Missing the 15-day filing deadline can have serious consequences for your organization:

Late Filing Penalties: While Ontario does not always charge an automatic late fee for individual missed filings, repeated or prolonged non-compliance can result in penalties ranging from $200 to $500 or more, depending on the circumstances.

Risk of Dissolution: If your organization fails to maintain current information over an extended period, the Ontario government can dissolve your corporation or nonprofit. This means your organization would cease to exist legally, and you would lose all protections that come with incorporation.

Loss of Good Standing: Organizations not in compliance cannot obtain certificates of status, which are often required for banking, contracts, grants, and other business activities. You will not be able to prove your organization is legitimate.

Legal Liability: Directors and officers may face personal liability if the organization operates while not in good standing. This means your personal assets could be at risk.

Difficulty Reinstating: If your organization is dissolved, getting it reinstated requires additional filings, fees, and legal work. It is much easier to stay compliant from the beginning.

If you realize you have missed the deadline, file your Notice of Change as soon as possible. Late is better than never, and filing promptly may help you avoid harsher penalties.

Why Filing a Notice of Change Matters

Filing a Notice of Change keeps your organization in good standing with the province. That means:

Legal Protection: Your organization maintains its legal status and limited liability protection. Without current filings, this protection can be compromised.

Access to Services: You can continue to open bank accounts, apply for grants, enter into contracts, and conduct business normally. Many institutions require proof of good standing before working with you.

Charitable Status Protection: If you are a registered charity, maintaining current information with both the OBR and Canada Revenue Agency is essential to keep your charitable registration. Loss of charitable status means you cannot issue donation receipts, which can devastate fundraising efforts.

Professional Credibility: Donors, funders, partners, and clients trust organizations that maintain proper legal compliance. Your reputation depends on staying current with all required filings.

Avoiding Disruption: By filing on time, you avoid the stress and disruption of dealing with penalties, dissolution proceedings, or emergency filings to restore good standing.

Insurance Coverage: Many insurance policies require that your organization be in good standing. Failure to file could potentially void your coverage.

Grant Eligibility: Government grants, foundation funding, and many corporate giving programs require applicants to provide proof of good standing. Missing this requirement disqualifies you from funding opportunities.

Need Help Filing Your Notice of Change?

If you are not sure how to file or what details are required, you can:

• Call the ServiceOntario Contact Centre for technical help with the online system
• Consult with a lawyer who specializes in nonprofit or corporate law
• Work with a legal services firm that handles corporate filings

Contact ServiceOntario

If you have questions, you can contact the ServiceOntario Contact Centre from Monday to Friday, 8:30 a.m. to 5:00 p.m.

• Tel: 416-314-8880
• Toll-free: 1-800-361-3223
• TTY: 416-325-3408
• Toll-free TTY: 1-800-268-7095

Conclusion

Keeping your records updated with the Ontario Business Registry is part of running a responsible and law-abiding organization. A Notice of Change is easy to file online and free for most organizations. Just remember to file it within 15 days, and you will stay compliant and avoid trouble down the road.

Quick Filing Checklist

Before you file, make sure you have:

• Logged into your ServiceOntario account
• Gathered all accurate information about the changes
• Noted the exact date when each change occurred
• Reviewed all entries for accuracy before submitting
• Saved your confirmation page for your records
• Updated your internal minute book and records
• Set a reminder to update CRA information if you are a charity

Remember that corporate records must be kept for at least six years under Ontario law, so maintain organized files of all your filings and confirmations.

Need Help from a Legal Expert?

B.I.G. Charity Law Group has helped thousands of organizations across Canada stay compliant and grow with confidence. We offer fixed fees and unlimited support during the process. Contact us today for help filing your Notice of Change or managing other corporate updates for your nonprofit or charity.

Visit us at www.charitylawgroup.ca

Call us at 416-488-5888

Frequently Asked Questions

Can I file by mail instead of online?

Yes, you can file by mail, but it is much slower and may involve fees. Online filing through the Ontario Business Registry is instant, free, and more convenient. Mail filings can take several weeks to process. You would need to download the appropriate form, complete it by hand, and mail it to the address provided with payment if required.

What if I made a mistake on my filing?

If you notice an error immediately after filing, contact ServiceOntario right away. Depending on the nature of the mistake, you may need to file a correction or a new Notice of Change with the accurate information. Small typos in non-critical fields may not require correction, but errors in legal names, addresses, or director information should be fixed promptly.

Do I need to file if I'm closing my organization?

Closing an organization requires a different process called dissolution or wind-up, not a Notice of Change. You will need to file articles of dissolution and follow specific procedures for ending your organization's legal existence. Contact a legal professional to ensure you complete all necessary steps.

How often do I need to update my information?

You only need to file a Notice of Change within 15 days of when something actually changes. There is no routine schedule for these filings unless changes occur. However, nonprofit corporations also have separate annual filing requirements, which are different from the Notice of Change.

What's the difference between a Notice of Change and an Annual Return?

A Notice of Change is filed only when specific information changes, such as directors or addresses. An Annual Return is a routine filing that some organizations must complete every year regardless of whether anything has changed. Check whether your organization type requires annual returns in addition to Notices of Change.