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Frequently Asked Questions (FAQ)

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1. Forms

Are blank annual declaration forms available?

You must fill out the preprinted annual declaration you receive from the enterprise registrar. If you have not received one, contact one of the two offices of Services Québec that provide the services related to the enterprise register.

If we cannot provide you with a preprinted annual declaration, we will send you a blank form. You will then have to fill in every section of the form.

Can I fill out the forms published by the enterprise registrar by hand?

All documents must be legible and suitable for photocopying and microfilming. They must be typed or printed, except for those produced by someone operating a sole proprietorship in Québec or a partnership.

Where can I obtain the forms published by the enterprise registrar?

On the website of the enterprise registrar (PDF forms that can be filled out online)
At Service Québec offices

Exception: The annual declaration form can only be obtained by contacting us by phone, mail, fax or email, or in person at one of the two offices of Services Québec that provide the services related to the enterprise register.

To what address do I mail the forms?

All the forms that concern the incorporation of a company or legal person, its dissolution or amendments to its charter:

Ministère du Revenu
Direction du registre des entreprises
C.P. 1153
Québec (Québec)
G1K 7C3

All the forms that concern the registration, striking-off, revocation of striking-off, dissolution and liquidation of a general or limited partnership or amendments to the information in the register:

Ministère du Revenu
Direction du registre des entreprises
C.P. 1364
Québec (Québec)
G1K 9B3

After filling out a form onscreen, can I save the information I entered?

If you have the free version of Acrobat Reader, you cannot save your form entries.

How do I know if an enterprise has filed its annual declaration?

By looking at its file and checking the date of the last annual declaration filed in the register. This information appears under DERN DÉCL ANNL. To search for an enterprise, click here.

2. Fees

Is it normal for the amount marked on my annual declaration to be $0?

Yes, if it's your first annual declaration (the first one is free).

Do I have to file my annual declaration during the prescribed period even if the required fee is $0?

Yes. If you file your annual declaration after the prescribed period, you will have to pay a late-filing penalty.

What happens if I file my annual declaration late?

You will have to pay a late-filing penalty equal to 50% of the regular fee. For example, a company that files its annual declaration late has to pay $118.50 instead of the usual $79.

Are taxes added to the fee for an annual declaration filed late?

The amount payable for an annual declaration filed late is not taxable. If taxes are applicable, it is mentioned in a note.

What is the fee for founding (incorporating) a company?

It costs $300 to incorporate a company under Part IA of the Companies Act.

To whom should the fee for my annual declaration or any other enterprise registrar form be made payable?

All payments should be made payable to the Minister of Finance.

3. Processing Time

How long does it take to found (incorporate) a company?

The enterprise registrar is committed to processing requests to incorporate a company under Part IA of the Companies Act within an average of 5 working days, providing that the information is complete.

How long does it take to register a legal person?

It usually takes a maximum of 10 working days.

How long does it take to register a sole proprietorship?

Registration of a sole proprietorship is done the same day if the declaration is brought to one of the two offices of Services Québec that provide the services related to the enterprise register. If filed by mail, allow an average of 10 working days.

How long should I expect to wait when submitting a request or declaration to the enterprise register?

The registrar is committed to serving you as quickly as possible.

However, during the times of year set aside for producing annual declarations (May 15 to November 15 and January 1 to June 15), a large volume of declarations have to be processed. Processing time can therefore vary during certain periods.

If I request priority processing for a document, will it be processed within 24 hours?

Your document will be processed within 24 hours. Priority processing, however, does not include the time it takes for the document to go through the mail. You may request delivery by priority mail to get your documents faster. In that case, you have to pay the extra costs. You can also, upon request, drop by one of the two offices of Services Québec that provide the services related to the enterprise register to pick up your documents.

4. Founding (Incorporating) a Company

I've incorporated a company federally. Is my initial declaration free?

The free initial declaration is only for companies incorporated under Québec law. For a federally chartered company, you must produce a registration declaration accompanied by the required fee of $212.

Can the initial declaration replace the Notice establishing the address of the head office and list of directors?

You may in fact substitute the initial declaration for the notice establishing the address of the head office and list of directors when incorporating a company under Part IA of the Companies Act. However, the declaration will not be part of your corporate charter. If a financial institution wants proof of the existence of your company, for instance, we suggest you check with them first to see what they need.

