Top 10 Common RIN Problems in Ontario (and How to Fix Them)
What Is a RIN and Why It Matters
A Registrant Identification Number (RIN) is a unique identifier issued by the Ontario Ministry of Transportation (MTO) to businesses that own or lease vehicles.
It ensures the vehicle is legally owned under the business name, not an individual’s.
Your RIN connects your business to all vehicle ownership, registration, and insurance records — so when something goes wrong, it can halt transactions entirely.
Overview: The Most Common RIN Problems
Business owners often face delays or rejections at ServiceOntario because of small but critical RIN issues.
Here are the top 10 problems — and the exact steps to fix them.
1. Missing or Invalid RIN
Problem: A business tries to register or buy a vehicle but doesn’t have a RIN on file.
Fix: Apply for a RIN by completing a RIN Declaration through RIN-Ontario.ca
It must be commissioned / notarized / sworn. You can now swear the RIN Declaration online using the same service..
2. Unsworn or Uncommissioned Declaration
Problem: Submitting a declaration that isn’t sworn before a lawyer, notary, or commissioner for taking affidavits.
Fix: A RIN Declaration must always be sworn or affirmed.
Use an online RIN declaration service like RIN-Ontario.ca to complete the process remotely — these are legally recognized under Ontario law and accepted by ServiceOntario.
3. Incorrect Business Name or Number
Problem: The business name or Ontario Business Number doesn’t match official registration records.
Fix: Check that your RIN Declaration uses the exact legal name shown on your:
— Articles of Incorporation,
— Master Business Licence (MBL), or
— CRA Business Number registration
Mismatched names cause MTO database errors.
4. RIN Not Updated After Business Changes
Problem: The business moves or changes its name, but the RIN still lists the old details.
Fix: File a Business Information Update at ServiceOntario or submit a letter on company letterhead with proof of the change.
Keep your RIN current — outdated data can delay renewals or transfers.
5. Lost or Forgotten RIN Number
Problem: The owner can’t find their RIN or didn’t keep a copy of the permit showing it.
Fix: Visit any ServiceOntario centre with photo ID and proof of business ownership (such as incorporation papers).
They can look up your RIN using your business name and vehicle details.
Tip: Always store your RIN with your company registration records or fleet binder.
6. Wrong Person Signing the Declaration
Problem: Someone without signing authority (e.g. a manager or employee) signs the RIN Declaration.
Fix: Only a legal owner, director, or officer of the business may sign and swear the declaration.
If someone else must act, provide a Power of Attorney or authorization letter on company letterhead.
The owner or director or officer would still sign, but the authorized representative can then undertake subsequent steps.
7. Duplicate RINs for the Same Business
Problem: Multiple RINs get issued because of inconsistencies in spelling or outdated records.
Fix: Ask ServiceOntario to merge or cancel duplicates.
Bring supporting documentation like your incorporation papers and the RIN numbers involved.
Having multiple RINs can cause insurance and ownership record conflicts. This is not something you want.
8. RIN Rejection During Registration
Problem: ServiceOntario rejects a registration because the RIN doesn’t appear valid in the system.
Fix: This can happen if the RIN was never activated, entered incorrectly, or linked to an old account.
Verify the number with MTO records and, if needed, file a new RIN Declaration to reactivate it.
9. RIN Linked to Personal Licence by Mistake
Problem: A vehicle was registered using a driver’s licence number instead of the RIN.
Fix: You’ll need to transfer the registration from personal to business ownership.
Bring the ownership, RIN Declaration, business documents, and ID to ServiceOntario.
Once corrected, all future registrations will use the RIN.
10. Processing Delays or Missing Updates
Problem: Applications stall due to missing documents or mismatched records.
Fix: Double-check that you’ve included:
Commissioned RIN Declaration
— Proof of business registration
— Proof of identity
— Bill of sale or transfer document
If you used an online commissioning service, confirm that the declaration was properly signed and sealed before submission.
Bonus Tip: How to Prevent RIN Issues Altogether
Always use your official business name and registration documents.
Keep your RIN Declaration and permit copies on file.
Update your RIN whenever your business changes address, structure, or ownership.
Use trusted online services for declarations and renewals to avoid incomplete paperwork.
Ensure your insurance company uses the same RIN for all policies.
Frequently Asked Questions About RIN Issues
1. Can my RIN expire? No — a RIN does not expire, but it must be kept active and updated with the MTO.
2. Can two businesses share a RIN? No. Each business or corporation must have its own unique RIN.
3. How do I merge duplicate RINs? Visit ServiceOntario with proof of ownership and both RIN records — they can merge them into one valid RIN.
4. What if my RIN Declaration is rejected? Check that it was properly sworn, contains your correct business name, and matches your registration documents exactly.
5. Can I get a RIN declaration online the same day? Yes. Authorized online services like RIN-Ontario.ca can swear and deliver a commissioned RIN Declaration digitally, often within minutes.
Key Takeaways
The most common RIN problems involve incorrect information or missing commissioning.
You can prevent issues by using a properly sworn RIN Declaration and keeping your RIN updated.
Online RIN declaration services offer fast, compliant alternatives to in-person commissioning.
