Once the corporation has been incorporated the following is required:

1. (a) prepare a memo to accounting or enter a disbursement for the cost of the Minute Book according to your firm’s policy. If you're using a virtual cloud-based minute book system, simply create a new entity and begin entering in the relevant details to the database; and
2. (b) if you're still using physical minute books, prepare a tag for the spine for the Minute Book.

1. (a) First Director Resolutions
2. (b) Resignation of First Director – if the director listed on the Form 2 resigns
3. (c) Consent(s) to Act by the directors – if not already signed during the incorporation process
4. (d) By-Laws
5. (e) Shareholders Resolutions
6. (f) Subscription(s) for Shares
7. (g) Registered Office Agreement – if the law firm will act as the agent for maintaining the corporation’s registered office
8. (h) Share Certificates
9. (i) Form 6 – Changes Regarding Directors – if there is a change in directors; and
10. (j) Securities Register

1. Determine whether the shareholders will enter into a Unanimous Shareholder Agreement or a Shareholder Agreement. Prepare a Sole Shareholder Declaration if appropriate. If there is a Unanimous Shareholder Agreement or Sole Shareholder Declaration, a legend indicating that there is a Unanimous Shareholder Agreement or Sole Shareholder Declaration may need to be inserted on the face of the share certificates, depending on your jurisdiction.

1. Determine whether the corporation will be registered extraprovincially in any province or territory of Canada or elsewhere. If the corporation will be registered extraprovincially, check with your agents in each jurisdiction to determine the registration process

1. Diarize the anniversary date of incorporation as an annual return must be filed with Corporations Canada within 60 days of this date. The reminder can be set up electronically using corporate records management software or manually according to your firm’s procedures and tickler system process. If you are using MinuteBox, this date is automatically diarized in the Compliance tab.

1. Diarize the financial (fiscal) year end of the Corporation as annual consent resolutions or minutes of the annual general meeting must be dated within six months of this date but if the corporation actually holds a meeting there will be additional requirements. If the fiscal year end has not yet been decided, you must bring the file forward and follow up with the client and/or accountant to ensure that you obtain this date and diariaze it. If you do not have an electronic corporate database that is able to diarize this for you, follow your office procedure for bringing forward files and annual maintenance dates – for example: by preparing a “to do task” organized by date or by entering the corporation’s name and annual meeting due date in a list organized by month. If you are using cloud entity management software like MinuteBox then the bring forward date will automatically be created for you

1. If the client is not signing the documents at your office, prepare the Transmittal Letter enclosing all documents in p B and C above, as appropriate, for the client’s signature
2. If you're using cloud entity management software with e-signature roundtripping then you can simply send the documents out from your secure portal for signature and they will return automatically once signed

1. If there is a change in directors, forward the appropriate form ( e.g. Form 6 – Changes Regarding Directors to Corporations Canada) for filing or e-file the notice directly from MinuteBox
2. If the corporation will be registered extraprovincially in any jurisdiction, submit the required documents and fees to either your agents in that jurisdiction or directly to the appropriate corporate registry
3. Note that federal corporations in Newfoundland and Labrador, Nova Scotia and Ontario can take advantage of a customized service that automatically selects the appropriate provincial registration forms, inserts relevant information, then guides filers through the additional requirements using Corporations Canada Joint Online Registration System which can be accessed at https://www.ic.gc.ca/eic/site/cd-dgc.nsf/eng/cs05260.html. Many of these tasks can also be completed directly within MinuteBox
4. If there are extraprovincial registrations, generally the law firm inserts a tab with the name of the appropriate jurisdiction in the Minute Book and inserts the extraprovincial registration documents under the tab. If you don’t have pre-printed tabs for the various jurisdictions, you could insert two tabs under the Charter Documents / Articles tab with the first labelled “1” for the federal charter documents and a second tab with the number “2” for the extraprovincial documents. Some law firms prefer to set up a separate minute book for each extraprovincial jurisdiction that the corporation registered in. Other law firms keep the extraprovincial registration documents and all documents relating to the registration of the corporation in that jurisdiction in a file folder kept for that purpose. Finally, if you are maintaining a digital minute book then you can simply create a tab section called "Registrations" and file all relevant documents under that tab for easy organization of extra-jurisidctional registrations
5. Prepare the Report Letter to the client
6. Prepare a Statement of Account or arrange with your accounting department to prepare a statement of account for the incorporation, organization and extraprovincial registration(s), if applicable.