A Step-by-Step Guide to Filing Your Annual Return in Ontario

Filing your annual return is a crucial responsibility for Ontario corporations. While the concept is straightforward, the process itself underwent significant changes in 2021 with the introduction of the Ontario Business Registry (OBR). Many business owners are still adjusting to these changes.

This guide breaks down exactly how to file your Ontario annual return, walking you through each method available and helping you avoid common stumbling blocks along the way.

How to File Your Ontario Annual Return

Ontario offers several methods for filing your annual return. Let’s explore each option, starting with the most recommended approach.

Option 1: Filing Online Through the Ontario Business Registry (OBR)

The Ontario Business Registry provides a convenient 24/7 portal for submitting your annual return electronically. This is the fastest and most efficient method.

Step 1: Obtain Your Company Key Before you can access the OBR, you’ll need your company key, a unique access code assigned to your corporation. If you incorporated after October 2021, you should have received this key upon incorporation. If you don’t have it:

• Visit the Ontario Business Registry website
• Select “Request a Company Key”
• Provide your Ontario Corporation Number
• The key will be sent to your official email address on file

Step 2: Create or Access Your ServiceOntario Account

• Go to the Ontario Business Registry portal
• Sign in with your existing ServiceOntario account or create a new one
• Once logged in, select “File Annual Return” from the available services

Step 3: Enter Your Corporation Information

• Enter your Ontario Corporation Number and company key
• Select the year for which you’re filing the return
• Review the pre-populated information about your corporation

Step 4: Verify or Update Your Corporate Details The system will display your current corporate information from the registry. You’ll need to:

• Confirm your registered office address
• Verify the list of current directors and their addresses
• Confirm your corporation’s primary business activity (NAICS code)
• Provide or update your official email address and phone number

Step 5: Certify and Submit

• A director or authorized officer must certify that the information is accurate
• Review all information before submitting
• Click “Submit” to file your return

Step 6: Save Your Confirmation

• The system will generate an immediate confirmation receipt
• Save or print this for your records
• Keep a copy in your minute book

The entire online process typically takes less than 15 minutes if you have all information ready.

Option 2: Filing Through an Intermediary Service

If you prefer, you can use authorized service providers who can file on your behalf.

How it works:

1. Contact an authorized service provider (like Dye & Durham’s ecore or ESC Corporate Services)
2. Provide them with your corporation information
3. They’ll prepare and submit the annual return for you
4. You’ll receive confirmation once completed

Advantages:

• Convenient if you’re managing multiple corporations
• Professional oversight reduces the risk of errors

Disadvantages:

• Service providers charge fees (typically $50-$100)
• Adds a middleman to the process
• May take slightly longer than filing directly

Many law firms and accountants use these services on behalf of their clients, so check if your professional advisors already offer this.

Option 3: Paper Filing by Mail

While Ontario prefers electronic filing, paper submission remains an option for those unable to use the online system.

Step 1: Obtain the Correct Form

• Download Form 5286 from the Central Forms Repository
• Ensure you have the most current version

Step 2: Complete the Form on Computer

• The form must be completed electronically (typed, not handwritten)
• Handwritten forms will be rejected
• Fill in all required fields including your OCN, corporate details, and year of return

Step 3: Print and Sign

• Print the completed form
• Have a director or authorized officer sign the certification section

Step 4: Mail to the Ministry

• Send the completed form to: Central Production and Verification Services Branch Ministry of Public and Business Service Delivery 393 University Ave, Suite 200 Toronto, ON M5G 2M2

Step 5: Wait for Processing

• Paper filings take approximately 15 business days to process
• No immediate confirmation is provided

Paper filing is free but significantly slower than online filing. Only use this method if you’re unable to access the online system.

What Information Will You Need to Provide?

Regardless of which filing method you choose, you’ll need to confirm or update the following information:

1. Corporate Identifiers
   • Corporation’s legal name
   • Ontario Corporation Number (OCN)
   • Year of the return
2. Registered Office Address
   • Street address (P.O. boxes not accepted)
   • Mailing address (if different)
3. Directors Information
   • Full names and addresses of all directors
   • Dates of any appointments or resignations since last filing
4. Business Activity
   • Primary business activity
   • NAICS industry code
5. Contact Information
   • Official email address for Ministry communications
   • Corporate phone number

All this information must be accurate and match what’s currently on record with the Ministry. If there have been changes since your last filing, you should also submit a separate Notice of Change.

Fees and Timing

One advantage of Ontario’s system is that there are no government fees for filing your annual return. When filed directly (either online or by mail), the filing is completely free.

However, if you use a third-party service provider, you’ll pay their service fees, which typically range from $50 to $100 depending on the provider.

As for timing:

• Online filings: Processed immediately
• Paper filings: Approximately 15 business days
• Through service providers: Varies (typically 1-3 business days)

Common Questions About Annual Return Filings

Q: What’s the difference between an annual return and a Notice of Change? A: An annual return confirms your corporation’s information once per year. A Notice of Change should be filed promptly whenever specific information changes (like directors or address) throughout the year.

Q: What happens if I miss information or make a mistake? A: Incomplete or inaccurate returns will be rejected. You’ll need to correct the information and resubmit. If this causes you to miss the deadline, your corporation may be marked as not in good standing.

Q: Can I file multiple years at once if I’ve missed previous filings? A: Yes, if you’ve missed previous years, you should file returns for all outstanding years as soon as possible to bring your corporation back into compliance.

Q: Will I receive a reminder when my annual return is due? A: The Ministry sends email reminders to the official email address on file, but these shouldn’t be relied upon. It’s your responsibility to track your filing deadlines.

Expert Help for Your Corporate Filings

Navigating Ontario’s corporate filing requirements can be complex, especially with the relatively recent changes to the system. Missing deadlines or submitting incorrect information can lead to serious consequences for your business.

Jeffrey Murray Law in Belleville, ON specializes in corporate compliance matters for Ontario businesses. Our experienced team can handle your annual return filings, ensuring they’re completed accurately and on time, giving you peace of mind and allowing you to focus on running your business.

Whether you need help with a single filing or ongoing corporate maintenance, contact Jeffrey Murray Law today for professional assistance with all your Ontario corporate compliance needs. We’ll make sure your corporation remains in good standing and help you avoid the pitfalls of non-compliance.