Guide for Changing Information for a Director/Officer

Ministry of
Government Services
Form 1 – Ontario Corporation
Initial Return/Notice of Change
GUIDE
Guide for Changing Information
for a Director/Officer
Instructions for Completion
This guide contains information on how to complete
the Form 1, Initial Return/Notice of Change under the
Corporations Information Act (CIA) for Ontario
corporations.
All instructions below refer to the sample form
provided on the fifth and sixth pages of this document.
Each item below is marked by a clickable question
mark and item number on the attached sample form.
General Instructions
1. Please choose one box only.
If the corporation is a Business Corporation,
indicate this by placing an ‘X’ in the appropriate
box (Initial Return or Notice of Change).
If the corporation is a Not-for-Profit Corporation,
indicate this by placing an ‘X’ in the appropriate
box (Initial Return or Notice of Change).
2. Ontario Corporation Number
Insert, on all pages of CIA Form 1, the
corporation's Ontario Corporation Number exactly
as it is shown on your incorporating documents.
For confirmation of that number, please check:
b. Letters Patent, Supplementary Letters Patent,
Order of Revival or whichever is the most
current applicable document.
c.
3. Date of Incorporation or Amalgamation
Insert, on all pages of the CIA Form 1, the Date of
Incorporation or Amalgamation as it is shown on
your incorporating or amalgamating documents.
The Date must include the Year, Month and Day
in that order. Example: 2005/06/17
4. Corporate Name
Insert the name of the corporation exactly as it is
shown on the:
a. Articles of Incorporation/Continuation/
Amalgamation/Amendment/Revival or
whichever is the most current applicable
document;
b. Letters Patent or Supplementary Letters
Patent or whichever is the most current
applicable document; or
c.
a. the top right corner of your Articles of
Incorporation/Continuation/
Amalgamation/Amendment/Revival or
whichever is the most current applicable
document
Corporation Profile Report
Corporation Profile Report.
Include all spaces and punctuation marks.
Guide for Changing Information for a Director/Officer
Corporations Information Act, Form 1 - Ontario Corporations
5. Registered or Head Office Address
The Registered or Head Office address in Ontario
must be completed in full including the Street
Name, Number, City/Town, and Postal Code.
A rural route or lot and concession numbers are
also acceptable. A Post Office Box (P.O. Box)
number or General Delivery alone are not
acceptable.
6. Mailing Address
If the mailing address is the same as the
Registered or Head Office, place an ‘X’ in the box
provided. If the address is different from the
Registered or Head Office address, it must be set
out in full including Street Name, Number,
City/Town and Postal Code. Post Office Box
(P.O. Box) numbers alone are acceptable, as are
other mailing addresses outside of Ontario.
If you do not wish to set out a mailing address,
place an ‘X’ in the “Not Applicable” box.
7. Preferred Language
Select the preferred language for correspondence
from the Branch by placing an ‘X’ in the
appropriate box (English or French).
8. Number of Schedule A(s)
The Initial Return/Notice of Change form consists
of a Form 1 and Schedule A. Schedule A must be
completed showing all the current directors of the
corporation; the five most senior officers of the
corporation; and any officers or directors that
have ceased in that position.
You must specify not only changes but report
all current directors and the five most senior
officers.
Specify the number of Schedule A(s) being
submitted. Photocopies of the Schedule A can be
made if more than one is required.
9. Person Authorizing Filing
Print the full name of the person who is certifying
that all the information in the CIA Form 1 is true,
correct, and complete in the space provided.
Specify whether the person authorizing the filing
is a Director, Officer or Other person having
knowledge of the corporation by placing an "X" in
the appropriate box. Select only one box.
How do I complete Schedule A
10. Ontario Corporation Number
Insert, on all pages of the CIA Form 1 - Schedule
A, the corporation's Ontario Corporation Number
exactly as it is shown on your incorporating
documents (see section 2 above).