Always verify your business name, number, and ID before submission.
A Registrant Identification Number (RIN) is a unique identifier issued by the Ontario Ministry of Transportation (MTO) to businesses that own or lease vehicles.
It ensures the vehicle is legally owned under the business name, not an individual’s.
Your RIN connects your business to all vehicle ownership, registration, and insurance records — so when something goes wrong, it can halt transactions entirely.
Overview: The Most Common RIN Problems
Business owners often face delays or rejections at ServiceOntario because of small but critical RIN issues.
Here are the top 10 problems — and the exact steps to fix them.
1. Missing or Invalid RIN
Problem: A business tries to register or buy a vehicle but doesn’t have a RIN on file.
Fix: Apply for a RIN by completing a RIN Declaration through RIN-Ontario.ca
It must be commissioned / notarized / sworn. You can now swear the RIN Declaration online using the same service..
2. Unsworn or Uncommissioned Declaration
Problem: Submitting a declaration that isn’t sworn before a lawyer, notary, or commissioner for taking affidavits.
Fix: A RIN Declaration must always be sworn or affirmed.
Use an online RIN declaration service like RIN-Ontario.ca to complete the process remotely — these are legally recognized under Ontario law and accepted by ServiceOntario.
3. Incorrect Business Name or Number
Problem: The business name or Ontario Business Number doesn’t match official registration records.
Fix: Check that your RIN Declaration uses the exact legal name shown on your:
— Articles of Incorporation,
— Master Business Licence (MBL), or
— CRA Business Number registration
Mismatched names cause MTO database errors.
4. RIN Not Updated After Business Changes
Problem: The business moves or changes its name, but the RIN still lists the old details.
Fix: File a Business Information Update at ServiceOntario or submit a letter on company letterhead with proof of the change.
Keep your RIN current — outdated data can delay renewals or transfers.
5. Lost or Forgotten RIN Number
Problem: The owner can’t find their RIN or didn’t keep a copy of the permit showing it.
Fix: Visit any ServiceOntario centre with photo ID and proof of business ownership (such as incorporation papers).
They can look up your RIN using your business name and vehicle details.
Tip: Always store your RIN with your company registration records or fleet binder.
6. Wrong Person Signing the Declaration
Problem: Someone without signing authority (e.g. a manager or employee) signs the RIN Declaration.
Fix: Only a legal owner, director, or officer of the business may sign and swear the declaration.
If someone else must act, provide a Power of Attorney or authorization letter on company letterhead.
The owner or director or officer would still sign, but the authorized representative can then undertake subsequent steps.
7. Duplicate RINs for the Same Business
Problem: Multiple RINs get issued because of inconsistencies in spelling or outdated records.
Fix: Ask ServiceOntario to merge or cancel duplicates.
Bring supporting documentation like your incorporation papers and the RIN numbers involved.
Having multiple RINs can cause insurance and ownership record conflicts. This is not something you want.
8. RIN Rejection During Registration
Problem: ServiceOntario rejects a registration because the RIN doesn’t appear valid in the system.
Fix: This can happen if the RIN was never activated, entered incorrectly, or linked to an old account.
Verify the number with MTO records and, if needed, file a new RIN Declaration to reactivate it.
9. RIN Linked to Personal Licence by Mistake
Problem: A vehicle was registered using a driver’s licence number instead of the RIN.
Fix: You’ll need to transfer the registration from personal to business ownership.
Bring the ownership, RIN Declaration, business documents, and ID to ServiceOntario.
Once corrected, all future registrations will use the RIN.
10. Processing Delays or Missing Updates
Problem: Applications stall due to missing documents or mismatched records.
Fix: Double-check that you’ve included:
Commissioned RIN Declaration
— Proof of business registration
— Proof of identity
— Bill of sale or transfer document
If you used an online commissioning service, confirm that the declaration was properly signed and sealed before submission.
Bonus Tip: How to Prevent RIN Issues Altogether
Always use your official business name and registration documents.
Keep your RIN Declaration and permit copies on file.
Update your RIN whenever your business changes address, structure, or ownership.
Use trusted online services for declarations and renewals to avoid incomplete paperwork.
Ensure your insurance company uses the same RIN for all policies.
Frequently Asked Questions About RIN Issues
1. Can my RIN expire? No — a RIN does not expire, but it must be kept active and updated with the MTO.
2. Can two businesses share a RIN? No. Each business or corporation must have its own unique RIN.
3. How do I merge duplicate RINs? Visit ServiceOntario with proof of ownership and both RIN records — they can merge them into one valid RIN.
4. What if my RIN Declaration is rejected? Check that it was properly sworn, contains your correct business name, and matches your registration documents exactly.
5. Can I get a RIN declaration online the same day? Yes. Authorized online services like RIN-Ontario.ca can swear and deliver a commissioned RIN Declaration digitally, often within minutes.
Key Takeaways
The most common RIN problems involve incorrect information or missing commissioning.
You can prevent issues by using a properly sworn RIN Declaration and keeping your RIN updated.
Online RIN declaration services offer fast, compliant alternatives to in-person commissioning.
Always verify your business name, number, and ID before submission.