What do "share capital" and "restrictions on the transfer of shares and other provisions" mean?

These are concepts applied when incorporating a company. However, we strongly recommend you talk to a duly qualified advisor about this.

Can one person found (incorporate) a company?

Yes, one person alone can incorporate a company. The founder must be at least 18 years old and not under guardianship or curatorship, nor declared incapacitated by a court. An undischarged bankrupt or legal person in liquidation may found a company.

What do "registered" and "incorporated" mean?

"Registered" is no longer used; it refers to businesses registered with Superior Court clerks prior to 1994. "Incorporated", which usually occurs in abbreviated form (Inc.), indicates an enterprise's legal status.

Does a Québec company's name have to be followed by "INC.", "LTÉE" or "S.A."?

The name of a Québec company that does not include the words "Company" or "Business Corporation" must end in the abbreviation "INC.", "LTÉE" or "S.A." to indicate its limited liability.

Which is better - registering as a sole proprietorship or founding (incorporating) a company?

Founding a company limits the shareholders liability to the amount of their investment, which is not the case with someone operating a sole proprietorship.

Only a qualified lawyer can provide you with proper advice after reviewing your needs and discussing the matter with you.

Can I declare the other names used by my company when applying for incorporation?

You can, in fact, declare all the other names used by a company by replacing the notice establishing the address of the head office and list of directors with the initial declaration. Simply fill out the section entitled "Other names used in Québec".

Note that no copy of your initial declaration will be returned to you.

Is the name I chose when incorporating my company protected?

The enterprise registrar may not allow another company to use the name that a company has already incorporated. Nonetheless, usage vests rights to a name, not simply the fact of registering it with the enterprise registrar. Registration simply creates a presumption of use.

5. Registration

What is the purpose of the Québec enterprise number (NEQ)?

The NEQ is a number assigned to enterprises that register with the enterprise registrar pursuant to the Act respecting the legal publicity of sole proprietorships, partnerships and legal persons. At present, some government departments and agencies make life simpler for enterprises by allowing them to identify themselves quickly and easily with their NEQ. They are:

Enterprises should visit the websites of those departments and agencies to find out what services are available with their NEQ.

Where can I register my enterprise?

Depending on your enterprise's legal structure, you can register it at the locations specified below.

Individuals operating a sole proprietorship, partnership, association or other group:

Certain Services Québec offices
Revenu Québec offices
Some courthouses

Companies and nonprofit corporations:

Certain Services Québec offices

Is it true that someone operating a sole proprietorship under a name that includes their first and last names is now required to register with the enterprise registrar?

A person who operates a sole proprietorship under a name that include his or her first and last names is only required to register if he or she operates a retail tobacco sales outlet in Québec.

Does an enterprise now have to declare the names and addresses of all establishments where it engages in the retail sale of tobacco?

Anyone operating a retail tobacco sales outlet must provide the registrar with the name and address of such an establishment.

When registering a legal person not incorporated in Québec, what information must be declared absolutely?

All applicable sections of the registration declaration must be filled out. You must make sure that all names declared and used in Québec are in French or accompanied by a French version, except for trademarks registered in English only.

Is including S.E.N.C., S.E.C. or S.E.N.C.R.L. as part of or after the name of a general or limited partnership mandatory?

A General or Limited Partnership may, in the course of its activities, specify its legal form as part of or at the end of its name.

General Partnership - French name
The partnership may either specify its legal form "Société en nom collectif" as part of or at the end of the partnership's name, or write the abbreviation "S.E.N.C" at the end of the name.

Limited Partnership - French name
The partnership may either specify its legal form "Société en commandite" as part of or at the end of the partnership's name, or write the abbreviation "S.E.C." at the end of the name.

Limited Liability General Partnership - French name
The partnership must either specify its legal form "Société en nom collectif à responsabilité limitée" as part of or at the end of the partnership's name, or write the abbreviation "S.E.N.C.R.L." at the end of the name.

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General Partnership - English version of the partnership's French name
The partnership may either specify its legal form "General Partnership" as part of or at the end of the partnership's name, or write the abbreviation "G.P." at the end of the name.

Limited Partnership - English version of the partnership's French name
The partnership may either specify its legal form "Limited Partnership" as part of or at the end of the partnership's name, or write the abbreviation "L.P." at the end of the name.

