Notice of Change by an Ontario Corporation: Complete Guide
Last updated: September 2026
If your Ontario corporation has moved, added or removed a director, changed an officer's information, updated its official email or changed other information on its corporate record, you may need to file a Notice of Change by an Ontario corporation.
A Notice of Change keeps the information held by the Ontario Business Registry current. Under Ontario's Corporations Information Act, changes to information previously filed generally must be reported within 15 days after the change occurs.
But not every corporate change belongs on a Notice of Change.
If you're changing the corporation's name, share structure or certain provisions contained in its articles, you generally need Articles of Amendment instead.
This guide explains exactly what a Notice of Change does, what it does not do, how to file one, what information you need, and the difference between a Notice of Change and an amendment.
What Is a Notice of Change by an Ontario Corporation?
A Notice of Change is a filing used to update certain information about an existing Ontario corporation that is already on the corporate record.
The Ontario government requires corporations to keep their information current. When information previously filed under the Corporations Information Act changes, the corporation generally must file a Notice of Change within 15 days.
In simple terms
A Notice of Change tells the Ontario government:
“The corporation still exists, but some of the information you have on file is now different.”
For example, a corporation might:
Move its registered or head office
Add a director
Cease a director
Update a director's address for service
Add, remove or update an officer
Change its official corporate email address
Update its primary business activity/NAICS code
The current Ontario government instructions specifically identify director and officer information, registered/head office address and administrative information such as the official email address and NAICS primary activity code as information that may be updated through this filing.
Do I Need to File a Notice of Change?
If information previously filed for your Ontario corporation has changed, you generally need to update the corporate record within 15 days of the change.
The quickest way to determine what filing you need is to ask:
Is the information part of the corporation's current corporate record?
If yes, it may be a Notice of Change.
Is the information contained in the corporation's Articles?
If yes, you may need Articles of Amendment instead.
Quick decision guide
Change you want to make | Usually required |
Change registered/head office address | |
Add a director | |
Remove/cease a director | |
Change director address for service | |
Change officer information | |
Update official corporate email | |
Change primary NAICS activity | |
Change corporation's legal name | |
Change share structure | |
Change certain provisions in the articles | |
Change min/max number of directors |
What Can Be Changed With a Notice of Change?
1. Corporate Address
One of the most common reasons for filing a Notice of Change is moving the corporation's registered or head office.
The corporation's registered or head office must be located in Ontario, and a post office box by itself is not sufficient. The address must include the required physical address information.
Example
Your corporation currently has: 123 Main Street, Ottawa, Ontario
You move to: 456 Bank Street, Ottawa, Ontario
The corporate record should be updated to reflect the new address.
Why this matters
An outdated corporate address can create practical problems when:
Government correspondence is sent to the old address
Legal documents need to be served
A bank asks for current corporate information
A professional advisor orders a corporate search
Another organization verifies the corporation's information
Keeping the public corporate record current is therefore more than an administrative task.
2. Adding a Director
A Notice of Change can be used to report the addition of a director.
The filing requires information such as the director's:
Full legal name
Address for service
Date elected
Applicable resident Canadian information
The Ontario instructions emphasize that information submitted for directors should match the existing public record where applicable. Incorrect information can result in the filing being returned for correction.
Important distinction
Becoming a shareholder is not the same thing as becoming a director.
A shareholder owns shares in the corporation.
A director forms part of the corporation's board and has corporate governance responsibilities.
Those roles can overlap, but they are legally different.
3. Removing or Ceasing a Director
If a director resigns, is removed or otherwise ceases to be a director, the corporate record needs to be updated.
The filing should identify the director and the date they ceased holding the position.
The Ontario government's instructions specifically provide for a “cease director” process and require the relevant identifying information and ceased date.
Example
Imagine: Jane Smith was elected as a director on January 15, 2024.
She resigns on September 1, 2026.
The corporation should report the change and use the appropriate ceased date.
Don't forget your other records
Removing a director from the Ontario corporate record does not necessarily update:
Bank signing authority
CRA records
Corporate minute book
Shareholder records
Internal resolutions
Contracts
Licences
Insurance records
A Notice of Change updates the applicable Ontario corporate filing. It is not a universal “update everything” filing.
4. Changing a Director's Address
A director's address for service can also be updated.
This is important because the Ontario corporate record needs to contain accurate information about current directors.
The government's instructions specifically explain how to edit an existing director and note that the existing name and election information must match the ministry's records.
Practical tip
Before filing, obtain a current corporate profile/entity report if you're unsure exactly how the director's name or election date appears on the public record.
A mismatch can cause the filing to be returned as deficient.
5. Changing Officer Information
Ontario corporations can also update officer information through the Notice of Change process.
