Your CRA Mail is Going Digital This Spring!

Get Ready, Businesses: Your CRA Mail is Going Digital This Spring!

Mark your calendars! The way Canadian businesses receive most of their correspondence from the Canada Revenue Agency (CRA) is changing, and it's happening sooner than you might think. Starting in spring 2025, the CRA is making a significant shift to online mail as the default delivery method for most business-related documents.

This means those familiar paper notices, statements, and letters will largely be replaced by digital versions accessible through the CRA's secure online portal, My Business Account.

Who Does This Affect?

This digital transformation impacts a wide range of businesses:

• New business number and program account registrations: If you're just starting, this will be your primary way of receiving CRA mail from the get-go.
• Existing businesses already registered for My Business Account: You're already halfway there!
• Businesses with a representative: If your accountant or another authorized individual accesses CRA services on your behalf via "Represent a Client," they'll also be using the online system.

This move is part of the CRA's ongoing commitment to enhance service delivery, making managing your tax obligations faster, more secure, and more convenient. Essentially, it means you'll need to log into My Business Account to retrieve important documents like your notice of assessment.

Your #1 Preparation Step: Update Your Email Address NOW!

The most crucial step you can take to prepare for this change is to ensure your email address (or addresses!) is up-to-date in your My Business Account.

Why is this so important? Because the CRA will use these email addresses to notify you when there are important changes to your account and, more importantly, when you have new mail to view in My Business Account. Think of it as your digital mailbox flag.

You can have up to three email addresses on file for each program account, making it easy to include your authorized representative, accountant, or other key individuals who need to be aware of your CRA correspondence. Without a current email, you risk missing critical updates and essential documents.

New business owners, take note: Register for My Business Account and provide a valid email address as soon as you get your business number and program accounts. This will prevent you from missing vital notifications from the outset.

What is "Business Correspondence" Anyway?

"Business correspondence" is a broad term encompassing all the notices, letters, forms, statements, and other documents the CRA sends to communicate important information about your business tax account or returns.

With the shift to online mail, your business correspondence will be considered received on the date it's posted to your My Business Account.

How to Access Your Online Mail:

It's straightforward! Once the change takes effect:

1. Sign in to My Business Account (or "Represent a Client" if you're an authorized representative).
2. From the left-hand navigation menu, go to the "Correspondence" heading and select "Mail."
3. Select and review your mail.

Are There Any Exceptions?

Yes, there are a few scenarios where paper mail will still be the default:

• Existing businesses not registered for My Business Account (through the business owner or an authorized representative) will continue to receive paper mail.
• Charities will continue to receive paper mail unless they specifically sign up for online mail.
• Non-resident businesses without access to My Business Account through a representative or a Canadian resident owner will also continue to receive paper mail.

The Benefits of Going Digital

Switching to online mail isn't just about modernization; it offers tangible advantages for your business:

• Quicker Communication: Get updates and support from the CRA faster.
• Earlier Confirmation: Receive timely confirmation for your tax information.
• Convenience: Manage your business taxes quickly and easily from your computer or mobile device.
• Eco-Friendly: Reduce paper waste and contribute to a greener future!

Prefer Paper Mail? You Can Still Request It.

While the default is shifting, if you genuinely prefer to receive your correspondence by paper mail, you can make a request to activate this option. Starting in May 2025, you'll have two ways to do this:

1. Select paper mail as your delivery method for correspondence within My Business Account.
2. Fill out and mail Form RC681 – Request to Activate Paper Mail for Business.

This is a significant change, but one that promises to streamline how businesses interact with the CRA. By taking a few proactive steps now, you can ensure a smooth transition and enjoy the benefits of faster, more secure, and more efficient tax management. Are you ready to embrace the digital future of your CRA mail?