How to Register your Sole Proprietorship in Each Province
Once you have decided to start a new business and have concluded that the best structure for your business is a Sole Proprietorship, the next step is to determine if you need to register it. If you are using your exact first and last name, and only your exact first and last name, then you are not required to register your business, regardless of which province your are located in. However, if you are using a business name that is anything other than your own name, you are required to register your business in all provinces, with the exception of Newfoundland and Labrador where registration of Sole Proprietorships is not required.
Note that a Sole Proprietorship doesn’t have legal existence in the same way as a Corporation. It is simply a name that is used to represent your business to the public. Consequently, Sole Proprietorships do not have limited liability and the owner/operator is responsible for the debts of the business. For all practical purposes, the owner/operator and the business are the same entity.
Note that this article only addresses business name registration requirements for unincorporated sole proprietorships in each province. In addition to registration, you should also consider whether you need to register for sales tax (HST/GST and QST or PST). Additionally, all sole proprietorship owner, regardless of size and whether they are registered, must report their business income or losses on their personal tax returns.
Alberta Registration of a Sole Proprietorship
1. Choose your business name
The name doesn’t have to be unique; however, you cannot use the words limited, incorporated, or corporation (or any abbreviations thereof).
2. Get business name report (optional)
A NUANS member can provide you with a report that details names, trademarks etc. that are similar to your proposed name. This step is not required. The cost of a NUANs report is approximately $50.
3. Complete the application for a trade name
Download or print the PDF from the website (step 3) and complete the application. The information required includes
Trade Name
Type of Business
Location in Alberta
Date on which the business begins
Name/address of the applicant
Statement/Signature
The form, which is editable, can be completed using any PDF software.
4. Submit your Application
Unfortunately, in Alberta the application cannot be submitted online. Instead the form must be taken to an approved service provider/business registry along with:
The application
NUANs report if completed
ID
Applicable fees
The fees for registering an Alberta sole proprietorship are relatively nominal at around $50. Since there are numerous service providers, and the service is relatively straightforward, you can generally find a reasonable price.
British Columbia Registration of a Sole Proprietorship
1. Apply for a Business Name
Unlike Alberta, you first have to apply for a business name in BC. The will verify the availability and validity of your name. This can be done online, in person at Service BC, or by mail by completing the Name Approval Request form and mailing it in.
The fees to apply for a business name are $30.
Once your application has been approved you will receive an “NR (name request) number”. You must use this NR number within 56 days or risk having to reapply for a new name request.
2. Register your Business
The business registration can be done online at “OneStop”. You will need to create an account, enter the information requested and pay a fee of $40 (in addition to the $30 for name request).
You can also download, complete and mail this application along with the requisite fee.
The registration approval process usually takes about 2 days.
Manitoba Registration of a Sole Proprietorship
1. Reserve your Business Name
File a name reservation with the Companies Office. This can be done online by creating an account with the Companies Office or by downloading the application and mailing it in along with the fee. The cost for reserving your business name in Manitoba is $45. There are specific guidelines for choosing a name in Manitoba that should be reviewed since, if your name is rejected, you will have to reapply and pay an additional fee.
2. Register your Business Name
Register the sole proprietorship by using the business name registration service either online with the Companies Office or download, complete, and mail the form along with the fee. The fee for registering your business name in Manitoba is $60.
New Brunswick Registration of a Sole Proprietorship
1. Get business name report
Once you have selected a name for your business, you must obtain a name search report from a private-sector name search firm. This report must be an Atlantic-based NUANS search report. A Google search will provide a number of organizations that provide this service. The cost is approximately $60.
2. Send the Registration Application
You may register by mail using Form 5, Certificate of Business Name. The fee to file for a New Brunswick business registration is $112.
Alternatively, you may file online by using the SNB online service This must be accompanied by an electronic copy of your NUANS (Name Search) report along with the covering letter from the name search firm. The NUANS report must have been done within the last 90 days and set out the proposed name of your business. The application should be accompanied by your email address or shipping address and fee of $112.
Newfoundland and Labrador Registration of a Sole Proprietorship
If your Sole Proprietorship is In Newfoundland and Labrador, there is no provincial government registration required.
Nova Scotia Registration of a Sole Proprietorship
1. Reserve a name for your business
Before registering your business, the Registry of Joint Stock Companies needs to approve the name. There are guidelines on choosing a name, which can be found here. The fees for reserving a name are $61.05. The application for the Nova Scotia name reservation, which can be downloaded in PDF format, can be sent via mail. It can also be completed online.
2. Register your Business
Once your name reservation has been approved by the Registry of Joint Stock Companies then you can go ahead and register. The fees for registering your business are $68.55. Payment must be included with your application. If you meet all the requirements, the Registry of Joint Stock Companies will issue a Certificate of Registration and Business Number. It should take 1 to 2 weeks to get the Certificate of Registration and Business Number. It can take longer if more information is needed or if your application wasn’t filled in correctly.
