Maintaining your Corporate Law Records

In order to operate your business under an incorporation, it is necessary to maintain your corporate records on an ongoing basis. If you fail to maintain accurate and up to date corporate records, government fines can result for both the company and the director/officer. Below is an overview of information that should be updated/maintained on an ongoing basis.

1. Identifying Fundamental Changes in your Incorporation

Have there been any changes made to your company? If yes, these changes need to be recorded in your corporate documents and also may need to be filed with the government. Examples of changes that need documentation include:

• Registered Office Address

• Changes to Directors

• Changes to Articles of Incorporation

• Changes to Shares

• Changes to By-laws

2. File Annual Return and/or Notice of Change

As part of maintaining your corporate law records, you are required you to file an Annual Return each year. If changes need to be made the incorporation, a Notice of Change needs to be filed providing the update.

3. Extra Provincial Registrations

Has your company expanded its reach since incorporation to other provinces? If yes, it may be necessary to obtain extra provincial licences.

4. Annual Meetings

Hosting annual director’s and/or shareholders’ meetings are required. Preparing, hosting and recording the minutes are legislatively governed, depending on whether you are federally or provincially incorporated.