Responding to a Request from the Registraire des entreprises

You have received a letter from the Registraire des entreprises du Québec (the Registraire) requesting that you update your enterprise file.

This page explains how to update your enterprise file. It also outlines the measures that the Registraire may take when an enterprise fails to meet its obligations. You will find a step-by-step procedure to guide you through the process of submitting your declaration.

The Registraire may require an enterprise to update its file in certain situations. These are situations where the information entered in the enterprise register is incomplete or inaccurate.

The following example illustrates the type of situation in which the Registraire may send a request to an enterprise.

The information recorded in the file of Construction XYZ Inc. is incomplete. The enterprise has not:

• declared information concerning its ultimate beneficiaries
• declared the date of birth of the shareholder and director listed in its file
• submitted a copy of the director’s identification document

The Registraire requested that the enterprise update its file and provide the missing information. Construction XYZ Inc. must respond to the Registraire’s request within the time limit specified in the letter.

Please note that the Registraire may require an enterprise to provide supporting documentation to confirm the accuracy of the information recorded in the enterprise register. If the Registraire requires supporting documentation, this will be specified in the letter.

The Registraire has measures in place to ensure that the information contained in the enterprise register is reliable and up to date. These measures are intended to protect the public and creditors.

Learn about legal sanctions

The Registraire may cancel ex officio the registration of a business that has not responded to a request from the Registraire and continues to fail to meet its obligations.

When a registration is cancelled ex officio, the enterprise status changes from registered to cancelled ex officio. This affects the enterprise’s relations with government departments, government agencies and financial institutions.

Learn about penal sanctions

The Registraire may impose penal sanctions when an enterprise does not respond to one of its requests within the specified time limit. These sanctions consist of fines and may range from:

• $500 to $5,000 for a natural person
• $1,000 to $10,000 for enterprises with other legal forms

In the event of a repeat offence, these amounts may be doubled.

The letter sent by the Registraire requires you to update your enterprise file. To meet the Registraire’s request, you must file one of the following three declarations:  

• Current updating declaration
• Annual updating declaration
• Corrective updating declaration

Each of these declarations allows you to meet the Registraire’s request and to comply with your enterprise’s legal obligations.

Choose the current updating declaration

The current updating declaration may be filed at any time to update an enterprise file. Under the law, it must be filed within 30 days following a change.

For example, it may be used to declare a change of business address or the appointment or departure of a director.

You must file an annual updating declaration every year. The current updating declaration does not replace it.

For more information, see the Faire une déclaration de mise à jour courante au registre des entreprises page (in French only).

Choose the annual updating declaration

You must file an annual updating declaration every year. The filing period is determined by the type of enterprise. You must file this declaration even if the information entered in the register has not changed.

This type of declaration is used to confirm that the information concerning the enterprise is accurate or to update that information.

For more information, see the File an Annual Updating Declaration in the Enterprise Register page.

Choose the corrective updating declaration

This type of declaration is intended for you if you need to:

• correct inaccurate information
• correct information that was incorrectly entered in the past
• provide information that you omitted

It is important to provide all the required information.

Use this declaration to correct inaccurate information or add information that you previously omitted. You must identify the declaration in which the corrections are to be made.

For more information, see theFaire une déclaration de mise à jour de correction au registre des entreprises page (in French only).

This section guides you through each step required to update your enterprise file.

Identify the information to update

Check the communication you received from the Registraire to determine which information must be updated or for which supporting documents must be provided.  

Choose the type of declaration

The section Determine the type of updating declaration to submit contains the information you need to identify which type of declaration you must file to meet the Registraire’s request.

If you must file an annual updating declaration, make sure you do so during the required period.

If information is missing and must be updated, choose the current updating declaration.

If you need to correct information that has already been published online, choose the corrective updating declaration. You will need to indicate in which previously filed declaration the correction must be made.

Regardless of the type of declaration filed, make sure it is received within the specified time limit.

View applicable fees

Fees may apply to declarations filed with the Registraire. For information about applicable fees and payment options, select the business legal form that applies to your situation on the Registraire des entreprises fees page. Fees are not taxable.

Submit the declaration

Speed up the processing of your request by using the My Office online services to submit your declaration. Doing so will help minimize processing times.

You may also submit your declaration in paper format by mail or at one of the two Services Québec offices that provide services for the Registraire des entreprises. These options may result in longer processing times. If you do not use My Office, be sure to comply with the time limit specified in your letter.

For assistance, see the Coordonnées du Registraire des entreprises page (in French only).

Submit your declaration through My office

Make sure to have a clicSÉQUR Express or clicSÉQUR Entreprises access code to use the My office online services. If you already have an access code, follow the steps below.

If you have forgotten or lost your clicSÉQUR Express code, access My office using clicSÉQUR Express (in French only).

Then click Code d’accès perdu ou oublié.

• Step 1: Sign in to the secure My office portal.
• Step 2: Click Gestion de l’entreprise.
• Step 3: Click Services permettant la mise à jour des informations contenues au registre.
• Step 4: Select the declaration you wish to file:
  • Current updating declaration
  • Annual updating declaration
  • Corrective updating declaration
• Step 5: Complete the declaration.
• Step 6: Submit the declaration.
• Step 7: Pay any applicable fees associated with your request.

Submit your declaration by mail or at a Services Québec office

If you choose to submit your declaration by mail or at one of the two Services Québec offices that provide services for the Registraire, please note that this may result in longer processing times. Be sure to comply with the time limit specified in the letter you received from the Registraire.