If you’re an Ontario business owner looking to register a company vehicle in your business’s name, this blog is for you. Here, we cover which documents and information are required to register a company vehicle, how to get it plated, and the costs associated with the process.

1. Ensure Your Business is Legally Registered in Ontario

First, ensure that your business is legally registered with the government of Ontario. To do this, you’ll need a business number, and you can register for a business number online. You’ll need to provide some personal information and basic information about your business. If you are a business owner or third-party requester, you must provide your:

• last name
• date of birth
• social insurance number (SIN)
• personal postal code
• business name
• description of major business activity
• physical business address
• name and SIN of owners as required
• mailing business address (if different from the physical address)
• type of business or organization (e.g., sole proprietor, partnership, corporation, domestic worker, trust)

2. Draft a RIN Request Letter and Have It Notarized

To register a company vehicle in Ontario, you must first get a registrant identification number (RIN) from the Ministry of Transportation (MTO). A RIN is a 9-digit number used to identify your business within Ontario’s vehicle registration system. 

All company vehicles on the road must have a RIN in Ontario; a RIN provides proof of identity in case of an accident, misuse, or theft. You only need one RIN for your business and can register multiple company vehicles under a single RIN. 

To obtain a RIN, you need to draft a Notarized Letter of Authorization (also known as a RIN request letter). A RIN request letter is a sworn statement, which must be notarized by a notary public or commissioned by a commissioner of oaths. NotaryPro offers a free, legally recognized RIN letter template to help you draft a RIN letter in minutes. 

Our notary professionals can notarize your letter online in 7 minutes — so you can register your company vehicle(s) without delays. We offer convenient online notary services and over 250 in-person notary locations across Canada.

See our Guide to Ontario’s Registrant Identification Number (RIN) for more information. 

3. Gather the Documents Required to Register a Company Vehicle

Next, head to your nearest ServiceOntario office and provide the following documents to register your vehicle:

• A Notarized Letter of Authorization (known as a RIN request letter) completed by someone with the authority to bind your organization (e.g., an owner or director).
• One identification document for the business (e.g., articles of amendment or incorporation, or a letter of good standing).
• Two documents that show proof of business address (e.g., a utility bill or insurance pink slip). Proof of business address documents can be provided as hard or digital copies.
• A completed Application for Vehicle Registration form (SR-LV-006) (which you can complete ahead of your trip to ServiceOntario to save time).

4. Get a Safety Standards Certificate to Plate Your Company Vehicle

A Safety Standards Certificate is a document that summarizes the health of a vehicle. You need to provide ServiceOntario with a Safety Standards Certificate to put plates on a company vehicle. This certificate proves your vehicle meets the minimum safety standards required to be on the road.

You can get a Safety Standards Certificate at any Ontario inspection station licensed by MTO; most licensed inspection stations have a sign that says Motor Vehicle Inspection Station. Once your vehicle passes an inspection, you’ll get a certificate that’s valid for 36 days. Ensure that you register your vehicle before the 36 days have passed to avoid getting your vehicle reinspected (and having to pay the fee twice!).

5. Submit Documents & Register Your Company Vehicle

Once you’ve collected all your documents and received your RIN, head to ServiceOntario to register your company vehicle. You’ll need to provide: 

• your registrant identification number (RIN)
• proof of identity (legal name, date of birth and signature)
• proof of purchase (e.g., a receipt from the seller or a bill of sale from a used vehicle information package)
• proof of insurance from a provider licenced in Ontario
• the original vehicle permit from the seller with the completed transfer portion
• the plate portion of the permit if you already have a licence plate you plan to attach to the company vehicle
• a Safety Standards Certificate (you need this to put plates on your vehicle)

6. Pay Company Vehicle Registration Fees

Once you provide the required documents and information to ServiceOntario, you need to pay some fees to seal the deal. First, you would purchase a vehicle permit ($32) and a licence plate ($59). Both vehicle permits and regular licence plates are issued immediately, while personalized license plates will be mailed to the address you provide. 

If you’re registering a used vehicle, you’ll also need to pay the retail sales tax (RST) on the sale of the vehicle. You may be eligible for a retail tax exemption if a family member gifted you the vehicle or under these special circumstances. 

ServiceOntario accepts various payment methods, including cash, visa, mastercard, debit, and certified cheque.

Draft a RIN Authorization Letter & Register Your Company Vehicle 

in Ontario, getting a vehicle registered in your company name is a relatively straightforward process. Follow the steps above to ensure your company vehicle registration is a breeze. 

If you need to get a Notarized Letter of Authorization (RIN request letter), draft one up using NotaryPro’s free RIN letter template. A RIN request letter is a sworn statement, which can be notarized by a notary public. 

Our legal professionals offer an efficient and affordable notary service online. We can virtually notarize your letter in 7 minutes — so you can register your company vehicle(s) as soon as possible.

If you have any questions, we’re always happy to assist you! Get in touch with us today.