Limited Liability General Partnership - English version of the partnership's French name
The partnership must either specify its legal form "Limited Liability General Partnership" as part of or at the end of the partnership's name, or write the abbreviation "L.L.P." at the end of the name.

6. Updating Records

What's the difference between an Amending Declaration and a Corrective Amending Declaration?

Amending Declaration: This form is used to update the information in the register within 15 days after a change.

Corrective Amending Declaration: If a declaration already filed in the register is incomplete or contains inaccurate information, you must correct it by filing a Corrective Amending Declaration.

When changes take place in my enterprise (for example a change of directors, change of address, etc.), how do I update the information about my enterprise published in the register?

You must update your file by producing:

An Amending Declaration within 15 days after a change;
or
Your annual declaration if the change occurs during the period prescribed for producing it.

You must also amend your corporate charter if necessary (e.g. change in number of directors, change of head office address, etc.).

7. Closing an Enterprise (Striking-Off and Dissolution)

When I stop operating my enterprise, is it closed automatically or do I have to file documents with the enterprise registrar?

Depending on the legal form of your enterprise, you must either strike off your registration or dissolve it as specified in its corporate charter. Our web site deals with this topic under MODIFY your enterprise's file.

What does the word "liquidator" found on the "Dissolution and Liquidation" form mean?

A liquidator is someone appointed to liquidate the company's assets and pay its creditors. Before filing the notice of closure, the liquidator pays the company is debts, reimburses contributions, and also distributes the assets among the shareholders (or transfers them, if applicable), according to the provisions of the Civil Code of Québec.

My company's registration has been struck off by the registrar because I failed to file my annual declaration for two consecutive years. What must I now do to correct this, if I wish to continue doing in business?

Revoke the striking off using the same Québec enterprise number (NEQ) assigned to your company by the registrar at the time of registration.
Prepare and submit the missing annual declarations.
Pay the required fees.

How can I tell if an enterprise's registration was struck off ex officio for failure to produce annual declarations or if it was voluntarily dissolved?

Consult the index of the enterprise's microfilmed documents.

Search the enterprise register;
At the very end of the enterprise's file, consult the microfilmed documents index.

Here's a brief description of what type of documents can be found on microfilm:

Ex-officio striking-off for failure to produce annual declarations

A notice of default and an ex-officio striking-off are listed in the document index.

Voluntary dissolution of a partnership

A notice of dissolution, a notice of appointment of a liquidator, and a notice of closure are listed in the document index. These three notices result in ex-officio striking-off of the dissolved partnership's registration.

Voluntary dissolution of a Québec legal person

The "Annulment, Liquidation, Dissolution" document is listed in the index. The act of dissolution results in ex-officio striking-off of the registration of a Québec legal person.

Voluntary striking-off of a sole proprietorship or legal person not incorporated in Québec

A declaration of striking-off is listed in the document index.

Can I find out if an enterprise has gone bankrupt?

The enterprise registrar does not have that information. Instead, we suggest you contact the Office of the Superintendent of Bankruptcy at Industry Canada.

8. Searching the Register for an Enterprise (Consultation)

What kind of information about a registered enterprise is contained in its file?

Depending on the enterprise's legal form, you'll find the NEQ it was assigned at registration, its name, its address and the addresses of its establishments along with their names, all names it uses in Québec to operate the enterprise, its main fields of activity sectors, shareholders, directors, etc.

More details.

Can I search for an enterprise by entering a person's name (e.g. shareholder, director, partner, etc.)?

The Act respecting the legal publicity of sole proprietorships, partnerships and legal persons does not allow a compilation of information to be produced on the basis of an individual's name. To access that information, you must conduct your search with the name of the enterprise.

How do I search the register for a numbered company (e.g. 9115-8247 Québec Inc.)?

Even though that's a registration number, you must enter it under «Name or words to look up» rather than in the «NEQ» field.

How can I find out if the name I want to use for my enterprise is already being used by another enterprise?

By searching the register with the name you want to use. It's important to select «Words» for type of search to obtain a complete listing.

More details.

Is there a charge for consulting an enterprise's file by phone?

There is a fee of $4.00 for each file consulted. Yet you can do your own search for free at our website.

How do I know the information in the register I view online has been updated?

