How to Complete and Swear a RIN Declaration in Ontario (Step-by-Step Guide for Business Owners)
What Is a RIN Declaration?
A RIN Declaration (Registrant Identification Number Declaration) is a sworn affidavit used to confirm a business’s eligibility to obtain a RIN number from the Ontario Ministry of Transportation (MTO).
It’s an official alternative to the RIN application form — and a smoother one since it provides greater detail.
By swearing a RIN Declaration, the business owner or authorized officer confirms that:
- the business is valid and operating in Ontario;
- the declarant has authority to register or transfer vehicles on behalf of the business; and
- the information provided is accurate under oath.
This declaration must be sworn before a lawyer, notary public, or commissioner for taking affidavits.
When to Use a RIN Declaration
You’ll typically need a RIN Declaration if:
- Your business does not yet have a RIN but needs to register or buy a vehicle as smoothly as possible.
- You’re a sole proprietor or small business without a CRA business number.
- You are from out of province.
- You’ve been asked by ServiceOntario to provide sworn proof of your business identity.
- You’re updating or transferring ownership for a business vehicle.
- You wish to keep paperwork you can reference later regarding any changes.
In short: A RIN Declaration replaces the standard application when a formal business registration document isn’t enough — or when other matters are critical.
Step-by-Step: How to Complete a RIN Declaration Form
Follow these steps carefully to ensure your declaration is accepted the first time:
Step 1: Generate the Correct RIN Declaration Form
You can obtain the official RIN Declaration form from RIN-Ontario.ca
Step 2: Enter your business information accurately
You will need the full legal business name (as registered), operating name (if different), registered business address, and two pieces of mail with the registered business address indicated.
It is important that you answer all questions accurately. The document will only be as good as your accuracy, and inaccuracy can lead to delays - which is a key matter the declaration is designed to address.
Step 3: Identify the Authorized Declarant
The person swearing the declaration must be the business owner (for sole proprietorships), or an authorized signing officer or director (for corporations), or a partner or agent authorized by the business.
For example, having the director's assistant sign can result in a delay.
Use the full legal name and ensure the title or role is clearly stated.
Step 4: Swear or Affirm the Declaration
This is the most critical step.
You must swear or affirm the declaration before a commissioner for taking affidavits, notary public, or lawyer licensed in Ontario.
You can book for this as an online service at no extra charge directly from RIN-Ontario.ca
The official will need to verify your ID, witness your signature, and sign and stamp/seal the document.
Unsworn or self-signed declarations will not be accepted by the MTO.
Step 5: Submit to ServiceOntario
After commissioning, you can:
Submit the RIN Declaration in person at any ServiceOntario centre.
Once approved, your business will be issued a RIN number, which you can then use for all vehicle transactions.
How to Swear a RIN Declaration Online (Digital Commissioning)
Online commissioning is now legally recognized in Ontario.
Through a secure platform, a licensed lawyer or commissioner can witness your oath remotely over video.
Advantages of online RIN declaration services:
- Complete the process from anywhere in Ontario.
- No need to visit a notary in person.
- Receive your sworn declaration digitally, often within minutes.
- 100% compliant with the Commissioners for Taking Affidavits Act.
What Happens After Swearing the Declaration?
Once your RIN Declaration has been commissioned and submitted:
- The MTO verifies the business information.
- A RIN is assigned to your business and linked to your vehicle records.
- You can then register, insure, or transfer vehicles under your company name.
- Keep the sworn declaration in your business files — it may be required for future ownership updates or audits.
Common Mistakes When Completing a RIN Declaration
1. Using personal information instead of business name — The RIN is for businesses, not individuals — Use registered business details only
2. Not having the form commissioned — ServiceOntario rejects unsworn declarations — Always swear before a commissioner or lawyer
3. Incorrect or outdated documentation — Old formats are invalid so ensure you are securing the current MTO-approved declaration
4. Missing identification for declarant or no proof of authority — Be sure to bring valid government ID and business documents
Summary: Quick Guide to RIN Declarations
1. Generate the RIN declaration
2. In doing so, be sure to fill in business and declarant information
3. Swear the declaration before a commissioner
4. Submit to ServiceOntario
5. Receive your official RIN number
FAQs About RIN Declarations in Ontario
1. Can I swear a RIN Declaration remotely? Yes. Ontario allows electronic commissioning of RIN Declarations via secure video conferencing.
2. How long does it take to get a RIN after submitting the declaration? Usually 1–3 business days, depending on ServiceOntario’s processing.
3. Who can commission my RIN Declaration? Any Ontario-licensed lawyer, notary public, or commissioner for taking affidavits. You can book for this as an online service at no extra charge directly from RIN-Ontario.ca
4. Do I need to provide ID when swearing the declaration? Yes — you must present valid government-issued photo identification.
5. What if my business name changes later? You must update your RIN with ServiceOntario to reflect the new business name. You need a different kind of declaration for such a change.
Key Takeaways
- A RIN Declaration is a sworn affidavit for obtaining a business vehicle registration number in Ontario.
- It must be commissioned or notarized by a qualified professional.
- Online RIN Declaration services make the process fast, legal, and remote.
