We have seen this happen more times than we can count… a business owner calls us in a panic because an investor is asking for documents they never knew they were supposed to keep. And honestly, this is one of the first things any Montreal corporate lawyer will tell you… your documents are either your safety net or your biggest headache.
So let us walk through the legal papers every corporation in Montreal should have on hand. Nothing complicated. Just the essentials that keep a company running smoothly.
1. Articles of Incorporation… the birth certificate of your company
Think of this as the moment your business officially came to life. These documents show your legal name, structure, and basic rules. Most business owners forget that every amendment… every tweak to the corporate structure… should be filed and kept updated.
We once spoke with a founder who had changed his share structure two years earlier but never updated his articles. Ugh. The amount of cleanup work this created could have been avoided with a simple update. Corporate lawyers often point to this as one of the most common oversights in Montreal companies.
2. Shareholder Records and Agreements
Now, if you have ever had two partners disagree about who owns what, you already know why these records matter. Share registers, certificates, transfers… all of this builds the story of ownership.
A shareholder agreement is like the relationship rulebook. It explains how decisions are made, how shares are sold, what happens when someone leaves, and who gets a vote in major decisions. Without it, even small misunderstandings can snowball into disputes that drain time, energy, and frankly, everyone’s patience.
3. Corporate Minute Book… your company’s memory box
Every corporation in Quebec must keep a minute book. But here is the funny part… many people think it is just a folder collecting dust in a drawer. It is actually a legal requirement that holds resolutions, meeting minutes, registers, and proof that directors approved major decisions.
When we review businesses, this is the first place we look. If something is missing, it usually signals that the company has been running on autopilot… which is risky. A well maintained minute book shows that a corporation operates responsibly and transparently.
4. Financial Statements and Accounting Records
These are not just for accountants. They help prove your business is compliant with CRA and Revenu Québec, and they tell lenders or investors that you are financially healthy.
Studies from Canadian business regulators show that companies with organized financial records face fewer audits and have faster access to credit. Makes sense, right? If your finances are clear, people trust you more.
Keep everything organized… tax returns, payroll details, expense receipts, and year end financial statements. If anything feels messy, your accountant and corporate legal team can help streamline it.
5. Contracts, Licensing Documents, and Compliance Certificates
This is the pile that grows fastest. Vendor contracts, leases, employment agreements, nondisclosure forms… all those little papers that keep day to day operations running.
Plus, many industries in Montreal require specific permits or compliance certificates. Losing track of these can cause delays or big fines. We always suggest keeping digital and physical copies so nothing slips through the cracks during hectic seasons.
6. Registers Required Under Quebec Corporate Law
Corporations must maintain registers for directors, officers, shareholders, and securities. Missing or outdated information can create issues during audits or when trying to sell the business. It may seem like extra paperwork, but these registers protect you when major decisions come up.
Final Thoughts… keep your documents tight, and your business stays stronger
Seriously, having the right paperwork is not just about rules. It boosts credibility, keeps your company out of trouble, and makes expansion way easier. When you work with a legal team that understands corporate structure, everything just feels lighter.
If you ever feel unsure about what your corporation is missing, many of the help businesses audit and rebuild their legal records so nothing falls through the cracks.
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