The REQ updates the information in the register every day. Read the «Remark» about the date the information was updated found at the top of the page of your search results. Any changes made after that date do not appear in the file.

Example:
Remark: The information available is dated: 2004-04-03 01:18:00. Therefore any changes made after 1:18 p.m. on April 3, 2004 are not in the file.

9. Compilations of Information (List of Enterprises) and Statistics

Can I find out the number of companies incorporated in a particular period (e.g. in the last three months)?

Simply obtaining statistics on the number of enterprises in the register is not possible.

Yet you can use our compilation of information service to obtain listings based on various criteria for a fee.

What do I do to obtain a compilation of information if I forgot my password?

Ask the REQ for a new password by email or phone:

Email: registre@servicesquebec.gouv.qc.ca

Québec City area : 418 644-4545
Montréal area : 514 644-4545
Elsewhere in Québec (toll-free) : 1 877 644-4545

10. Requesting Documents

When requesting a document, can I ask for just part of it (e.g. pages 3 and 4)?

Yes, you can obtain an excerpt of documents filed in the register. Simply mention that when submitting your request.

What are the differences between an attestation, Certificate of Conformity, and Certificate of Compliance?

An attestation is a document produced by the REQ confirming a registrant's registration status.

A Certificate of Conformity or certified copy is a document produced by the REQ certifying that a reproduction is a true copy of the original on file in the register.

A Certificate of Compliance is a document produced by the REQ confirming that all annual reports required by the Companies Information Act for years prior to 1994 were produced.

How can I obtain a copy of a document filed in the register?

You can submit your request online at our website.

You can also request copies by mail, phone, or fax or by coming to an REQ service counter.

The copy you request can be sent to you by mail, fax or courier, or left for you to pick up at the counter or from your lockbox at REQ offices in Québec City or Montréal.

Can a Certificate of Compliance, attestation, or certified copy of a document on file in the register be obtained by fax?

These official documents cannot be faxed.

A Certificate of Compliance, attestation and Certificate of Conformity accompanying a copy of a document on file in the register (certified copy) are official documents issued and signed by the Registraire des entreprises that can only be authenticated by the presence of the original.

I filled out a request online to obtain a copy of an annual declaration. A week has gone by and I still haven't received it. How long does it take to process that type of request?

Usually, the REQ processes all proper requests for documents with an average of 15 days. A proper request is a specific one accompanied by the required payment, so that no additional procedures have to be carried out by our representatives.

11. Requesting a Name Research Report or Reservation

Who can request a Name Research Report or Name Reservation?

Name Research Reports and Reservations are only used to found a company or nonprofit corporation (incorporated association).

Note that individuals operating a sole proprietorship may not reserve the name under which they intend to do business. They must register using the declaration designed for that purpose and declare all names they use in carrying out their activities or operating their enterprise.

Is a name reservation mandatory for incorporating a company or nonprofit corporation?

Only the report from a search of the names used and declared in the register is required for applications for incorporation or name changes submitted pursuant to the Companies Act.

You can produce it yourself with our online free search service.

12. Combining of the Annual Declaration and the Income Tax Return

What types of enterprises are allowed to combine their annual declaration for the REQ with their Revenu Québec tax return?

All registered sole proprietorships as well as most corporations can take advantage of this option.

Am I obliged to submit the Information return for the REQ attached to my tax return to Revenu Québec?

The option of combining your annual declaration for the REQ with your tax return was created to make it easier to update the Québec enterprise register, while enabling you to do it at the same time as your tax return. Although filling out the Information return provided by Revenu Québec is optional, payment of your annual registration fee must be included with your tax return. By filling out the Information return provided by Revenu Québec at the same time as your tax return, you can take advantage of the latest technology to submit both forms online.

Is the form provided by Revenu Québec for producing an Information return for the REQ available in English?

A translation of Appendix O and Form LE-630 is available online at the Revenu Québec website. Nevertheless, the French form is the one that must be filled out. As regards the statement of information, an English translation can be obtained by contacting Revenu Québec.

The Information return for the REQ says that I have to update the statement of information Revenu Québec sent me earlier. What's that?