Examples of officer positions can include:
President
Vice-President
Secretary
Treasurer
General Manager
Other senior officer positions
The current Ontario instructions state that Ontario corporations may report up to the five most senior officers to the ministry.
A corporation can report changes such as:
Adding an officer
Ceasing an officer
Updating an officer's address for service
Updating an officer's position
6. Updating the Official Corporate Email
The official corporate email address is particularly important under the Ontario Business Registry system.
Ontario's instructions state that official documents, notices and correspondence relating to the corporation will be sent to the official email address on record.
That means an old email address can become a serious administrative problem.
Best practice
Use an email address that:
Is actively monitored
Will remain accessible if an employee leaves
Is controlled by the business rather than a temporary contractor
Is checked regularly
Avoid using an employee's personal email if the business has a more permanent corporate email available.
7. Updating the NAICS Primary Activity
The Notice of Change process can also be used to update the corporation's primary business activity.
This is represented through a NAICS code, which identifies the corporation's primary economic activity.
The Ontario instructions explain that the NAICS primary activity code can be changed through a Notice of Change.
Example
A corporation originally operated primarily as: Management consulting
but has shifted its main business activity to: Software development
The corporation may need to update its primary activity information.
Notice of Change vs. Articles of Amendment
This is one of the most important distinctions for Ontario corporations.
Many business owners search for:
“how to amend articles of incorporation Ontario”
“what are articles of amendment”
“difference between change and amendment”
The answer depends on what information you are trying to change.
The simple difference
A Notice of Change updates corporate information already on file. Articles of Amendment change the corporation's articles themselves.
Notice of Change | Articles of Amendment |
Routine corporate information | Fundamental information contained in the articles |
Address | Corporate name |
Directors | Share structure |
Director information | Certain restrictions/provisions |
Officers | Certain director-number provisions |
Official email | Other provisions contained in the articles |
Primary activity/NAICS | Other permitted amendments |
What Are Articles of Amendment?
Articles of Amendment are a formal corporate filing used to change provisions contained in a corporation's articles.
For an Ontario business corporation governed by the Business Corporations Act, Form 5261 is the official Articles of Amendment form.
Under section 168 of the Business Corporations Act, amendments can cover matters including:
Changing the corporate name
Adding, changing or removing certain restrictions
Changing authorized share provisions
Creating new classes of shares
Changing share rights, privileges, restrictions or conditions
The Act also provides that amendments under section 168(1) are generally authorized by special resolution, subject to the statutory exceptions.
Example
Suppose your corporation is currently: 12345678 Ontario Inc.
and you want to change its legal corporate name to: ABC Technology Inc.
That is not simply a Notice of Change.
It is a corporate amendment requiring the appropriate Articles of Amendment process.
How to Amend Articles of Incorporation in Ontario
If you are asking how to amend articles of incorporation in Ontario, the process depends on what you want to change and the corporation's governing statute.
For an Ontario business corporation under the OBCA, the general process is:
Step 1: Identify the provision being changed
Review the corporation's existing Articles of Incorporation and any previous Articles of Amendment.
Step 2: Determine whether an amendment is actually required
Not every corporate change requires amended articles.
For example:
New director → generally Notice of Change
New office address → generally Notice of Change
Corporate name → Articles of Amendment
Share structure → Articles of Amendment
Step 3: Obtain the required corporate approval
For many Ontario corporate amendments, the corporation needs the appropriate shareholder approval, including a special resolution where required by the Act.
Step 4: Prepare the Articles of Amendment
The appropriate Ontario form is used for the corporation and the amendment being made.
Step 5: File with Ontario
The Articles of Amendment and any required documents are submitted to the Director.
Under the OBCA, once the required documents are received, the Director issues a certificate of amendment.
Step 6: Update other records
After the amendment is completed, review:
CRA accounts
Bank records
Contracts
Insurance
Licences
Permits
Corporate minute book
Shareholder records
Website and marketing materials
Notice of Change vs. Articles of Amendment: Real-World Examples
Understanding the distinction is easier with examples.
Example 1: Moving offices
Your corporation moves from Toronto to Mississauga.
Likely filing: Notice of Change.
You are changing corporate address information, not the corporation's articles.
Example 2: Replacing a director
A director resigns and another individual is appointed.
Likely filing: Notice of Change.
You may need to report the director who ceased and the new director.
Example 3: Changing the legal corporate name
Your company wants to go from: ABC Consulting Inc.
to: ABC Technology Inc.
Likely filing: Articles of Amendment.
A corporate name is part of the corporation's fundamental information.
Example 4: Changing the share structure
The corporation wants to create another class of shares.
Likely filing: Articles of Amendment.
The OBCA expressly provides for amendments involving share classes and share rights.
Example 5: Changing the primary business activity
The corporation changes its main business activity.
Likely filing: Notice of Change for the applicable administrative/NAICS information.