11. Date of Incorporation or Amalgamation
Insert on all pages of the CIA Form 1 - Schedule
A, the date of incorporation or amalgamation (see
section 3 above).
Director/Officer Information
12. Full Name
Enter the administrator's (director/officer) full
name including last name, first name and middle
name(s) or initial(s). To report a change to
previously filed information be sure to enter the
name exactly as it currently appears on the Public
Record.
Important: Avoiding Duplication of
Administrator’s Name
If the name on the CIA Form 1 is not set out
exactly as it appears on the Public Record, the
Ontario Business Information System (ONBIS)
will not link the name with the current record but
will instead, create a duplicate record for the
same individual. For example the system would
not link Mary Jane Smith with Mary J. Smith or
Mary Smith. This could result in three separate
records for the same person.
Helpful Tip:
Removing an Incorrectly Recorded
Administrator’s Name from the Public Record
If the Name on the Public Record is incorrect or
not as you would like the name to appear on the
Public Record (example: John Malcolm Smith as
opposed to John M. Smith):
a. Set out the name that you do not want (John
M. Smith) that is currently on the Public
Record;
b. Set out the address and date
elected/appointed exactly as it is shown on
the Public Record;
c.
Enter a ceased date that is the same as the
date elected/appointed.
Guide for Changing Information for a Director/Officer
Corporations Information Act, Form 1 - Ontario Corporations
This will remove this entry from the Public
Record.
Re-entering the Correct Administrator Name
into the Public Record
a. Re-enter the person’s full name exactly as
you would like the name to appear on the
Public Record (John Malcolm Smith) in the
next blank director/officer information section
of the form;
b. Set out that person’s complete address for
service and date elected/appointed.
Contact the ServiceOntario Contact Centre if
assistance is required to make these changes
correctly at 416 314-8880 or 1 800 361-3223
(toll free in Ontario).
13. Director/Officer Address
Enter the administrator’s (director/officer) full
address. Please include the street name, number
or rural route or lot and concession number,
city/town and postal code. A post office box
(P.O. Box) number or general delivery alone is
not acceptable.
updated information will be created. The ONBIS
system checks for two identical items of
information to link a change with the appropriate
officer/director information. If neither, a director's
address for service, or their date
elected/appointed, matches the public record, the
changes will not be linked to the director; instead
a new record will be created.
To change two items of information for the same
officer/director (for example the address for
service and date of election/appointment) you
must complete the information on Schedule A
twice. First complete the director's information the
same as it is currently on record and enter a
ceased date. This will remove the old record.
Then complete the "Director/Officer Information"
again setting out the updated information with the
correct address and date elected/appointed.
Contact the ServiceOntario Contact Centre if
assistance is required to make these changes
correctly at 416 314-8880 or 1 800 361-3223
(toll free in Ontario).
14. Director Inormation
a. Resident Canadian
If a person is an existing director/officer, ensure
that the person’s address is shown exactly as it
appears on the Public Record. For example, if a
floor number is recorded on the Public Record, be
sure to include the floor number on this form in
the format previously used.
In the case of a business corporation indicate by
placing an 'X' in the appropriate box whether the
director is a resident Canadian. Under the
Business Corporations Act at least 25 per cent of
the directors of a corporation must be resident
Canadians. If a corporation has less than four
directors, at least one must be a resident
Canadian.
Helpful Tip: The address for service can be the
director's or officer's business address (a post
office box number or general delivery is not
acceptable).
Helpful Tip: Definition of Resident Canadian
According to the (Ontario) Business Corporations Act, a
resident Canadian means an individual who is:
Important: Changing an Administrator’s Address
If the administrator’s (director/officer) address is
no longer the same as what appears on the
Public Record, a new address can be entered as
long as the existing person’s name and the date
elected/appointed remains the same.
