RIN Letter

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RIN Letter

Is your business, corporation, or partnership purchasing a commercial car, delivery van, or fleet vehicle in Ontario? Under provincial law, corporations are recognized as distinct legal entities. While a company can legally own property, a business entity cannot hold a standard Ontario driver’s licence.

To solve this, the Ministry of Transportation (MTO) assigns a unique 9-digit identifier to businesses called a Registrant Identification Number (RIN). Your company cannot obtain vehicle permits, secure commercial licence plates, or complete vehicle ownership transfers at ServiceOntario without an active RIN.

Because managing a business leaves you with zero time to stand in long regulatory lines or hunt down traditional legal offices, Crown Seal Notary brings the solution directly to you. We provide in-office and mobile notary services to draft, witness, and execute Corporate RIN Letters at your head office, storefront, job site, or local automotive dealership across Hamilton and the GTA.

When Is a Notarized RIN Letter Mandated?

ServiceOntario strictly requires an officially notarized RIN letter and a commissioned statutory declaration for two primary corporate transactions:

The 3-Step Process to Finalize Your Business Vehicle Registration

Step 1 Step 2 Step 3

Gather Your Primary Corporate IdentificationCompile your official business proof documents, including your physical Articles of Incorporation or your Master Business Licence / Partnership Registration. ServiceOntario also mandates two (2) distinct pieces of hard-copy official business mail displaying your exact company name and address (e.g., a recent Canada Revenue Agency statement, corporate utility bills, corporate bank statements, or a commercial lease agreement).

Witnessing & Sealing the RIN Letter (Your Appointment)An authorized signing officer or director of the company must sign the formal RIN Letter Request live in the presence of a Notary. Our mobile notary travels to your location to physically inspect your corporate documents, verify your identity using a valid government photo ID, witness your signature, and apply an official physical notarial stamp and seal.

💡 Need Help Drafting the Letter? Don't worry if you don't have a template ready. Crown Seal Notary provides professional document drafting services. We will format the text on a professional template that follows the phrasing required by the Ministry of Transportation.

Submission to ServiceOntario or Your Car DealerOnce our mobile notary hands you the finalized, sealed paperwork, you can walk into any physical ServiceOntario center to have the RIN generated on the spot. Alternatively, you can simply drop off the complete notarized package with your fleet representative or car dealership account manager, who can legally register and plate the vehicle on your behalf before delivery.

Frequently Asked Questions

What exactly is a Registrant Identification Number (RIN)?
A RIN is a unique 9-digit number assigned to a business by ServiceOntario. It functions as the business equivalent of a personal driver's licence number, allowing the Ontario Ministry of Transportation to track, regulate, and link vehicles and plates to a corporate entity within the provincial motor vehicle registry.
Can a corporate RIN letter be notarized through a remote online video call?
No. In our experience, ServiceOntario expects wet-ink originals for RIN letters and company address updates, so we recommend an in-person or mobile appointment. The Ministry of Transportation explicitly mandates a physical, wet-ink signature and an embossed or inked stamp from an authorized Notary Public who has physically met with the corporate signing officer. Our mobile notary fleet solves this inconvenience by bringing the in-person signing directly to your office desk or local dealership.
Do I need to request a separate RIN for every vehicle my business buys?
No. Once your initial business profile is created and a 9-digit RIN is assigned to your corporation, that number stays linked to your business permanently. You can reuse the exact same RIN to register, plate, and renew an unlimited number of commercial cars, trucks, or trailers across your entire corporate fleet.
Who is legally authorized to sign a RIN declaration letter?
The letter must be signed by an individual who holds the legal power to bind the organization. For a corporation, this must be an active Director or President listed within your Articles of Incorporation or corporate profile. For a general partnership or sole proprietorship, the registered business owner or managing partner must execute the document.

Keep Your Corporate Fleet Moving: Book an In-Office or Mobile Appointment Today

Don’t let missing administrative seals or incorrect paperwork put your commercial vehicle deliveries on hold.

Let Crown Seal Notary handle the travel logistics so you can keep running your business. Schedule Your Mobile Corporate Session Instantly:

Pre-Appointment Reminder: Please have your physical corporate documentation and at least one piece of personal, unexpired government-issued photo ID (such as a passport or driver’s licence) ready for your appointment. Keep all signature and date lines completely blank until your session begins.

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Crown Seal Notary is an independent notary public and commissioner of oaths. We are not a government agency and do not issue or renew passports, visas, IDs, licences, permits, certificates or background checks.