The statement of information is a document produced and sent out by Revenu Québec. It contains the information on record in the Québec enterprise register. You must use it to fill out the Information return attached to your tax return, but you don't have to return it to Revenu Québec. If you've misplaced or lost it, contact Revenu Québec for another copy. But if you haven't received, you may not use the Information return to update your record in the Québec enterprise register. Instead, you have to obtain an annual declaration form from the REQ.

Can I send the Information return provided by Revenu Québec directly to the REQ?

You must send the Information return to Revenu Québec because it is an attachment to your tax return. Revenu Québec will forward it to the REQ.

Is there a fee for submitting the Information return for the REQ to Revenu Québec?

There is no charge for producing the Information return. Yet you must pay your annual registration fee and include it with your tax return. If you fail to do so, Revenu Québec will calculate the fee and assess you accordingly.

Is there a fee for producing an annual declaration to the REQ?

There is no charge for producing the annual declaration to the REQ. Nevertheless, you must pay the annual registration fee and include it with your tax return if you received a statement of information from Revenu Québec. If you do not receive a statement of information from Revenu Québec, you must pay your annual registration fee to the REQ.

Does an enterprise have to pay the annual registration fee for the year in which it files a declaration of striking off?

Yes. Such an enterprise must pay the annual registration fee for each year in which it is registered as at January 1, including the year in which it files a declaration of striking off.

What happens if I file my Information return for the REQ late?

Your declaration serves to update your record in the Québec enterprise register if there are any changes. Yet you must file an annual declaration with the REQ and pay the penalty for late filing. The Information return for the REQ must be produced at the same time as your tax return if you do not want to be obliged to produce an annual declaration to the REQ.

If I produce the Information return for the REQ online, it won't be signed. Does the information it contains retain its legal force?

Yes. The Act respecting the legal publicity of sole proprietorships, partnerships and legal persons states that the information contained in your Information return for the REQ retains its legal force.

Can I use the Information return for the REQ to update my record with the REQ outside of the prescribed period?

The Information return may only be used once during the year. If you wish to update your record with the REQ outside of the prescribed period, you must produce an Amending Declaration within 15 days following a change.

If I don't fill out the Information return for the REQ this year, can I do it next year?

To use the Information return provided by Revenu Québec, you first have to receive a statement of information from Revenu Québec.

What do I have to do if I want my Information return for the REQ to receive priority treatment?

You have to contact the REQ and request it.

How do I obtain a copy of my Information return for the REQ submitted to Revenu Québec?

By contacting the REQ.

What happens to the Information return for the REQ submitted to Revenu Québec?

Revenu Québec forwards your declaration to the REQ for review and deposit in the Québec enterprise register, no matter how you submit it to Revenu Québec (hard copy or electronically).

What do I have to do to change the contents of my Information return for the REQ?

Contact the REQ, which will inform you of the proper procedure.

What do I have to do to produce my annual declaration if I don't use the Information return provided by Revenu Québec?

You have to contact the REQ to obtain an annual declaration form, which you then have to fill out and return by mail. You can also drop off your annual return at REQ offices in Québec City or Montréal.

13. Comments or Complaints

How can submit comments about the REQ services I received?

The REQ is committed to providing accessible, courteous, fast, quality service with competent personnel. For details about these undertakings, please read our «Customer Service Commitment».

If you have any comments to make about this, you can do it by phone, mail or email, or by filling out our little survey form («Our Services, Your Opinion») available at REQ service counters.

I'm having a hard time contacting the REQ by phone. What can I do?

The REQ's call centre is very busy at certain times of year, which may make it hard to get through to a representative. Here are a few alternatives:

Before you press «0» to talk to a representative, we suggest you listen to the recorded messages. You might hear the answer to your question and avoid needlessly waiting.
Check the information online at our website. If what you're looking for is general information and you don't find it there, tell us and we'll add it.
Send an email to registre@servicesquebec.gouv.qc.ca
Fax your request to (418) 528-5703
Write to us:

Registraire des entreprises
P.O. Box 1364
Québec City, Québec
G1K 9B3

14. Other

Can I submit requests or declarations online or by phone?

At present, only the following online services are available:

Request a Name Research Report or Name Reservation
Request Documents (copies, attestations, and certificates)
Order a List of Enterprises (compilation of information)

The REQ plans to continue developing its online services while taking into account certain legal constraints related mainly to original signatures.

Therefore sending documents by fax is not allowed.

Last Update : 2008-10-21

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