Changing an Administrator’s Address and
Date Elected/Appointed
If attempting to change the administrator's
(director/officer) address and date
elected/appointed at the same time, the
administrator's record being changed will remain
on the Public Record and a new record with the
•
a Canadian citizen ordinarily resident in
Canada;
•
a Canadian citizen not ordinarily resident in
Canada who is a member of a prescribed
class of persons, or
•
a permanent resident within the meaning of
the Immigration and Refugee Protection Act
(Canada) and ordinarily resident in Canada.
Guide for Changing Information for a Director/Officer
Corporations Information Act, Form 1 - Ontario Corporations
b. Date Elected
Indicate the date on which the person was
elected director in the "Date Elected" field.
The date must include the year, month and day in
that order. For example: 2005/06/18
Helpful Tip: Selection of "Date Appointed".
The date must include the year, month and
day in that order. For example: 2005/06/17
The "Date Elected" cannot be prior to the date of
incorporation or amalgamation entered in Item 2.
Also, it cannot be a future date.
The "Date Appointed" cannot be prior to the date
of incorporation or amalgamation entered in Item
2 or cannot be a future date.
b. Date Ceased
c. Date Ceased
This item should be completed to report that a
person has stopped/discontinued in the
position of director or to remove an inaccurate
record. Indicate the date on which the person
ceased in the position.
To ensure the public record is updated correctly
be sure to enter the director's name, address and
date elected exactly as previously filed.
15. Officer Information
Although there is no restriction on the number of
officers a corporation may have, only
information for the five senior officer
positions should be reported. If a Corporation
Profile Report shows more than five active officer
positions recorded on the public record, please
cease all but the five senior positions. Each
position counts as one, even if the same person
holds several positions. For example, if two
individuals hold all five senior officer positions you
would only report information for the two
individuals.
a. Date Appointed
Indicate the date in full on which the person
was appointed to the position in the "Date
Appointed" field under the appropriate title. If
the person is not a President, Secretary,
Treasurer or General Manager, select the
position from the "Other Titles" list by placing
an 'X' in the small box located beside that
position.
The "Other Titles" list is located in the rectangular
box to the right of the General Manager position
heading.
Ensure that the date appointed is entered under
the list in the appropriate space provided.
This item should be completed to report that a
person has stopped/discontinued in the
position of officer; to remove an inaccurate
record, or to remove any officers that are not
one of the five most senior officers. Indicate
the date on which the person ceased in the
position.
To ensure the record is updated correctly be sure
to enter the officer's name, address and date
elected exactly as previously filed.
Corporation Profile Report
If you are not sure how information was
previously filed you can order a Corporation
Profile Report. These reports show all the current
information on the public record for the
corporation.
For information on how to obtain a Corporation
Profile Report visit the ServiceOntario website at:
www.ServiceOntario.ca .
Ministry of
Government and
Consumer Services
Ministère des
Services gouvernementaux et
des Services aux consommateurs
Companies and Personal
Property Security Branch
393 University Avenue, Suite 200
Toronto ON M5G 2M2
Direction des compagnies et
des sûretés mobilières
393, avenue University, bureau 200
Toronto ON M5G 2M2
For Ministry Use Only
À l'usage du ministère seulement
Page/Page 1
Form 1 - Ontario Corporation Initial Return / Notice of Change
Formule 1 - Personnes morales de l’Ontario Rapport initial / Avis de modification
Corporations Information Act / Loi sur les renseignements exigés des personnes morales
1.
Ontario Corporation Number
Numéro matricule de la personne
morale en Ontario
Date of Incorporation or
Amalgamation/
Date de constitution ou fusion
3.
Notice of Change
Avis de
Initial Return
Rapport initial modification
Business Corporation/
Société par actions
Not-For-Profit Corporation/
Personne morale sans but
lucratif
Please type or print all information in block capital letters using black ink.
Prière de dactylographier les renseignements ou de les écrire en caractères d'imprimerie à l'encre noire.
