Save time preparing your Registrant Identification Number Letter with our fillable and customizable template. Then, meet with a notary online to have it commissioned in 7 minutes, from anywhere.

What Is a RIN Letter in Ontario?

A Registrant Identification Number Letter is an official document issued by the Ontario Ministry of Transportation (MTO). It asks the MTO to issue a new RIN or update an existing business record in its system. You’ll need it when registering a new company vehicle, transferring ownership, updating business information, or obtaining licence plates through ServiceOntario.

To obtain or update a RIN, your organization must provide an Authenticated RIN Letter of Authorization. This letter must be written and signed by someone authorized to bind the organization, such as an owner or director. A notary public or commissioner will verify your identity and business documents, then affix a notarial seal. It’s required to confirm the letter’s authenticity before it’s submitted to the MTO.

What Is a Registrant Identification Number in Ontario?

A Registrant Identification Number (RIN) is a unique nine-digit number issued to a business by the Ontario Ministry of Transportation. This number serves as a unique identifier that links a business’s registered vehicles to the business. 

Essentially, it proves that an organization has registered its company vehicle(s) with the Ministry of Transportation. Each company only needs one RIN to register vehicles, no matter how many vehicles it owns. 

To learn more about RIN in Ontario, you can check out our complete Guide to Ontario’s Registrant Identification Number.

Why Do Businesses Need a RIN Letter in Ontario?

Businesses need a RIN Letter to legally register and operate vehicles under their company name. Since a business doesn’t have a driver’s licence, it must use a Registrant Identification Number as its official identifier with the Ministry of Transportation.

The RIN Letter is how a business requests that number from the MTO. It confirms the company’s identity and authorizes the Ministry to issue or update its RIN record. This letter must be sworn before a notary public or commissioner of oaths to be valid.

The Purpose of RIN in Ontario

A Registrant Identification Number enables businesses to register their vehicles in Ontario. A RIN is essential for Ontario companies, as it:

• Enables legal registration: It allows companies to register, insure, and plate vehicles under a business name.

• Ensures compliance: Businesses must meet Ontario’s legal requirement to have all vehicles registered before operating them on public roads.

• Links vehicles to the business: It connects every company-owned vehicle to a business, establishing proof of ownership and accountability.

• Prevents fraud and errors: It reduces duplicate registrations and protects against identity misuse.

• Improves record-keeping: It centralizes all vehicle data for renewals, transfers, and updates, so businesses can easily manage multiple vehicles.

• Streamlines operations: It simplifies day-to-day fleet and vehicle administration, reducing paperwork and ensuring accurate, up-to-date records.

• Supports legal protection: It provides a legal paper trail in cases of theft and misuse, proving that a vehicles belong to a business.

Who Needs a RIN in Ontario?

In Ontario, you’ll need a RIN to register company vehicles that your business owns or manages. More specifically, you’ll need a RIN if you are:

• A business or corporation: Any business that registers vehicles under its name needs a RIN, including contractors, sole proprietors, partnerships, organizations, and non-profit organizations.

• A car dealership or leasing company: Businesses that buy, sell, lease, or manage fleets of vehicles.

• A transportation or logistics company: Fleet operators, courier services, and trucking firms that manage multiple vehicles.

Information to Include in Your Ontario RIN Letter

Before you submit your RIN Letter to the Ontario Ministry of Transportation, make sure it includes all required information.

Here’s how to write your RIN Letter:

The basics of your RIN Letter: 

• Use the correct format: Have your company’s letterhead at the top of your letter.

• Company name and information: The letter must be printed on your company’s official letterhead.

• Date: Include the date you wrote the letter.

• Company address and phone number: Add your business’s registered address and telephone number.

• Recipient’s information: The letter should be formally addressed to the Ministry of Transportation.

Details for the body of your RIN Letter:

• Statement of purpose: Clearly state that the letter’s purpose is to apply for a RIN so that your company can register vehicles with the MTO.

• Business details:

• Legal business name, as it appears on your incorporation or registration documents.

• Business type (e.g., corporation, partnership, or sole proprietorship).

• Business Number (if applicable).

• Authorized individual’s information:

• The full legal name of the person with signing authority.

• Their position or title within the company (e.g., Owner, Director, or President).

• Statement of authority: Include a formal declaration confirming that the signing individual has the authority to bind the corporation. This is often phrased as: “I have the authority to bind the corporation”.

• Vehicle information (if known): If you are registering a specific vehicle, include its details, such as the make, model, year, and Vehicle Identification Number (VIN). 

Signature Section of your RIN Letter:

• Signature of authorized person: The letter must be signed by a person with signing authority, who can legally bind the company. 

• Notary section: The letter must include a section for a notary public or commissioner of oaths to sign, date, and affix their official seal.

Supporting Documents for Your Ontario RIN Letter

To register for a RIN, you must include certain documents. The exact documentation may vary depending on your business type, but ServiceOntario commonly requests the following items:

Primary Identification:

• Authorized individual’s identification: As the person signing the RIN Letter, you must present valid government-issued ID, like a driver’s licence, photo card, or passport. ID confirms both your identity and your authority to represent the business.

Business Verification:

• Business registration documents: Include proof of your business’s legal existence, such as Articles of Incorporation, a Master Business Licence, or a partnership agreement.

• Business licence (if applicable): Attach a copy of your current business or organization licence.

• Business identification numbers: Provide your Business Number (BN) or Tax Identification Number (TIN), if applicable.

Address and Insurance Proof:

• Two documents to prove business address: Submit two official documents showing your business’s registered name and address. Examples include a utility bill, a lease agreement, or a corporate tax filing.

• Proof of vehicle insurance: Provide a valid Ontario insurance pink card confirming coverage for the vehicle being registered.

Commissioning Your RIN Letter in Ontario

 A RIN Letter must be commissioned before you submit it to the Ontario Ministry of Transportation.

Commissioning means signing your letter in front of an authorized official, like a notary public or commissioner of oaths. During your notary appointment, you’ll make an oath or affirmation, stating that all details in your letter are true and complete. The official will confirm your identity and apply a notarial seal to confirm the document’s authenticity. You can complete this process fully online in minutes, just book an online notary appointment with us!

Check out our guide on preparing for an online notary appointment to learn more about the commissioning process.

Commissioning matters because your RIN Letter acts as a sworn declaration to the MTO. It confirms that a company owner or director has authorized the creation or update of the Registrant Identification Number (RIN). Commissioning prevents unauthorized filings, ensures document integrity, and keeps your business fully compliant with Ontario’s registration standards.

Draft Your RIN Letter in Ontario Today

A RIN Letter is a crucial document for any business registering vehicles in Ontario. It’s used to ask the Ministry of Transportation (MTO) to issue a new RIN or update an existing one.

Having a properly drafted and commissioned letter ensures your request for a RIN is valid, compliant, and accepted without delay.

With our online notary services, you can have your RIN Letter commissioned from anywhere in Canada in just 7 minutes. Book your online notary appointment today and have your letter ready for submission to the MTO in no time!