Incorporating in Ontario means handling articles of incorporation, share certificates, by-laws, board resolutions and corporate minute books. The stationery elements that come with incorporation — corporate seal, share certificates, signing authority letterhead, presentation folders for the minute book — are the often-overlooked finishing touches that signal an actually-established corporation rather than a rushed filing. This guide walks new Ontario incorporators through what to order in week one. Part of our new business stationery cluster.
The Ontario Incorporation Stationery Kit
- Pocket Embossing Seal ($74) or Desk Embossing Seal ($79). Corporate seal for share certificates, formal contracts and board resolutions. Ontario corporations are not legally required under modernized OBCA, but seals are expected on share certificates and many corporate contracts. Pocket seal for solo founders and smaller corporations; desk seal for corporate-secretary offices.
- Premium Letterheads ($119). Corporate letterhead for board resolutions, formal corporate correspondence, shareholder communications.
- Presentation Folders ($949). Corporate minute book covers, shareholder agreement packages, board package binders.
- Silk Laminated Business Cards ($89). Director and officer business cards. The 18pt feel signals established corporation.
- Self-Inking Date Stamps ($36). Dating board resolutions, corporate filings, executed agreements.
- Premium Office Envelopes ($219). Formal corporate mailings to shareholders, government, advisors.
How to Use Your Corporate Seal
The corporate seal is an embossed (raised, ink-free) impression. To use:
- Place the document under the seal jaws.
- Squeeze the handle (pocket seal) or pull the lever (desk seal).
- The seal embosses a raised pattern into the paper itself.
Common documents to seal:
- Share certificates issued to shareholders
- Board resolutions for major corporate actions
- By-laws and articles of amendment
- Major contracts where counterparties expect a corporate seal
- Letters of authority and power-of-attorney documents
Seal Design Best Practices for New Ontario Corporations
- Full legal corporate name around the outer ring — exactly as it appears on your articles of incorporation, including the legal designation (Inc., Corp., Ltd., Limited).
- Province of incorporation below the name (“ONTARIO” is common).
- Year of incorporation in the centre, or a stylized logo if you prefer.
- Diameter: 1-5/8 inch (41mm) is standard for most uses; 2 inch (51mm) for share certificate prominence.
Send us a corporate-name spelling and design preferences — we will design the die and provide a PDF proof before manufacturing. See our complete stamps and seals buying guide.
Share Certificate Issuance — The Stationery Workflow
- Print share certificates on cardstock (your lawyer’s firm or your minute book service typically provides templates).
- Sign as authorized officer.
- Apply corporate embossed seal in the designated seal area.
- Record the share certificate issuance in the corporate share register (part of your minute book).
- Deliver the original certificate to the shareholder; retain a copy in the minute book.
Frequently Asked Questions
Do Ontario corporations need a corporate seal?
Not legally required under modernized OBCA, but seals are expected on share certificates, formal corporate contracts, and many bank-required corporate documents. Most new corporations buy one anyway.
How quickly can I get a corporate seal made?
PDF proof within one business day. Once approved, the seal manufactures and ships within 24 hours. Next-business-day GTHA delivery from our Toronto facility.
What is the difference between a corporate seal and a company stamp?
A corporate seal is an embossed (raised, ink-free) impression that is tamper-evident. A company stamp is an ink impression. Corporate seals are used for share certificates and formal corporate documents because they cannot be photocopied or reproduced; company stamps are used for routine office work. See our comparison guide.
Where does this guide fit in the new business setup process?
This guide is the corporate-formality piece of the broader 90-day stationery checklist. Other pieces include opening your business bank account, your branding starter kit, and tax filing stationery.
Order Your Corporate Seal and Incorporation Stationery
Pocket Embossing Seal — $74 Complete Stationery Checklist