The current Ontario instructions expressly identify the NAICS primary activity code as information that can be updated through the Notice of Change process.
When Must an Ontario Corporation File a Notice of Change?
The general deadline is 15 days after the change occurs.
Ontario's Corporations Information Act requires corporations to file a Notice of Change for changes to information covered by the Act within 15 days.
What If You Miss the 15-Day Deadline?
If you missed the deadline, do not assume the solution is to ignore the change.
The practical approach is to update the corporate record as soon as possible.
If you're late:
Identify the actual date the change occurred.
Gather the current corporate information.
Confirm the existing information on the Ontario record.
Prepare the appropriate Notice of Change.
File the change.
Keep confirmation with your corporate records.
Review whether CRA, your bank or other organizations also need to be updated.
The legislation establishes the 15-day reporting requirement, so late filing should not be treated as an alternative filing deadline.
What Information Do You Need to File a Notice of Change?
Before beginning, have the corporation's current information available.
The Ontario government's instructions identify the following information as relevant to the filing:
Corporation legal name
Ontario Corporation Number
Company Key
Official corporate email
Contact person's information
Registered/head office address
Director information
Officer information
NAICS primary activity code, where applicable
Certification information
What Is an Ontario Company Key?
A Company Key is a nine-digit number used to establish authority over an Ontario corporation when making filings through the Ontario Business Registry.
The current Ontario Notice of Change instructions identify the Company Key as information required to verify that the person filing is authorized to make the filing.
If you are unsure whether you have the Company's Key, check the corporation's Ontario Business Registry information before beginning the filing.
Important
A Company Key is different from:
Ontario Corporation Number
Business Number (BN)
HST number
Payroll account number
These numbers serve different purposes.
Does a Notice of Change Change the Articles of Incorporation?
No. A Notice of Change does not rewrite the corporation's original Articles of Incorporation.
Instead, it updates information maintained on the corporation's filing record.
If you need to change something contained in the articles themselves, such as the corporate name or share structure, the appropriate Articles of Amendment process should be used.
The Ontario government's current instructions make this distinction explicitly.
Does a Notice of Change Update the CRA?
Not necessarily.
This is an important practical distinction that is frequently overlooked.
Updating the Ontario corporate record does not mean every government department, bank, licence issuer or third party automatically receives the same update.
After filing a Notice of Change, determine whether you also need to update:
CRA corporate account information
GST/HST account information
Payroll account information
Business bank accounts
Municipal licences
Provincial licences
Insurance
Payment processors
Corporate contracts
Other registrations
Example
Your corporation changes its address.
You file the Ontario Notice of Change.
That updates the applicable Ontario corporate record.
But your bank and CRA records may still contain the previous address.
One corporate change can therefore require several separate administrative updates.
How to File a Notice of Change in Ontario
There are generally two approaches:
Option 1: File directly with Ontario
You can use the Ontario Business Registry or the applicable government form/process.
The government's current instructions encourage online filing because it provides faster response, immediate notice that the application was received and the ability to check progress online.
The government also maintains the official Notice of Change forms through its Central Forms Repository.
Option 2: Use a filing service
A corporate filing service can prepare and submit the filing for you.
This can be useful if:
You are unsure which filing you need
You have multiple changes
You are concerned about entering director information incorrectly
You need help identifying the correct corporate record
You want someone else to manage the filing process
Launch a Business provides assistance with Ontario corporate changes and can help determine whether your situation requires a Notice of Change or another corporate filing.
Step-by-Step: Filing a Notice of Change
Step 1: Identify the change
Determine exactly what changed.
For example: “Our corporation's registered office moved.”
or: “One director resigned and another was appointed.”
Step 2: Check the current corporate record
Do not rely solely on memory.
Compare the information you believe is on file with the corporation's actual Ontario record.
This is particularly important when changing directors because the government warns that names and election dates need to match the public record.
Step 3: Confirm whether you need an amendment
Ask: Does this change affect the articles themselves?
If yes, you may need Articles of Amendment instead.
Step 4: Gather the required information
Prepare:
Corporation name
Ontario Corporation Number
Company Key
Official email
Address information
Director information
Officer information
Effective dates
Certification information
Step 5: Submit the filing
Submit through the appropriate Ontario filing channel.
Step 6: Review the confirmation
Keep the filing confirmation and related documents with the corporation's permanent records.
Step 7: Update other organizations
Check CRA, banks, insurers, licensing bodies and other organizations that may have the old information.
Common Notice of Change Mistakes
Mistake 1: Using a Notice of Change to change the corporation's name
A corporate name change is generally handled through Articles of Amendment rather than a Notice of Change.
Ontario's instructions specifically distinguish changes to the corporation's name from routine information updates.
Mistake 2: Waiting until tax time
The Notice of Change deadline is generally 15 days after the change.