2.
of/de ______
?1
For Ministry Use Only
À l'usage du ministère seulement
Year/Année Month/Mois Day/Jour
?3
?2
?4
5. Address of Registered or Head Office/Adresse du siège social
c/o / a/s
on
ly
Corporation Name Including Punctuation/Raison sociale de la personne morale, y compris la ponctuation
4.
?5
For Ministry Use Only/
À l'usage du ministère seulement
Suite/Bureau
Street No./Nº civique Street Name/Nom de la rue
Street Name (cont'd)/Nom de la rue (suite)
Sa
m
pl
e
City/Town/Ville
ONTARIO, CANADA
Postal Code/Code postal
6. Mailing Address/Adresse postale
Street No./Nº civique
Same as Registered or Head Office/
Même que siège social
Not Applicable/
Ne s'applique pas
?6
Street Name/Nom de la rue
Suite/Bureau
Street Name (cont'd)/Nom de la rue (suite)
City/Town/Ville
Province, State/Province, État
7. Language of Preference/Langue préférée
Country/Pays
English - Anglais
Postal Code/Code postal
French - Français
?7
8. Information on Directors/Officers must be completed on Schedule A as requested. If additional space is required, photocopy Schedule A./Les renseignements sur les
administrateurs ou les dirigeants doivent être fournis dans l'Annexe A, tel que demandé. Si vous avez besoin de plus d'espace, vous pouvez photocopier l'Annexe A.
?8
Number of Schedule A(s) submitted/Nombre d'Annexes A présentées
(At least one Schedule A must be submitted/Au moins une
Annexe A doit être présentée)
(Print or type name in full of the person authorizing filing / Dactylographier ou inscrire le prénom et le
nom en caractères d'imprimerie de la personne qui autorise l'enregistrement)
9.
I/Je
certify that the information set out herein, is true and correct.
atteste que les renseignements précités sont véridiques et exacts.
Check appropriate box
Cocher la case pertinente
?9
D)
Director/Administrateur
O)
Officer /Dirigeant
P)
Other individual having knowledge of the
affairs of the Corporation/Autre personne
ayant connaissance des activités de la
personne morale
NOTE/REMARQUE : Sections 13 and 14 of the Corporations Information Act provide penalties for making false or misleading statements or omissions. Les articles 13 et 14 de la Loi sur
les renseignements exigés des personnes morales prévoient des peines en cas de déclaration fausse ou trompeuse, ou d'omission.
07200E-CI (2008/08)
© Queen’s Printer for Ontario, 2008
Page 5 of 6
Form 1 - Ontario Corporation/Formule 1 - Personnes morales de l’Ontario
Schedule A/Annexe A
Please type or print all information in block capital letters using
black ink.
Prière de dactylographier les renseignements ou de les écrire en
caractères d'imprimerie à l'encre noire.
Ontario Corporation Number
Numéro matricule de la personne
morale en Ontario
For Ministry Use Only
À l'usage du ministère seulement
Page/Page _____
of/de
_____
Date of Incorporation or Amalgamation
Date de constitution ou fusion
Year/Année Month/Mois Day/Jour
? 11
? 10
DIRECTOR / OFFICER INFORMATION - RENSEIGNEMENTS RELATIFS AUX ADMINISTRATEURS/DIRIGEANTS
Full Name and Address for Service/Nom et domicile élu
Last Name/Nom de famille
Street Number/Numéro civique
? 12First Name/Prénom
Middle Names/Autres prénoms
Suite/Bureau
*OTHER TITLES (Please Specify)
*AUTRES TITRES (Veuillez préciser)
? 13
Street Name/Nom de la rue
City/Town/Ville
Province, State/Province, État
Country/Pays
on
ly
Street Name (cont'd)/Nom de la rue (suite)
Postal Code/Code postal
Director Information/Renseignements relatifs aux administrateurs
Resident Canadian/
Résident canadien
Year/Année
Month/Mois Day/Jour
(Resident Canadian applies to directors of business corporations only.)/
