The Canada Revenue Agency (CRA) communicates with businesses on several aspects related to these accounts, from filing taxes to confirming tax information, getting information updates, notices of assessment, and other tax correspondence. Any delay in receiving such correspondence could lead to missed deadlines and compliance issues.
The CRA has made online mail mandatory for businesses (May 12, 2025, for new businesses and June 16, 2025, for existing businesses) to ensure quick, efficient, and secure access to business communications. It means business owners will receive all tax correspondence only online, and no paper mail. If you want paper mail, you have to place a request separately.
Why Should Businesses Care?
Here comes the interesting part. If the CRA sends an electronic notice to a business, it will be presumed to have been read by the person unless they’ve requested paper mail at least 30 days in advance of the communication date.
So, if a business fails to check its online mail, you may miss out on critical information, deadlines, and opportunities to appeal when needed.
Even if you request to activate paper mail, ensure that your mailing address is up-to-date because the CRA will change your correspondence method back to online mail if paper mail is undeliverable.
Even if you request to activate paper mail, you must update your request every two years.
Hence, businesses need to prepare for online mail.
Does CRA’s Online Mail Correspondence Apply to Your Business?
Starting May 12, 2025, you will receive all CRA communication online if you are:
- A new business applying for a business number
- Registering for a CRA program account, such as RT – Goods and services tax/harmonized sales tax, RP – Payroll deductions, RC -Corporate income tax, and more.
Starting June 16, 2025, online mail correspondence will become the default method for existing businesses for all CRA program accounts.
Online mail applies to businesses whether or not they use a representative to access their CRA account via Represent a Client.
CRA Will Continue Paper Mail Under a Few Circumstances
While online mail is mandatory for all businesses, there are a few exceptions. The CRA will continue corresponding by paper mail for:
- Existing businesses whose business owner or authorized representative has not registered for My Business Account
- Non-resident businesses whose owner or director is not a Canadian resident and does not have access to My Business Account through a representative
- Charities
While most business correspondence will be online, some correspondence will continue via paper mail, such as cheques sent to businesses that have not set up direct deposit.
Nevertheless, businesses should prepare for online mail.
What Can Businesses Do to Prepare for Online Mail
To ensure you don’t miss out on important CRA communications, log in to My Business Account and update your email address and physical address.
If you have access to My Business Account, you can access, view, print, or download your business correspondence in three steps:
- Sign in to My Business Account (Represent a Client account for an authorized representative.)
- Go to the navigation menu on the left, click on Correspondence – “Mail”
- Select and review your mail options.
It is suggested you register for email notifications, which will notify you when there is new mail to view in My Business Account.
The CRA has also enhanced the “Mail” service, allowing businesses to
- Filter, sort, and organize correspondence
- Submit document
- Proceed to pay taxes
- Switch the business account in case of multiple business accounts
- Reply for audit enquiries
How to Request Paper Mail
If you still want to activate paper mail, the request has to be made by an individual with signing authority, such as the business owner, director, or legal representative. You can place the request either through My Business Account or by sending a paper mail of Form RC681 – Request to Activate Paper Mail for My Business.
If you have submitted Form RC681 during the transition period between May 12 and June 16, 2025, continue to check your My Business Account. Remember, the CRA will keep sending online mail until your request for paper mail is processed.
How CRA’s Transition to Online Mail Could Affect Your Business
While the CRA’s online mail intends to make business communications efficient and quick, making it the default mode could pose challenges for some businesses.
Paper Mail Users: The biggest challenge is for businesses that use paper mail. They could lose access to important CRA correspondence, increasing the risk of missed deadlines and compliance issues.
Limited Time to Opt Out: Any correspondence will be presumed to have been received unless you made the paper mail request at least 30 days in advance. Form RC681 will only be available starting May 12, 2025, leaving businesses with little time to opt out of online mail.
Challenge for Taxpayers Who Are Not Digital-Savvy: Many taxpayers need business numbers for very specific purposes and may not have the capability to check digital communication. For instance, an elderly person hiring a caregiver may register for a business number only to remit withholding tax. They might not be tech-savvy enough to manage digital communication.
Limited Access to Representatives: Representatives access their clients’ accounts for specific purposes and not for accessing CRA correspondence. The transition to online mail could increase dependence on representatives if the taxpayers don’t have digital access.
Being a business owner, you have to prepare your business for any changes in CRA’s processes.
Contact Ford Keast LLP in London to Help Your Business Stay Updated and Tax Compliant
A professional accountant will keep you updated with the changes in tax laws, processes, and ensure you never miss a deadline. At Ford Keast LLP, our accountants can act as a representative, file taxes, and prepare your business for any changes. To learn more about how Ford Keast LLP can provide you with the best accounting and tax expertise, contact us online or call us at 519-679-9330.