Do not assume you can wait until the annual return or corporate tax return.
Mistake 3: Using an old director record
If the director's name or election date doesn't match the public record, the filing can be returned as deficient.
Mistake 4: Assuming the CRA is automatically updated
A provincial corporate filing and a CRA account update are separate administrative matters.
Mistake 5: Forgetting officer information
Corporations sometimes update directors but overlook officers.
Review both.
Mistake 6: Forgetting the official email
The official corporate email is used for government communications.
Make sure it is current and actively monitored.
Mistake 7: Assuming every “change” is a Notice of Change
This is perhaps the most important mistake.
The word change does not automatically mean “Notice of Change.”
Some changes require an amendment.
Notice of Change Checklist
Before submitting your filing, use this checklist:
Corporate information
Corporation legal name confirmed
Ontario Corporation Number confirmed
Company Key available
Official email confirmed
Address
New registered/head office address confirmed
Ontario address requirements satisfied
Effective date confirmed
Directors
New director information confirmed
Ceased director information confirmed
Election/ceased dates confirmed
Address for service confirmed
Officers
Officer changes reviewed
Officer titles confirmed
Appointment/ceased dates confirmed
Other
NAICS activity reviewed
Filing type confirmed
Notice of Change vs. Articles of Amendment confirmed
Filing confirmation saved
CRA reviewed
Bank reviewed
Licences and insurance reviewed
What Happens After You File?
Once the filing has been successfully processed, Ontario provides official documents by email. The government's instructions state that successful applicants receive official documents, including a payment receipt where applicable, and a Company Key if one has not already been assigned.
Keep those documents with your corporate records.
You may also want to obtain a current corporate profile/entity report if you need evidence of the corporation's updated information for a bank, lender, professional advisor or other third party.
Why Keeping Your Ontario Corporation Updated Matters
Maintaining accurate corporate information isn't just about checking a compliance box.
Your corporate information can be used by:
Government agencies
Banks
Lenders
Lawyers
Accountants
Suppliers
Customers
Other organizations conducting corporate searches
An outdated director or address record can create unnecessary confusion.
For example, if a director left the company several months ago but still appears on the public corporate record, a third party reviewing the corporation could reasonably assume that person remains a director.
That is why timely corporate updates matter.
Notice of Change and Your Corporate Minute Book
A Notice of Change is only one part of good corporate recordkeeping.
When a significant corporate change occurs, review the corporation's minute book and supporting documentation.
Depending on the change, records may include:
Director resignation
Director appointment
Shareholder resolutions
Special resolutions
Board resolutions
Updated registers
Articles of Amendment
Certificates of Amendment
Notice of Change confirmations
Important distinction
The Ontario corporate filing and the corporation's internal records serve different purposes.
A Notice of Change updates the applicable government record.
Your corporate records document the underlying corporate action and approvals.
Both should be kept organized.
Can You File Multiple Changes on One Notice of Change?
In many cases, multiple eligible changes can be reported through the same Notice of Change filing.
For example, a corporation could potentially need to:
Change its address
Add a director
Cease another director
Update an officer
Update its official email
Instead of treating each change as an entirely separate corporate event, review whether they can be included in the same filing.
The key is that each change must be properly documented and reported.
What If Your Corporation Has Both a Change and an Amendment?
This is where corporate filings can become confusing.
Suppose your corporation wants to:
Change its legal name
Replace a director
Move its office
These may involve different filings.
The name change affects the corporation's articles and therefore requires an amendment process.
The director and address changes are generally Notice of Change matters.
The lesson
Don't assume one filing covers everything.
Create a list of every change you want to make and classify each one before submitting anything.
Notice of Change for an Ontario Corporation: Quick Reference
Question | Answer |
What is it? | A filing used to update specified corporate information |
Main deadline | Generally within 15 days of the change |
Address changes | Yes |
Director changes | Yes |
Officer changes | Yes |
Official email | Yes |
NAICS activity | Yes |
Corporate name change | Generally no — use Articles of Amendment |
Share structure | No — use Articles of Amendment |
Articles provisions | No — use Articles of Amendment |
Company Key | Used to establish filing authority |
CRA automatically updated? | Not necessarily |
Should confirmation be kept? | Yes |
Final Takeaway
A Notice of Change by an Ontario corporation is designed to keep your corporation's government record accurate when certain corporate information changes.
The most important rule to remember is:
Routine corporate information changes generally belong in a Notice of Change. Changes to the corporation's articles generally require Articles of Amendment.
If your corporation has moved, changed directors, updated officers, changed its official email or changed its primary activity, review the Notice of Change requirements promptly because the general reporting deadline is 15 days.
If you're unsure which filing applies, don't guess. Identify exactly what you want to change first, then determine whether the appropriate filing is a Notice of Change, Articles of Amendment or another corporate filing.
