What documents are required to start a company?

From the moment you decide to start your own business in Calgary to the first day of operation, there is a long road of preparation and obtaining the necessary documents. An incomplete or incorrectly completed set of documents can not only delay the start of your business, but also result in significant fines from the relevant government agencies. That is why it is important to figure out in advance what documents you need to collect, where to submit them, and how to avoid the most common mistakes. In this article, we will look at all the necessary steps and paperwork, starting with choosing the legal form of the company and registering with the Alberta Corporate Registry, and ending with obtaining a business number and permits to operate.

Choosing a legal form

The first step in any preparation is to determine the organizational structure of the company. In Canada, you can register a sole proprietorship, partnership, or corporation. Each form has its own characteristics in terms of owner liability, taxation, and corporate governance requirements. Within Alberta and its administrative center, Calgary, partnerships and sole proprietorships are registered through Alberta Registries, and corporations are registered through the Alberta Corporate Registry at the Alberta Ministry of Justice and Law. In preparation for registration, you will need the company name, the address of its head office, and the details of its founders.

Preparing a company name and NUANS request

If you choose the corporation form, keep in mind that the name must meet certain requirements (it cannot be similar to the name of an existing business, must contain acceptable words, and must end with a designation such as Ltd., Inc., or Corp.). To ensure that the name is unique, you must submit a request to NUANS, the national name verification system. The NUANS list (Confirmation Report) is valid for 90 days, during which time you must complete the registration. To create a NUANS request, simply go to the provincial or federal online service and pay the service fee. The response report contains a list of similar names, and based on it, the Alberta government will allow you to register your unique name.

Articles of Incorporation and Memorandum of Association

After receiving a positive conclusion from NUANS, you can proceed to draw up the Articles of Incorporation and Memorandum of Association. The documents specify the type of shares, the number of shares issued, the details of directors and shareholders, and the corporate governance provisions. For a sole proprietorship or partnership, instead of this step, you need to fill out a simpler registration form, which specifies the surname, first name, and address of the owner or partners, the general activity of the business, and the mailing address.

Submitting documents to the Alberta Corporate Registry

In addition to the Articles of Incorporation, Memorandum, and NUANS report, the package must include:

  • Copies of documents proving the identity of the founders (passport, driver's license, or permanent resident card)
  • Proof of address (utility bill or bank statement)
  • Registration fee, the amount of which depends on the form of ownership and the number of shares

Once the package has been accepted by the registrar, you will be sent a Certificate of Incorporation, which confirms the legal existence of the company in the province.

Obtaining a Business Number (BN) from the CRA

The next step is to contact the Canada Revenue Agency (CRA) to obtain a Business Number (BN) — a unique nine-digit code used in all federal interactions: taxes, GST/HST, payroll tax withholding, import/export, etc. To apply for a BN, you can use the CRA online portal or send the completed RC1 form by mail or fax. The declaration specifies the main type of activity (NAICS code), the date of business commencement, contact persons, and methods of receiving notifications. After processing the application, the CRA usually sends confirmation within one week.

Registration in the GST/HST program

The next step is to register for the GST/HST program if your expected income exceeds the threshold of CAD 30,000 per year. The procedure is similar to applying for a BN, but requires a separate application for a GST/HST account. Entrepreneurs who register voluntarily can take advantage of Input Tax Credits, and mandatory registration becomes necessary when the above-mentioned threshold is reached.

Provincial Permits and Licenses

In addition to federal registrations, most businesses in Calgary require provincial permits and licenses. For example:

  • Retailers apply to the Alberta Gaming, Liquor and Cannabis Commission
  • Food service establishments apply to Alberta Health Services
  • Construction companies apply to the relevant authorities

To obtain a Provincial Licence or Permit, you must submit applications describing your activities, a safety plan, premises specifications, and certificates of no criminal record for managers. The documents are checked by inspectors, and after a successful visit, you will be issued a permit, which must be renewed annually or according to regulations.

Registration with WCB and Payroll Account

If you have employees, you need to take two additional steps:

  1. Workers' Compensation Board (WCB Alberta)

  • Complete the Employer Registration Form, indicating your industry, estimated annual earnings, and number of employees

  • WCB will determine the annual contributions to the workers' compensation fund

  1. Payroll Account with CRA
  • Complete form RC1 or apply online
  • Report wages, taxes withheld, and insurance contributions

Import/Export Permits

One important procedure is to obtain numbers and permits for import and export if you plan to engage in such activities. You can add the Import/Export program through My Business Account using the same BN. Once activated, you will receive an Import/Export Account, which allows you to submit CBSA documents, pay duties, and file export declarations. For specific goods (food products, chemicals), you may need a certificate from Health Canada or CFIA.

Opening a corporate bank account

To open a bank account, you will need:

  • Certificate of Incorporation

  • Business Number

  • Articles of Incorporation or partnership agreements

  • Passport details of authorized persons

  • Proof of address

Once opened, you will receive a corporate debit card and access to online banking, which will greatly simplify financial accounting and payments to contractors.

Tips for a successful start

Although the detailed list of documents may seem overly extensive, proper preparation at each stage will help you avoid unnecessary delays and misunderstandings with regulatory authorities. For convenience, we recommend making a checklist of all the necessary forms, certificates, and permits, as well as allowing time for their processing:

  • BN — several days
  • NUANS and corporation registration — up to two weeks
  • Provincial licenses — up to several weeks

Compliance with established procedures ensures that your Calgary business will start operating on a legal basis and that business administration will run smoothly and efficiently.