Why do successful Canadian businesses change a name that’s worked for years? The answer is often growth, strategy, or rebranding. Whether you are moving from a small office or changing your corporate identity, the legal process is complex.

This is your essential guide. We cover the “why” with hard data and the “how” with clear, province-specific steps.

General Requirements for All Businesses

All businesses in Canada must update their records with key government bodies. This is a non-negotiable legal duty.

Canada Revenue Agency (CRA): This is the most important step for tax purposes.
- You must inform the CRA of all address changes.
- This includes physical, mailing, and “books and records” addresses.
- You can update this online through your My Business Account.
- You can also update it by phone or mail.
Operating Name Change (Non-Legal Name):
- If you only change your trade or operating name, you still must advise the CRA.
- You can do this online through your CRA account.

Changing a Corporation’s Legal Name

Changing a corporation’s legal name is the most complex process. It requires amending the original incorporation documents.

1. The Decision & Name Search

The Directors must formally approve the business name change.
You must secure a new, unique business name.
A NUANS Report is often required. This checks for name conflicts across Canada.
The new business name must be legally acceptable.

2. Filing the Amendment

For Federal Corporations: You file Articles of Amendment with Corporations Canada (ISED).
- This is typically done through the Online Filing Centre.
- You must include the new name and corporate key.
- Once approved, Corporations Canada issues a Certificate of Amendment.
For Provincial Corporations (e.g., Ontario): You file Articles of Amendment with the provincial registry.
- In Ontario, this is done through the Ontario Business Registry (OBR).
- The fee and required forms are specific to each province.

3. Post-Change Tasks

You must update your new legal name with the CRA.
You must also update your business name with all banks and financial institutions.
Finally, update all business materials like websites, contracts, and insurance.

Changing a Business Address

The address change process depends on the type of business and the address being changed.

1. Registered Office Address (Corporations)

This is the official legal address.
The change must be filed with the relevant corporate registry.
Federal Corporations: File a Notice of Change with Corporations Canada within 15 days of the move.
Provincial Corporations (e.g., Ontario): File a Notice of Change with the provincial registry within 15 days.

Note: Failing to update this on time can lead to the corporation being dissolved.

2. Business Name Registration Address (Sole Proprietors & Partnerships)

If you only have a registered business name (e.g., in Ontario), you file an Amended Registration.
The process is generally simpler and done through the provincial online service.

3. Extra-Provincial Moves

If the registered office moves to a new province, the process is complicated.
The business may need to “continue” (re-register) in the new province.
They must also file an Extra-Provincial Registration in the new province.

Provincial Guide to Business Name and Address Changes

Jurisdiction	Business Type	How to Change the Address	How to Change the Legal business Name
Federal	Corporation	File a Notice of Change of Registered Office Address with Corporations Canada (ISED). Must be done within 15 days of the move.	File Articles of Amendment with Corporations Canada (ISED). Requires a new name search (often a NUANS report).
Ontario	Corporation	File a Notice of Change (Form 3) through the Ontario Business Registry (OBR). Must update the Registered Office Address.	File Articles of Amendment through the Ontario Business Registry (OBR). Requires board approval and a successful name search/reservation.
	Sole Prop./Partnership	File an Amended Registration through the OBR to update the Principal Place of Business address. This must be done within 15 days.	Cannot amend the name. You must cancel the old registration and file a New Business Name Registration.
British Columbia (BC)	Corporation	File a Notice of Change of Head Office/Records Office through the BC Registries and Online Services.	File Alteration to the Notice of Articles through the BC Registries. Requires a successful Name Request application beforehand.
	Sole Prop./Partnership	File an Amended Registration or use the relevant online service to update the address.	Must file a new Name Request and register the new business name. The old registration will usually be cancelled.
Quebec	All Businesses	File a Declaration of Update with the Registraire des entreprises (REQ). Can often be done online via the clicSÉQUR service.	Corporations require a formal resolution from the directors. The change is then filed via the annual Updating Declaration or an Amending Declaration with the REQ.
Common Step	All Types	Always notify the CRA (Canada Revenue Agency) of the change of address (physical, mailing, or books and records).	Always notify the CRA of the new legal or operating name for tax accounts (GST/HST, Payroll, etc.).

Why Businesses Change Their Name

Changing a business name is often part of a big strategy shift.

The Name No Longer Fits: The business has grown past its original name. For example, a company called “Toronto T-Shirts” now sells all over Canada.
Rebranding: They want a new image or a fresh start. This can help attract new customers or markets.
Outdated or Unclear: The current business name is confusing or sounds old-fashioned. A new name can be more modern and memorable.
Legal Issues: Another company may have a very similar name or trademark. The business is forced to change its name to avoid a lawsuit.
Geographic Expansion: A name based on one small town limits their national growth. They choose a broader, more ambitious name.
Founder’s Name: The business might move away from using the founder’s personal name. This helps the business stand alone as a brand.
Public Relations Disaster: A business name change can help a company move on from bad press or a poor reputation.

Why Businesses Change Their Address

Changing an address is usually a practical move based on growth or cost.

Moving Offices: The business simply relocates its physical headquarters. They may need a bigger or smaller space.
Better Location: They move to be closer to customers or suppliers. This can also mean moving to a cheaper area.
Registered Office Change: Corporations must have a registered office address. This is where legal and government mail is sent.
Change of Province: A business might move its main operations to a different province. They must update their registration with the new provincial government.
Separate Addresses for Mail and Physical Location: A business often has different addresses for its physical office versus its mailing address (like a P.O. Box). Both need to be updated with the government (like the CRA).

Key Statistics on Canadian Business Changes

Category	Statistic/Fact	Implication for Your Blog
Name Changes (Federal)	Hundreds of federal corporations (often 100–200+) file “Certificates of Amendment – Name Changes” every month.	This shows that rebranding is a constant process for Canadian companies, not a rare event.
Business Population	Canada has over 1.36 million employer businesses and 3.38 million non-employer businesses.	Even if a small fraction relocates, it means thousands of address changes happen yearly across the country.
Legal Mandate	The CRA (Canada Revenue Agency) mandates that all businesses must notify them promptly of any change to their mailing or physical address.	Address changes are not optional; they are a key legal requirement for every Canadian business.
Renewal Cycle (e.g., Ontario)	Business Name Registrations in key provinces, like Ontario, are valid for 5 years, after which they must be renewed and confirmed.	This creates a guaranteed, recurring cycle where address and contact information must be reviewed and potentially updated.
Initial Name Change	Many new corporations initially register as a “Numbered Company” (e.g., 12345 Canada Inc.) and later change to a proper name.	A significant portion of name changes are pre-planned as part of the initial business setup and branding.

Conclusion

Changing a business name or address is far more than just updating a sign or a letterhead. For Canadian entrepreneurs, it is a major legal and strategic project. While the process involves detailed steps from a formal vote by corporate directors to filing specific forms with provincial registries. It is essential for compliance. Failure to update records with bodies like the CRA can result in penalties, missed legal documents, or even the dissolution of your company. By following the clear steps outlined here, you can manage your transition smoothly, legally, and set your business up for continued success in its next chapter.

Have questions? Book a quick consultation with Bizincs.

How to Legally Change Your Business Name or Address in Canada (Step-by-Step Guide)