Moving your business is stressful enough without wondering which government office needs to know. Many owners update their website and business cards, then discover months later that tax letters and legal notices still go to the old address.
If you are figuring out how to change a business address in Ontario, the answer depends on how your business is set up. A sole proprietorship, an Ontario corporation, and a federal corporation each follow a different path. On top of that, the Canada Revenue Agency (CRA) and your customers keep separate records.
This guide walks existing businesses through each step: provincial filings, federal filings, tax accounts, and the everyday records people forget. It covers address changes only, not registering a new business.
This article offers general information, not legal or tax advice. Rules and fees change, so confirm details with the official registry or a qualified advisor.
Step One: Know Which Records You Actually Have
Before you file anything, confirm your business structure. Each one has its own "home" record, and some have more than one.
| Business Type | Main Record to Update | Also Update |
|---|---|---|
| Sole proprietorship or partnership (registered name) | Business name registration amendment, Ontario Business Registry | CRA (if you have a business number), customers, suppliers |
| Ontario corporation | Notice of Change, Ontario Business Registry | CRA, minute book, customers, suppliers |
| Federal (CBCA) corporation operating in Ontario | Change of registered office address, Corporations Canada | Ontario Business Registry, CRA, minute book, customers, suppliers |
The key point: one filing rarely updates everything. Treat each record as separate unless an official source tells you otherwise.
Sole Proprietorships and Partnerships: Amending Your Registration
If you operate under a registered business name, you update your address by amending that registration through the Ontario Business Registry.
According to Ontario's official fee schedule, amending a business name registration costs $0. Online amendments take effect right away, while mailed forms take about three weeks.
To file, you will typically need:
- Your business name and Business Identification Number (BIN)
- Your new business address
- Access to the Ontario Business Registry online
A business name registration does not create a separate legal entity, so you, as the owner, remain responsible for keeping it accurate. File the amendment as soon as the move happens rather than waiting for renewal.
Ontario Corporations: Updating the Registered Office
An Ontario corporation's registered office is its official address for legal notices and government correspondence. When it changes, the corporation must report it to the province.
Filing a Notice of Change
Ontario corporations report a new registered office address by filing a Notice of Change through the Ontario Business Registry. Corporations generally must file within 15 days of the change.
The official fee schedule lists this filing at $0, and online filings take effect right away. Before you start, gather:
- Your Ontario corporation number
- Your company key, which you can request through the Ontario Business Registry if you do not have one
- The new address, which must be a street address in Ontario, not a PO box
- The effective date of the move
Moving to a different city or town
Under Ontario's Business Corporations Act, directors can usually change the registered office within the same municipality by resolution. Moving to a different municipality has traditionally required a shareholders' special resolution.
Check your articles and confirm the correct approval with your lawyer before you file. Then record the resolution in your minute book so your corporate records match the public record.
Federal Corporations: Two Registries, Two Filings
If your company is incorporated under the Canada Business Corporations Act (CBCA), your main record sits with Corporations Canada.
Corporations Canada's fee and processing table lists a change of registered office address within the same province as free when filed online, usually processed in one business day. The CBCA requires notice within 15 days of the change.
However, many federal corporations operating in Ontario also hold an Ontario registration. Don't assume a federal filing updates that record. Check your Ontario profile and file a Notice of Change there too if your address appears on it.
If you are moving your registered office to another province, the process changes. You will need to amend your articles first, so speak with your advisor before you file.
Telling the CRA About Your Move
Provincial and federal corporate filings do not automatically update your tax accounts. You need to notify the CRA separately.
According to the CRA's business address guidance, you can update your address in three ways:
- Online: Through your CRA business account, under Profile and Manage addresses. Authorized representatives can do this through Represent a Client.
- By phone: Call Business Enquiries at 1-800-959-5525 with your business number ready.
- By mail or fax: Send a signed letter with your business name, business number, old and new addresses, and effective date.
The CRA tracks up to three different addresses, so update each one that applies:
- Physical address: Where day-to-day business actually happens. No PO boxes.
