Documents Required to Register a Trade Name in Ontario

The registration of a trade name, or an operating name, business name, or DB, is mandatory if you intend to conduct business in Ontario under some name other than your legal name. Any corporation, partnership, or sole proprietor who conducts business in a name different from its legal name is bound to register the same under the Ontario Business Names Act.

The following is a checklist of documents and procedures to be done in order to successfully register trade name Ontario:

1. Business Name Availability Check

Before registering, do a name search to ensure your proposed trade name has not been previously used. Though outright exclusivity is not guaranteed in Ontario, a NUANS or Ontario name search prevents conflicts and delays.

2. Completed Application Form

You are required to submit:

●      Your chosen trade name (exactly as you would like it to appear in business)

●      Legal name and business structure (sole proprietor, partnership, or corporation)

●      You must specify clearly what goods or services you are offering under the trade name during the business activity description.

●      Company number and company details, including company key and owner details, must be provided for company owners.

3. Business Address and Contact Information

Provide a proper Ontario physical business location. This is where your registration documents will be listed, and to which official mail will be sent.

4. Director or Owner Information

Provide the name and contact information of the business owners or corporate directors of the trade name. If incorporated, guided by corporate identity, provide corporate director/owner information.

5. Fee Payment

Ontario charges around $60 for online registration, with $80 fee for mail or in-person submission. Third-party vendors can charge extra fees for expedited service.

6. Master Business License (MBL)

Upon approval, you will be issued:

●      A Business Identification Number (BIN)

●      A Master Business License (MBL) validates your trade name registration for five years.

7. Maintain & Renew

●      Trade name registrations run for five years and need to be renewed prior to lapse or have the name terminated.

●      Owner information changes or business address needs to be reported within 15 days, typically at no additional fee.

Comparison: Alberta Trade Name Registration

Whereas Ontario uses the Business Names Act for registration, Alberta addresses trade name compliance in the Corporate Registry and Partnership Act. Requirements and forms vary, but as with Ontario, registering trade names does not provide name exclusivity or trademark protection; federal trademark registration is necessary for these.

Alberta trade name registration often has a Declaration of Trade Name. They are required to be submitted through Corporate Registry providers using ID, fee, and name report if requested.

Conclusion

There is a requirement for businesses to register trade name Ontario if they trade under a name different from their legal business name. The process involves checking for name availability, filing an application that includes business and owner information, paying the fee, and receiving a Master Business License that lasts for five years.

Registering provides openness without name exclusivity; an additional federal trademark application is required. There are regional filing variations between Ontario and Alberta. Alberta’s trade names registered provincially lack trademark rights; professional services like Pro Registry can expedite registration.