(Résident canadien ne s'applique qu'aux administrateurs de sociétés par actions)
NO/NON
Date Ceased/
Date de cessation
Year/Année
Month/Mois Day/Jour
Sa
m
pl
e
? 14
Date Elected/
Date d'élection
YES/OUI
Officer Information/Renseignements relatifs aux dirigeants
GENERAL MANAGER/
PRESIDENT/PRÉSIDENT
SECRETARY/SECRÉTAIRE
TREASURER/TRÉSORIER
DIRECTEUR GÉNÉRAL
Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour
Date Appointed/
Date de nomination
Year/Année
Date Ceased/
Date de cessation
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour Year/Année
Chair / Président du conseil
Chair Person / Président du conseil
Chairman / Président du conseil
Chairwoman / Présidente du conseil
Vice-Chair / Vice-président du conseil
Vice-President / Vice-président
Assistant Secretary / Secrétaire adjoint
Assistant Treasurer / Trésorier adjoint
Chief Manager / Directeur exécutif
Executive Director / Directeur administratif
Managing Director / Administrateur délégué
Chief Executive Officer / Directeur général
Chief Financial Officer /
Agent en chef des finances
Chief Information Officer /
Directeur général de l'information
Chief Operating Officer /
Administrateur en chef des opérations
Chief Administrative Officer /
Directeur général de l'administration
Comptroller / Contrôleur
Authorized Signing Officer /
Signataire autorisé
Other (Untitled) / Autre (sans titre)
*OTHER/AUTRE
Year/Année Month/Mois Day/Jour
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour
DIRECTOR / OFFICER INFORMATION - RENSEIGNEMENTS RELATIFS AUX ADMINISTRATEURS/DIRIGEANTS
Full Name and Address for Service/Nom et domicile élu
Last Name/Nom de famille
First Name/Prénom
Street Number/Numéro civique
Middle Names/Autres prénoms
Suite/Bureau
*OTHER TITLES (Please Specify)
*AUTRES TITRES (Veuillez préciser)
Chair / Président du conseil
Chair Person / Président du conseil
Chairman / Président du conseil
Chairwoman / Présidente du conseil
Vice-Chair / Vice-président du conseil
Vice-President / Vice-président
Assistant Secretary / Secrétaire adjoint
Assistant Treasurer / Trésorier adjoint
Chief Manager / Directeur exécutif
Executive Director / Directeur administratif
Street Name/Nom de la rue
Street Name (cont'd)/Nom de la rue (suite)
City/Town/Ville
Province, State/Province, État
Country/Pays
Postal Code/Code postal
Managing Director / Administrateur délégué
Chief Executive Officer / Directeur général
Director Information/Renseignements relatifs aux administrateurs
Resident Canadian/
Résident canadien
Date Elected/
Date d'élection
YES/OUI
Year/Année
Month/Mois Day/Jour
(Resident Canadian applies to directors of business corporations only.)/
(Résident canadien ne s'applique qu'aux administrateurs de sociétés par actions)
NO/NON
Date Ceased/
Date de cessation
Year/Année
Month/Mois Day/Jour
Officer Information/Renseignements relatifs aux dirigeants
GENERAL MANAGER/
PRESIDENT/PRÉSIDENT
SECRETARY/SECRÉTAIRE
TREASURER/TRÉSORIER
DIRECTEUR GÉNÉRAL
Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour
Chief Financial Officer /
Agent en chef des finances
Chief Information Officer /
Directeur général de l'information
Chief Operating Officer /
Administrateur en chef des opérations
Chief Administrative Officer /
Directeur général de l'administration
Comptroller / Contrôleur
Authorized Signing Officer /
Signataire autorisé
Other (Untitled) / Autre (sans titre)
*OTHER/AUTRE
Year/Année Month/Mois Day/Jour
Date Appointed/
Date de nomination
Year/Année
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour Year/Année
Month/Mois Day/Jour
Date Ceased/
Date de cessation
07200E-CI (2008/08)
© Queen’s Printer for Ontario, 2008
Page 6 of 6