- Always ensure the form is properly completed and sworn before submission.
A RIN Declaration (Registrant Identification Number Declaration) is a sworn affidavit used to confirm a business’s eligibility to obtain a RIN number from the Ontario Ministry of Transportation (MTO).
It’s an official alternative to the RIN application form — and a smoother one since it provides greater detail.
By swearing a RIN Declaration, the business owner or authorized officer confirms that:
- the business is valid and operating in Ontario;
- the declarant has authority to register or transfer vehicles on behalf of the business; and
- the information provided is accurate under oath.
This declaration must be sworn before a lawyer, notary public, or commissioner for taking affidavits.
When to Use a RIN Declaration
You’ll typically need a RIN Declaration if:
- Your business does not yet have a RIN but needs to register or buy a vehicle as smoothly as possible.
- You’re a sole proprietor or small business without a CRA business number.
- You are from out of province.
- You’ve been asked by ServiceOntario to provide sworn proof of your business identity.
- You’re updating or transferring ownership for a business vehicle.
- You wish to keep paperwork you can reference later regarding any changes.
In short: A RIN Declaration replaces the standard application when a formal business registration document isn’t enough — or when other matters are critical.
Step-by-Step: How to Complete a RIN Declaration Form
Follow these steps carefully to ensure your declaration is accepted the first time:
Step 1: Generate the Correct RIN Declaration Form
You can obtain the official RIN Declaration form from RIN-Ontario.ca
Step 2: Enter your business information accurately
You will need the full legal business name (as registered), operating name (if different), registered business address, and two pieces of mail with the registered business address indicated.
It is important that you answer all questions accurately. The document will only be as good as your accuracy, and inaccuracy can lead to delays - which is a key matter the declaration is designed to address.
Step 3: Identify the Authorized Declarant
The person swearing the declaration must be the business owner (for sole proprietorships), or an authorized signing officer or director (for corporations), or a partner or agent authorized by the business.
For example, having the director's assistant sign can result in a delay.
Use the full legal name and ensure the title or role is clearly stated.
Step 4: Swear or Affirm the Declaration
This is the most critical step.
You must swear or affirm the declaration before a commissioner for taking affidavits, notary public, or lawyer licensed in Ontario.
You can book for this as an online service at no extra charge directly from RIN-Ontario.ca
The official will need to verify your ID, witness your signature, and sign and stamp/seal the document.
Unsworn or self-signed declarations will not be accepted by the MTO.
Step 5: Submit to ServiceOntario
After commissioning, you can:
Submit the RIN Declaration in person at any ServiceOntario centre.
Once approved, your business will be issued a RIN number, which you can then use for all vehicle transactions.
How to Swear a RIN Declaration Online (Digital Commissioning)
Online commissioning is now legally recognized in Ontario.
Through a secure platform, a licensed lawyer or commissioner can witness your oath remotely over video.
Advantages of online RIN declaration services:
- Complete the process from anywhere in Ontario.
- No need to visit a notary in person.
- Receive your sworn declaration digitally, often within minutes.
- 100% compliant with the Commissioners for Taking Affidavits Act.
What Happens After Swearing the Declaration?
Once your RIN Declaration has been commissioned and submitted:
- The MTO verifies the business information.
- A RIN is assigned to your business and linked to your vehicle records.
- You can then register, insure, or transfer vehicles under your company name.
- Keep the sworn declaration in your business files — it may be required for future ownership updates or audits.
Common Mistakes When Completing a RIN Declaration
1. Using personal information instead of business name — The RIN is for businesses, not individuals — Use registered business details only
2. Not having the form commissioned — ServiceOntario rejects unsworn declarations — Always swear before a commissioner or lawyer
3. Incorrect or outdated documentation — Old formats are invalid so ensure you are securing the current MTO-approved declaration
4. Missing identification for declarant or no proof of authority — Be sure to bring valid government ID and business documents
Summary: Quick Guide to RIN Declarations
1. Generate the RIN declaration
2. In doing so, be sure to fill in business and declarant information
3. Swear the declaration before a commissioner
4. Submit to ServiceOntario
5. Receive your official RIN number
FAQs About RIN Declarations in Ontario
1. Can I swear a RIN Declaration remotely? Yes. Ontario allows electronic commissioning of RIN Declarations via secure video conferencing.
2. How long does it take to get a RIN after submitting the declaration? Usually 1–3 business days, depending on ServiceOntario’s processing.
3. Who can commission my RIN Declaration? Any Ontario-licensed lawyer, notary public, or commissioner for taking affidavits. You can book for this as an online service at no extra charge directly from RIN-Ontario.ca
4. Do I need to provide ID when swearing the declaration? Yes — you must present valid government-issued photo identification.
5. What if my business name changes later? You must update your RIN with ServiceOntario to reflect the new business name. You need a different kind of declaration for such a change.
Key Takeaways
- A RIN Declaration is a sworn affidavit for obtaining a business vehicle registration number in Ontario.
- It must be commissioned or notarized by a qualified professional.
- Online RIN Declaration services make the process fast, legal, and remote.
- Always ensure the form is properly completed and sworn before submission.