When I sit down with first-time entrepreneurs in Ottawa — whether in Kanata, Westboro, Nepean, or Lansdowne — one of the first questions I hear is: “Should I incorporate my business, and how do I even start?”
The truth is, incorporating can feel overwhelming at first, but once you understand the process, it is more straightforward than most people expect. In this post, I will walk you through the requirements for becoming incorporated in Ontario, what a NUANS report is, how the Ontario Business Registry works, and what costs you should be ready for.
Why Incorporation Matters
Incorporation is more than just paperwork — it is about creating a legal structure that separates you, as the individual, from your business. Here is what that means in real terms:
- Limited liability – Your personal assets are protected if your business is sued or faces debts;
- Tax benefits – Incorporation can open the door to lower tax rates and deferrals;
- Credibility – Clients, lenders, and investors often take incorporated businesses more seriously; and
- Continuity – Your business can continue even if ownership changes.
For many entrepreneurs in Ottawa, incorporation is the step that makes their business feel “official.”
Step 1: Meeting the Requirements to Incorporate in Ontario
When I explain the requirements for becoming incorporated in Ontario, I usually break it down into three parts:
- Choose a name – You can either use a numbered company (e.g., 1234567 Ontario Inc.) or create a unique business name;
- Create your Articles of Incorporation – This document outlines key details like your business name, registered office, number of directors, and shares structure; and
- Have at least one director – The director must be at least 18 years old, not bankrupt, and of sound mind.
These are the basics. Once they are in place, we can move to the search and registration process.
Step 2: NUANS Report – Checking If Your Name Is Available
If you are choosing a custom name (rather than a numbered company), you will need a NUANS report.
- What it is: A NUANS report is a name search system that checks whether your chosen business name is available or too similar to an existing corporation.
- Why it matters: If your name conflicts with another business, your incorporation could be rejected.
- Tip I give clients: Pick a few variations of your desired name in case your first choice isn’t available.
Step 3: Registering with the Ontario Business Registry
Once your documents and NUANS report are ready, the next step is to register through the Ontario Business Registry.
- Online convenience: Today, you can incorporate a business in Ontario online without having to visit an office.
- Filing the Articles of Incorporation: You will submit your articles, your NUANS report (if applicable), and your registration fee through the Registry portal.
- Turnaround: In many cases, you will receive your certificate of incorporation within a day or two.
This online system has made incorporation much faster and more accessible for entrepreneurs in Ottawa and across Ontario.
Step 4: Understanding the Costs
Another common question I hear is: “How much does it cost to incorporate a business in Ontario?”
Here is a simple breakdown:
- Government filing fee: $300 (if you file online);
- NUANS report: Around $13–$75, depending on where you order it; and
- Legal fees (optional but recommended): If you would like professional help drafting your articles and ensuring compliance, fees vary depending on complexity.
I often remind clients that while it is tempting to do everything on your own to save money, small mistakes in incorporation documents can create big headaches later.
Step 5: After Incorporation – What Comes Next?
Once you are officially incorporated, there are a few additional steps to complete:
- Set up a Minute Book to keep records of your corporation’s activities;
- Apply for a Business Number and register for taxes (HST, payroll, etc.) if needed;
- Open a business bank account under your corporate name; and
- Keep up with annual returns and corporate maintenance requirements.
This is where many entrepreneurs appreciate having ongoing legal guidance to stay compliant.
Final Thoughts: Incorporation in Ottawa Does Not Have to Be Complicated
If you have been searching for:
- becoming incorporated in Ontario requirements;
- incorporate a business in Ontario online; or
- Ontario Business Registry;
…then you are already doing the right research. Incorporation is one of the most important decisions you will make for your business, and it sets the stage for growth and protection.
As a lawyer who helps entrepreneurs in Ottawa, Kanata, Nepean, and Westboro, I would be happy to walk you through the process step by step and make sure your incorporation is done right the first time.
👉 Contact me today to book a free consultation and let us take the next step toward bringing your business to life.