- Mailing address: Where you want CRA mail sent. This can differ from your physical location.
- Books and records address: Where you keep your records, if not at your physical address.
If your GST/HST, payroll, and corporate tax accounts use different mailing addresses, the CRA asks you to update each one.
The Records No Registry Updates for You
Government filings cover the legal side, but your customers, suppliers, and service providers still need to know. Work through this checklist:
- Ontario tax accounts: Employer Health Tax and other provincial accounts
- WSIB: If you have workers covered by WSIB
- Municipal licences and permits: Especially if you move to a new city
- Banks and lenders: Business accounts, credit cards, and loans
- Insurance: Property, liability, and professional coverage
- Customers and suppliers: Invoices, contracts, and accounts payable contacts
- Online listings: Your website, Google Business Profile, and directory listings
- Printed materials: Letterhead, business cards, and email signatures
- Mail forwarding: Arrange forwarding from your old address so nothing slips through
Keep a simple tracking sheet with each organization, the date you updated it, and a confirmation number. That record saves time if anything goes missing later.
Picking an Address You Won't Have to Change Again
Many owners change their business address because it was tied to their home or a short-term lease. Every move means another round of filings.
A professional business address with mail handling can break that cycle. Your address stays the same even if you move house, switch to remote work, or try a new location.
The home-based consultant who moved
A Hamilton consultant registered his corporation at his home address. When he moved to Grimsby, he had to update the registry, the CRA, his bank, and every client. Now he uses a business address with mail services, so his next move won't touch his corporate records.
The growing team that needed flexibility
A three-person design studio expected to change offices twice in two years. Instead of updating their address each time, they used a stable business address for mail and booked workspace as their team grew.
If you plan to use any business address as a registered office, confirm with the provider that it accepts registered-office use and can receive legal documents on your behalf. Our guides on using a virtual office address with the CRA and business address options for Ontario small businesses cover this in more detail.
How Bright Workspace Can Help
Bright Workspace is a local Ontario coworking provider offering business address and mail services alongside coworking desks, private offices, and meeting rooms. Locations include Burlington, Grimsby, Hamilton, Niagara Falls, St. Catharines, and Welland.
A Bright Workspace address gives you a commercial location for correspondence while keeping your home address private. When you need to meet a client in person, you can book a meeting room by the hour at the same address. If you need a place to work as well, our flexible coworking memberships start at $150 per month.
Mail service options and pricing vary, so contact our team about virtual mail services to confirm what fits your business.
Frequently Asked Questions
Does it cost money to change a business address in Ontario?
Ontario lists both business name amendments and corporate Notices of Change at $0. Federal corporations can also change their registered office address online for free when they stay in the same province.
Third-party filing services may charge their own fees for submitting on your behalf.
How long do I have to report a new address?
Ontario and federal corporations generally must report a registered office change within 15 days. For sole proprietorships and partnerships, file your amendment as soon as the move takes effect.
Notify the CRA as soon as possible so tax notices reach you on time.
Does changing my address with Ontario update the CRA?
Do not assume it does. Corporate registries and the CRA keep separate records, so update your CRA business account directly.
Can I use a virtual office address as my corporation's registered office?
Often, yes, as long as it is a real street address in Ontario and not a PO box. The address must be able to receive legal documents for your corporation.
Confirm with the provider that it permits registered-office use, and check with your advisor if your records will be kept elsewhere.
What is a company key, and do I need one?
A company key is a code that lets Ontario corporations file changes online through the Ontario Business Registry. You need one to file a Notice of Change directly. If you do not have it, you can request it through the registry before filing.
Keep Your Address Changes Simple
Learning how to change a business address in Ontario comes down to three steps: update your main registry record, notify the CRA separately, and work through the everyday records that no registry updates for you. Ontario corporations, federal corporations, and registered business names each follow their own path, but most filings are free and quick online.
If you would rather not repeat this process with every move, a stable business address can help. Bright Workspace offers business address and mail services, meeting rooms, and coworking across its Ontario locations.
Contact our team about virtual mail services to find the right address option for your business.