Ontario Notice of Change (2026 Guide): Update Directors, Officers & Address
- Lisa Shaw
- 4 hours ago
- 4 min read
If your Ontario corporation has recently changed its registered office address, directors, or officers, you may need to file an Ontario Notice of Change.
Many business owners assume updating their corporate records can wait until tax time—or even their annual return—but that's one of the biggest mistakes corporations make.
Ontario corporations are legally required to keep information on file with the Ontario Business Registry accurate. Filing a Notice of Change ensures government records remain current and helps avoid delays when opening bank accounts, applying for financing, signing contracts, or completing future corporate filings.
In this guide you'll learn:
What an Ontario Notice of Change is
When it must be filed
Which changes require a filing
Deadlines
Fees
Common mistakes
Step-by-step filing instructions
Real examples
Frequently asked questions
Whether you're updating a director, changing your corporation's address, or appointing a new officer, this guide explains everything you need to know.
What is an Ontario Notice of Change?
An Ontario Notice of Change is a filing submitted to the Ontario Business Registry to report changes to a corporation's registered office address, directors, or officers. Most changes must be filed within 15 days of the change occurring.
What is a Notice of Change?
A Notice of Change updates important corporate information held by the Ontario Business Registry.
It does not amend your Articles of Incorporation.
Instead, it updates information already associated with your corporation.
Common updates include:
Registered office address
Director appointments
Director resignations
Officer appointments
Officer resignations
Changes to official email address
Think of it as updating your corporation's contact information and management records with the Province of Ontario.
Why Filing Matters
Keeping corporate records current is more important than many business owners realize.
An outdated corporate record can create problems when:
Opening business bank accounts
Applying for financing
Selling your corporation
Completing due diligence
Receiving government notices
Filing Articles of Amendment
Ordering Certificates of Status
Applying for business licences
Banks and lawyers often compare government records against your corporate documents.
If they don't match, transactions may be delayed.
What Can Be Updated?
Notice of Change Address
The most common filing is updating the registered office address.
Businesses often move because they:
Relocate offices
Switch accountants
Use a lawyer's office
Begin using a virtual office
Move from home to commercial space
Remember: The registered office must always have a valid Ontario address.
Notice of Change of Directors Ontario
Whenever a director:
resigns
is appointed
changes address
changes legal name
the corporation should update the Ontario Business Registry.
Officers
Many people confuse directors and officers.
Directors oversee the corporation;
Officers manage day-to-day operations.
Officer changes may also be reported using the Notice of Change.
Common officers include:
President
Secretary
Treasurer
CEO
CFO
Vice-President
What Cannot Be Updated?
A Notice of Change cannot change:
Change | Requires Notice of Change? |
Corporate Name | ❌ |
Share Structure | ❌ |
These changes generally require Articles of Amendment instead.
When Must a Notice of Change Be Filed?
Ontario corporations generally have 15 days after the change occurs. Waiting several months is not recommended; The sooner records are updated, the easier future filings become.
Step-by-Step: How to File a Notice of Change by an Ontario Corporation
Step 1: Determine what changed
Examples:
Director resigned
Director appointed
Address changed
Officer changed
Step 2: Gather information
You'll typically need:
Corporation name
Ontario Corporation Number
Company Key
New address
Director information
Officer information
Authorizing director’s name
Step 3: Prepare corporate documents
Examples include:
Director resignation
Director consent
Board resolutions
Meeting minutes
Although these documents are generally not filed with the Province, they should be kept in the corporation's minute book.
Step 4: Submit the filing
The filing can generally be completed through the Ontario Business Registry or through an authorized service provider.
Step 5: Save confirmation
Always keep:
Filing confirmation
Updated corporate records
Board resolutions
Minute book updates
Company Key Requirements
Ontario corporate filings require a Company Key.
Without it, you won’t be able to submit filings.
If you've lost your Company Key, you can request a replacement before completing your filing.
Want to know more about the Ontario Company Key? Check this out!
Common Mistakes
Avoid these common errors:
Waiting too long
Many owners assume they can wait until their annual return.
Not true.
Forgetting to update director addresses
Each director's address should be accurate.
Confusing officers and directors
These are different legal roles.
Using the wrong address
The registered office needs to be a physical Ontario address, not a P.O. box.
Forgetting internal corporate records
Government filings do not replace your corporate minute book.
DIY vs Professional Filing
DIY | Filing Service |
Lower cost | Saves time |
Must understand requirements | Professionals review information |
Responsible for correcting mistakes | Guidance throughout filing |
Company Key required | Company Key assistance available |
Real-World Example
Sarah incorporated her consulting company in Ottawa.
Two years later she moved her office to Toronto.
She updated:
CRA
Bank
Website
But forgot to update the Ontario Business Registry.
Months later she applied for financing.
The bank compared government records with her corporate documents.
The addresses didn't match.
Her financing application was delayed until a Notice of Change was filed.
A simple filing could have prevented weeks of unnecessary delays.
Filing Checklist
✔ Corporation Number
✔ Company Key
✔ Registered office address
✔ Director information
✔ Officer information
✔ Effective date
✔ Board resolutions
✔ Updated minute book
✔ Filing confirmation
Expert Tips
Keep your minute book current
Government filings are only one part of maintaining a corporation.
Update banks immediately
Banks frequently verify government records.
File changes promptly
Waiting increases the risk of inconsistencies.
Keep director addresses current
This is one of the most overlooked updates.
Need to file a Notice of Change? Not sure? Reach out and we can help!
