If you are a business owner in Ontario planning to purchase a company vehicle, the process is slightly different from buying a car for personal use. You cannot simply walk into Service Ontario and register the vehicle with your personal driver’s license.
Before you can attach license plates to a new truck, delivery van, or fleet car, your business needs its own identity in the eyes of the Ministry of Transportation.
That identity is called a Registrant Identification Number (RIN).
Navigating government requirements can be confusing. This guide covers everything you need to know about what a RIN is, when you strictly need one, and the specific "application package" required to obtain it.
What is a Registrant Identification Number (RIN)?
A RIN is a unique 9-digit number assigned to a business by the Ministry of Transportation Ontario (MTO). The easiest way to think of it is as a "driver's license number" for your company.
Just as your personal driver’s license number tracks your personal vehicle ownership and 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 RIN 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 under the business name.
- 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 and applies to almost all business entities. Every business must have a RIN 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 can a business obtain a RIN?
Unlike some business licenses that you can apply for separately online, a RIN is typically generated at the time of vehicle registration.
You generally cannot "pre-apply" for a RIN. Instead, you obtain it by visiting a ServiceOntario location when you submit your application to register a vehicle or apply for a dealer plate. Because you are doing this in person, it is essential that you perfectly organize your paperwork to avoid being turned away.
The Required Documentation: Your Application Package
To successfully acquire a RIN, you must present a specific "application package" to Service Ontario. This package comprises three distinct parts. Missing any one of these will likely result in a rejection.
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: Specifics about the vehicle triggering the registration, including the VIN (Vehicle Identification Number), 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
Service Ontario 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. You are required to show 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. If the wording is incorrect or the seal is missing, Service Ontario cannot process 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.