How to Register a Business Vehicle in Ontario Using a RIN (Step-by-Step Guide)
What Does “Registering a Business Vehicle” Mean?
When a business buys or leases a vehicle in Ontario, it must register ownership under the business name, not an individual’s.
To do this, the business needs a Registrant Identification Number (RIN) issued by the Ontario Ministry of Transportation (MTO).
Think of the RIN as your company’s driver’s licence number — it’s what allows your business to legally own, insure, and operate vehicles in Ontario.
Step-by-Step: How to Register a Business Vehicle with a RIN
Step 1: Obtain or Confirm Your RIN
Before you can register any vehicle under your business name, ensure that you have an active RIN.
If you don’t, you can obtain one by completing the relevant form or swearing a RIN Declaration available and commissioned at RIN-Ontario.ca
Once approved, your RIN becomes the permanent identifier for your company’s vehicles.
Step 2: Gather Required Documents
To register a business vehicle, bring or submit the following:
— vehicle ownership permit (signed), as proof of ownership or transfer;
— bill of sale or lease agreement, as evidence of purchase;
— business registration or incorporation papers, to confirms legal business status;
— photo ID of authorised officer, to confirms authority to act;
— properly commissioned or notarised RIN declaration, to confirm business details and formal registered address of the business;
— two pieces of mail addressed to the registered address of the business; and
— proof of insurance, to enable plate issuance.
Step 3: Visit ServiceOntario or MTO
You can register the business vehicle by visiting a ServiceOntario centre or MTO location in person.
At the counter, provide your RIN Declaration and supporting documents as listed above.
Step 4: Pay Registration Fees
Registration fees vary based on:
— vehicle type (car, truck, trailer);
— use class (commercial, passenger, fleet); and
— weight and plate type.
You’ll pay the registration fee, a licence plate fee (if new), and a validation or sticker fee (if applicable).
Keep all receipts and registration slips for your company records.
Step 5: Receive Your Vehicle Permit and Plates
Once approved, you’ll receive:
— A Vehicle Permit (Part 1) listing your business name and RIN
— Licence plates or validation tags
— Updated registration records in the MTO database
From this point forward, your business legally owns the vehicle.
Example: Registering a Vehicle for a Corporation
Example Scenario:
ABC Logistics Inc. buys a delivery van.
The director swears a RIN Declaration online.
They bring the bill of sale, insurance slip, and business incorporation documents to ServiceOntario.
The registration is processed, and the permit lists ABC Logistics Inc. (RIN #######) as the owner.
The business can now insure, operate, and sell the van in its own name.
Updating or Transferring Ownership Later
If your business later sells the vehicle or changes ownership structure:
— Use the same RIN for all transfers.
— File an Ownership Transfer Declaration at ServiceOntario.
— Update insurance and leasing information with your RIN.
Your RIN remains active even if the business adds or removes vehicles — it’s permanent to the entity.
Key Legal Considerations
— A business cannot register a vehicle under a personal licence number.
— The declarant must have legal authority (owner, director, or officer).
— RIN information must match exactly with your business registration.
— The RIN Declaration must be commissioned before submission — unsigned or self-signed forms are rejected.
Why Registering Under a RIN Matters
Registering vehicles under a RIN helps:
— Separate personal and business liability.
— Simplify corporate accounting and insurance.
— Ensure accurate fleet ownership records.
— Enable tax deductions for business vehicles.
It also protects business owners from personal exposure in case of an accident or dispute.
Frequently Asked Questions
1. Can I register a business vehicle without a RIN? No. A RIN is mandatory for any vehicle owned by a business entity in Ontario.
2. Can I register online? Currently, the registration itself must be done through ServiceOntario, but you can obtain and swear a RIN Declaration online beforehand.
3. Do I need a new RIN for each vehicle? No. One RIN per business — it can be used for multiple vehicles.
4. How long does registration take? If all documents are complete, registration is typically same-day at ServiceOntario. Otherwise, it can take 1 to 3 days.
5. What happens if my business changes address or name? You must update your RIN information with the MTO immediately.
Key Takeaways
A RIN identifies your business as a legal vehicle owner.
You can’t register a business vehicle without one.
Prepare documents, swear the declaration, and visit ServiceOntario.
