If you are an Ontario business owner planning to purchase a company vehicle, the process is different from registering a car for personal use. You cannot register a business vehicle at ServiceOntario using your personal driver’s licence.

Before your business can register a truck, delivery van, or fleet vehicle, it must obtain a Registrant Identification Number (RIN) from the Ministry of Transportation (MTO).

Navigating Ontario’s vehicle registration requirements can be confusing. NotaryServe offers professional notary services for business vehicle documents, including RIN applications and supporting affidavits, helping ensure your paperwork is complete and accepted. Contact NotaryServe at (613) 558-5363 for assistance.

This post explains what a RIN is, when your business needs one, and the exact application package required to obtain a RIN without delays or being turned away at the ServiceOntario counter.

What is a Registrant Identification Number (RIN)?

A Registrant Identification Number (RIN) is a unique 9-digit number assigned to a business by the Ministry of Transportation Ontario.

The easiest way to understand a RIN is to think of it as a "driver's license number" for your company.

Just as your personal driver’s license tracks your personal vehicle history, the RIN tracks vehicles owned by a corporation, partnership, or sole proprietorship.

Key Features of a RIN

• It is Reusable: You do not need a new number for every car you buy. Once your business has been assigned a RIN, you can use that same number to register an unlimited number of vehicles.
• It is Mandatory: Without a RIN, a business entity cannot legally hold a vehicle permit or obtain license plates in Ontario.

When is a RIN Required?

The requirement for a RIN is strict. Every business must have one before registering a motor vehicle with the MTO.

You specifically need a RIN if:

• Your business is purchasing a vehicle for the first time.
• You are applying for an auto dealer’s license plate.
• You are transferring a vehicle from a personal name to a business name.

Note on Sole Proprietorships: If you are a sole proprietor operating under your own name without a registered business name, you may sometimes be permitted to use your personal driver's license. However, if you are incorporated or have a registered business name, a RIN is mandatory.

How to Apply for a RIN in Ontario

Unlike some business licenses that you can apply for online, a RIN is typically generated at the time of vehicle registration.

Generally, you cannot "pre-apply" for a RIN. You obtain one by visiting a ServiceOntario location when you submit your application to register a vehicle or apply for a dealer plate.

It is essential that your paperwork is perfectly organized. You will likely be turned away if you are missing a single document.

The Required Documentation: Your RIN Application Package

To successfully acquire a Registrant Identification Number, you must present a specific "application package" to ServiceOntario. This package comprises three distinct parts:

A. Statutory Declaration for a Registrant Identification Number

This is the most critical and most often overlooked document. You must provide a sworn declaration by a director, officer, owner, or partner of the business.

The declaration must confirm:

• Business Details: The legal name, business type, registration/incorporation status, full address, phone number, and email.
• Intent: A statement confirming the intention of the Board of Directors or partners to obtain a RIN and register a vehicle.
• Vehicle Details: Information about the vehicle you are registering, including the Vehicle Identification Number (VIN), make, model, and year.

📝 Important: A Statutory Declaration for a Registrant Identification Number must be signed before a Notary Public or Commissioner of Oaths.

B. Proof of Business Legitimacy

ServiceOntario needs to verify that your business exists as a legal entity.

• For Partnerships/Sole Proprietorships: You must provide the Master Business License (Certificate of Business Name Registration) or a certified copy of the declaration of limited partnership.
• For Corporations: You must provide the Certificate of Incorporation and Articles of Incorporation.

C. Proof of Business Location in Ontario

You must prove your business operates at the address listed in your declaration by showing two (2) separate documents. Acceptable examples include:

• A major bank statement or credit card statement in the business name.
• Utility bills (gas, water, hydro, or internet) in the business name.
• A Certificate of Insurance.

Summary Checklist: What to Bring to Service Ontario

To ensure a smooth trip to the counter, use this checklist to gather your documents:

• The Vehicle Permit (ownership) regarding the vehicle you are buying.
• Proof of Insurance for the vehicle.
• Corporate Articles or Master Business License.
• Two (2) Proofs of Address (Utility bills, bank statements, etc.).
• The Notarized Statutory Declaration.

Need Help with the Statutory Declaration?

The most common stumbling block for businesses is the Statutory Declaration, which requires precise drafting and notarization. Incorrect content or a missing seal may result in ServiceOntario's not processing your registration.

NotaryServe® specializes in this process. We can draft and notarize a declaration for a registrant identification number for you, ensuring your documents are accepted at the counter without hassle.

• Call us: 613-558-5363
• Email: contact@notaryserve.ca
• Book Online: Online Booking Tool.

This post is intended for information only and does not constitute legal advice.