Ontario Registration of a Sole Proprietorship
1. Get business name report (optional)
You can use the Enhanced Business Name Search which is available at Integrated Business Services Application. This step is not mandatory. The fees range between $8 and 26 for a name search.
2 Register your Business
In Ontario the reservation of the business name and the registration of the business is combined into one application. You can complete the registration form online. The fees for registration of the sole proprietorship in Ontario are $60. You may also download and complete the PDF and mail it or drop it off to:
Ministry of Government and Consumer Services
Central Production and Verification Services Branch
375 University Avenue, 2nd floor
Toronto, ON M5G 2M2
The fees for sending the Ontario business registration application by mail or in person are higher than online at $80 per application. Once the application has been submitted, you can expect to receive your “Master Business License” within 20 days.
Prince Edward Island Registration of a Sole Proprietorship
Apply for approval of the proposed name and name reservation
If you intend to register a business name in Prince Edward Island, you must first submit a name approval request to reserve the proposed name. Reserving a name requires you to complete the name approval request in the Online Corporate and Business Names Registry. This reserves the name for you but does not approve it for use.
Submit the non-refundable payment to search and reserve the name. Payments must be made online when submitting your name reservation. The fees to register a sole proprietorship in PEI is $90.00. The Registry Office will review your name (typically, within 5 business days). You will receive an email if the name is approved. Registry Office staff will call or email if they have any questions. If the name is not approved you will receive an email with information on how to contact the Registry Office.
2. Apply for business registration
The application may be processed online at the new online business/corporate registry. Once you have set up an account you would choose the application to to register a business.
Quebec Registration of a Sole Proprietorship
1. Choose your business name
It is critical in Quebec, even if your business name is English, that you provide a French version of the name. This French name is considered the primary name in Quebe, regardless of the business owner’s desires. You must ensure that the name of Quebec business conforms to certain requirements which can be found in this related article .
2. Register the name and business
Similar to Ontario, the reservation of the name and registration of the business are completed in one step. You may do so online . The service is only offered in French; however, can use Google translate to help with any comprehension issues.
A business that must register must do so within 60 days of starting operations. The fees to register a sole proprietorship in Quebec are $36.
Once you have completed the form, Registraires Des Entreprises will review your application, including the suitability of the name that you have chosen for your business. If you they accept your application, they will provide you with an NEQ number which is the official number of your business. If they reject your application, they will let you know by mail, and you will have to resubmit.
Saskatchewan Registration of a Sole Proprietorship
1. Reserve a name for your business
Log in to the Corporate Registry application. Once you have created an account, you select “Business Names” and select the “Reserve Name” option. Then, in the “Reserve for” option, select the purpose “Saskatchewan Business Name Registration”, another drop-down menu will display, entitled “Type”; select “Sole Proprietor” and click “Continue”.
You would then enter in your proposed name and click on “Check Name”. The system will tell you if similar or exact names have been found or if the name is available. You will also need to enter the nature of your business. Fees for reservation of a Business Name in a Saskatchewan entity are $50.00.
If your request will be reviewed is approved, you will be sent a name reservation number. Note that the name reservation number is required to register your business. This name registration is available for 90 days after approval.
When you fully complete your name reservation and you are issued a name reservation number, you can then submit your registration through the same online registries portal, by clicking on “Register”.
Fees for registration of Registration of a Business Name are $60 + GST.
Depending on your province, the process of registration can be as simple as completing an online form and submitting a fee. Other provinces have a two-step process; however, in most cases the process is usually fairly quick. If you are using a business name other than your given name, it is important that your register as soon as possible after you start your business to ensure that don’t face any issues with various provincial regulatory authorities.
Are you in the process of starting your business or making the move to self employment?. Check out our FastStart Your Business Book which provides step by step guidance on how to start your new (unincorporated) business and gives you the confidence to start your business on a strong foundation.
Is your goal to own and operate a Canadian small business or transition to self employment?
FASTSTART Your Business is the quintessential guide that takes the guesswork out of starting your business and focuses on what matters most. Inside, you’ll discover:
Step by step framework that tells you exactly what you need to do as a sole proprietor (which applies to ALL business and self employed owners unless your business is incorporated.)
Why most new businesses need to register and guidance on how to do it in every province.
What every business owner needs to know about sales tax (GST/HST and QST) , how to register and how to save money with the Quick Method.
What you need to know about hiring employees and how setting it up is easier than you think.
How to reduce taxes by reviewing the types of expenses that are deductible for small businesses and insights on preparing your income tax return even if you outsource it to an accountant.
How much you need to save in taxes so that you can be prepared and avoid unpleasant surprises when you do your tax return.
The different types of business structures and whether a sole proprietorship or a corporation is best for your situation.
And much more!
Sign up for your free start your business checklist and discount code