The process can be completed same-day once your declaration is ready.
Keep your RIN active and updated for all future transactions.
When a business buys or leases a vehicle in Ontario, it must register ownership under the business name, not an individual’s.
To do this, the business needs a Registrant Identification Number (RIN) issued by the Ontario Ministry of Transportation (MTO).
Think of the RIN as your company’s driver’s licence number — it’s what allows your business to legally own, insure, and operate vehicles in Ontario.
Step-by-Step: How to Register a Business Vehicle with a RIN
Step 1: Obtain or Confirm Your RIN
Before you can register any vehicle under your business name, ensure that you have an active RIN.
If you don’t, you can obtain one by completing the relevant form or swearing a RIN Declaration available and commissioned at RIN-Ontario.ca
Once approved, your RIN becomes the permanent identifier for your company’s vehicles.
Step 2: Gather Required Documents
To register a business vehicle, bring or submit the following:
— vehicle ownership permit (signed), as proof of ownership or transfer;
— bill of sale or lease agreement, as evidence of purchase;
— business registration or incorporation papers, to confirms legal business status;
— photo ID of authorised officer, to confirms authority to act;
— properly commissioned or notarised RIN declaration, to confirm business details and formal registered address of the business;
— two pieces of mail addressed to the registered address of the business; and
— proof of insurance, to enable plate issuance.
Step 3: Visit ServiceOntario or MTO
You can register the business vehicle by visiting a ServiceOntario centre or MTO location in person.
At the counter, provide your RIN Declaration and supporting documents as listed above.
Step 4: Pay Registration Fees
Registration fees vary based on:
— vehicle type (car, truck, trailer);
— use class (commercial, passenger, fleet); and
— weight and plate type.
You’ll pay the registration fee, a licence plate fee (if new), and a validation or sticker fee (if applicable).
Keep all receipts and registration slips for your company records.
Step 5: Receive Your Vehicle Permit and Plates
Once approved, you’ll receive:
— A Vehicle Permit (Part 1) listing your business name and RIN
— Licence plates or validation tags
— Updated registration records in the MTO database
From this point forward, your business legally owns the vehicle.
Example: Registering a Vehicle for a Corporation
Example Scenario:
ABC Logistics Inc. buys a delivery van.
The director swears a RIN Declaration online.
They bring the bill of sale, insurance slip, and business incorporation documents to ServiceOntario.
The registration is processed, and the permit lists ABC Logistics Inc. (RIN #######) as the owner.
The business can now insure, operate, and sell the van in its own name.
Updating or Transferring Ownership Later
If your business later sells the vehicle or changes ownership structure:
— Use the same RIN for all transfers.
— File an Ownership Transfer Declaration at ServiceOntario.
— Update insurance and leasing information with your RIN.
Your RIN remains active even if the business adds or removes vehicles — it’s permanent to the entity.
Key Legal Considerations
— A business cannot register a vehicle under a personal licence number.
— The declarant must have legal authority (owner, director, or officer).
— RIN information must match exactly with your business registration.
— The RIN Declaration must be commissioned before submission — unsigned or self-signed forms are rejected.
Why Registering Under a RIN Matters
Registering vehicles under a RIN helps:
— Separate personal and business liability.
— Simplify corporate accounting and insurance.
— Ensure accurate fleet ownership records.
— Enable tax deductions for business vehicles.
It also protects business owners from personal exposure in case of an accident or dispute.
Frequently Asked Questions
1. Can I register a business vehicle without a RIN? No. A RIN is mandatory for any vehicle owned by a business entity in Ontario.
2. Can I register online? Currently, the registration itself must be done through ServiceOntario, but you can obtain and swear a RIN Declaration online beforehand.
3. Do I need a new RIN for each vehicle? No. One RIN per business — it can be used for multiple vehicles.
4. How long does registration take? If all documents are complete, registration is typically same-day at ServiceOntario. Otherwise, it can take 1 to 3 days.
5. What happens if my business changes address or name? You must update your RIN information with the MTO immediately.
Key Takeaways
A RIN identifies your business as a legal vehicle owner.
You can’t register a business vehicle without one.
Prepare documents, swear the declaration, and visit ServiceOntario.
The process can be completed same-day once your declaration is ready.
Keep your RIN active and updated for all future transactions.