How to Register a Business Name in Ontario (Sole Proprietorship or Operating Name)

Business name registration in Ontario is done online through the Ontario Business Registry (OBR). The government fee is $60 for a sole proprietorship, general partnership or corporation's operating name, approved immediately. The registration is valid for five years, and renewing it costs another $60. You must register any business name that isn't your own legal name.

This guide explains when Ontario requires you to register a business name, how to search names first, the step-by-step process, renewals, and what registration does not protect.

What is business name registration in Ontario?

A business name registration is a public record, under Ontario's Business Names Act, of who is behind a trade name. Ontario used to call the certificate a Master Business Licence (MBL). The Ontario Business Registry now calls it a Business Name Registration, but banks and suppliers still often ask for your "MBL". It's the same document.

When you register, ServiceOntario gives you a 9-digit Ontario Business Identification Number (BIN). It is not the same as the 9-digit business number (BN) the Canada Revenue Agency issues for tax accounts.

When do you have to register a business name in Ontario?

Section 2 of the Business Names Act sets out three cases:

A sole proprietor working only under their own legal name, such as "Jane Smith", doesn't have to register. Adding words such as "Consulting" or "& Co." creates a name other than your own, and that name must be registered.

How to do an Ontario business name search

Search before you register. The OBR lets you search existing business and corporate names for free online. Unlike a named corporation, a sole proprietorship or partnership name does not need a NUANS report.

A free search only shows exact or close matches in Ontario's registry. Before you print signs or buy a domain, also:

• search the Canadian Trademarks Database from the Canadian Intellectual Property Office (CIPO), since a registered trademark can block your use of a similar name anywhere in Canada;
• check other provinces' registries and the web if you plan to sell outside Ontario;
• consider a NUANS report if you want one search that covers corporate names, business names and trademarks together.

The registry accepts names made of Roman letters, Arabic numerals and permitted punctuation. The Registrar can refuse a name that doesn't comply with the Act or its regulations.

How to register a business name in Ontario: step by step

1. Confirm you need to register using the table above.
2. Search the name in the OBR (free) and the trademarks database.
3. Create your accounts. You need an Ontario.ca Login and an Ontario Business Account, which you set up as part of the OBR process, plus a working email address.
4. Complete the registration. Choose the business type (sole proprietorship, general partnership or corporation business name), then enter the name, business address, activity and owner details.
5. Pay the $60 fee by debit, Visa or Mastercard. Online filings are approved immediately. Mail filings cost the same and take about 15 business days.
6. Save your registration and BIN. Keep the company key the OBR issues, because you'll need it to renew, amend or cancel later.

Ontario business name fees

These are government fees only. A service provider that files for you may charge its own fee on top.

How long does a business name registration last?

A business name registration lasts five years from the date the Registrar accepts it. Renewal opens in the OBR six months before expiry and stays open until 60 days after it. The renewal fee is the same $60 as a new registration.

If you miss the 60-day grace period, you can't renew. You have to register the same name again, and you get a new BIN and a new company key, so bank and supplier records need updating. Don't count on a reminder. Put the expiry date in your calendar.

Updating or cancelling your registration

If any registered information changes, such as your address, activity or partners, the Act requires you to file an amended registration within 15 days. Amendments are free. If you stop using the name, you can cancel the registration in the OBR at no charge.

Registering an operating name for a corporation

Many corporations trade under a brand rather than their legal name, especially numbered companies. If an Ontario, federal or extra-provincial corporation carries on business in Ontario under a name other than its corporate name, it must register that operating name under the Business Names Act. The fee is the same $60 for five years.

A corporation using a registered operating name must show both the registered name and its corporate name on contracts, invoices, negotiable instruments and orders for goods or services. "Lakeview Cafe (1234567 Ontario Inc.)" on an invoice is one common way to do it.

If you haven't incorporated yet, a numbered company with a registered operating name is often the fastest route. See what it costs to incorporate in Ontario, or start an Ontario incorporation.

What business name registration does not give you

• No exclusive right to the name. Registration records who uses the name. It doesn't stop someone else from using a similar name, and the OBR's terms put the risk of confusion or legal action on the registrant.
• No trademark protection. Exclusive, Canada-wide rights to a brand come from a registered trademark with CIPO. A registration gives the right to use the mark across Canada for 10 years and can be renewed. Registering a business name or a domain does not create trademark rights.
• No limited liability. A sole proprietor or general partner is still personally responsible for business debts. Only incorporating creates a separate legal entity. Our sole proprietorship vs corporation guide compares the two.
• No tax accounts or licences. The BIN is not a CRA business number, and municipal or sector licences are separate.

What happens if you don't register?

The Business Names Act has penalties. Operating under an unregistered name, or failing to file changes, is an offence with fines of up to $2,000 for individuals and up to $25,000 for corporations. Directors and officers who allowed a corporation's offence can also be fined. A business operating under an unregistered name also cannot sue in an Ontario court about that business without the court's permission.

After registering: business number and HST

Once your name is registered, the next steps are usually federal:

• Business number (BN): you get one from the CRA when you open your first program account, such as GST/HST or payroll.
• HST: registration is mandatory once taxable revenue exceeds $30,000 in a single calendar quarter or over the last four consecutive quarters. You can register earlier voluntarily to claim input tax credits. The HST rate in Ontario is 13%.
• Partnerships: partners register the firm name together. Our general partnership registration service handles the filing for you.

See our pricing if you'd rather we file the registration or incorporate for you.