CONP0160 – Application for an Employment Agency Business Licence

Jurisdiction: Country: Canada | Province/State: Alberta

What is a CONP0160 – Application for an Employment Agency Business Licence?

The CONP0160 is the provincial application you use to get licensed to run an employment agency business in Alberta. You use it to seek approval to operate a business that connects job seekers with employers, recruits on behalf of employers, or offers staffing and placement services within Alberta. The licence lets you legally provide recruitment and placement services in the province. It also subjects your business to specific rules that protect job seekers and employers.

You complete this form if you plan to open a recruitment or staffing firm in Alberta. You also complete it if your existing business outside Alberta recruits for Alberta roles, or if you expand into Alberta by opening a local branch. The licence applies to many models. It covers permanent placement, temporary staffing, executive search, and specialized recruitment, including recruitment for temporary or foreign workers if you operate in Alberta.

Who typically uses this form?

• Founders of new recruitment agencies. Owners or officers of staffing firms expanding into Alberta. Corporate compliance managers updating licensing for multiple locations. Sole proprietors who place workers as their business. Partnerships or corporations that match candidates to employers and collect fees from employers.

Why would you need this form?

• Alberta requires a provincial licence for employment agency businesses. The licence confirms you understand and will follow consumer protection rules. Those rules include strict limits on charging job seekers, advertising standards, disclosure duties, and record-keeping. The form collects your business details, ownership information, and certifications so the regulator can vet your operation before issuing a licence.

Typical usage scenarios

• You start a boutique recruitment firm that places engineers with oil and gas companies. You charge employers a placement fee. You file the CONP0160 before you begin placing candidates in Alberta.
• You run a national staffing agency that supplies temporary administrative staff. You open a Calgary branch. You file the CONP0160 to add Alberta licensing for that branch.
• You are an executive search firm based in Toronto. You regularly recruit C‑suite roles for Alberta employers. You file the CONP0160 so you can recruit within Alberta and advertise Alberta roles.
• You operate a platform that screens candidates and then introduces them to employer clients for a fee. Your platform’s business model counts as an employment agency. You apply using the CONP0160.
• You plan to recruit workers for Alberta roles from outside the province. You still need the Alberta licence if you target Alberta clients or roles.

If your business simply sells job postings without screening, referrals, or introductions, you may not need this licence. But if you promote that you find or place candidates, or collect a fee tied to placement, plan to apply.

When Would You Use a CONP0160 – Application for an Employment Agency Business Licence?

You use the CONP0160 before you advertise, solicit, or deliver recruitment or placement services in Alberta. File it when you create the business or expand into the province. If you operate already, file it before you accept Alberta clients or candidates for agency services.

You also use the form for renewals. Alberta licences are not perpetual. You renew before expiry to avoid a lapse. Use the same form for amendments, such as changing your business name, adding a trade name, relocating your office, or appointing a new responsible person. If ownership or directors change, you update the licence details through this form as well.

Typical users

• Sole proprietors launching a recruiting practice.
• Partnerships that match tradespeople to short-term projects.
• Corporations that run temporary staffing desks.
• Executive search boutiques that charge employers retainer fees.
• Businesses that recruit foreign or out-of-province workers for Alberta roles.
• Out-of-country firms that solicit Alberta employers or Alberta candidates.

If you do any of these in or into Alberta, you use this form.

You also use the form if your agency paused operations and you need to reinstate the licence. If the regulator suspended or cancelled your licence, you may use the form to apply again after you address the issues. In all cases, apply early. Many agencies wait until they have a client mandate in hand. That delays placement. Get licensed first so you can onboard clients without interruption.

Legal Characteristics of the CONP0160 – Application for an Employment Agency Business Licence

This application is part of a provincial licensing regime. It is not a private contract between you and a client. It is a regulatory filing that, once approved, results in a government-issued licence. The licence authorizes you to operate an employment agency business in Alberta. Operating without a licence can lead to enforcement, including fines and stop orders.

The form becomes legally significant because of your declarations. You certify that your statements are true and complete. You consent to verification checks. You agree to comply with the law and any licence conditions. False or misleading statements can be an offence. They can also be grounds to refuse, suspend, or cancel your licence.

What ensures enforceability?

Enforceability comes from provincial legislation and the licence terms. The regulator can audit your business. They can request records and investigate complaints. They can impose conditions on your licence or restrict activities. They can suspend or cancel for cause. You must display your licence at your business location. You must include the licence name or number where required, including some advertising and client communications.

There are key substantive obligations you should expect:

• You cannot charge job seekers for finding or attempting to find them work. That includes direct fees, hidden fees, or conditions that force them to buy services to access placement. Your revenue should come from employer clients.
• You must not mislead job seekers or employers. That includes pay rates, job duties, qualifications, fees, or guarantees.
• You must keep clear records. Retain contracts, fee agreements, invoices, candidate referrals, and placements for the required period. Store records at the location you list on the form.
• You must provide receipts and copies of agreements to clients. Use plain language. Disclose fees, refund terms, and any guarantees.
• If you recruit foreign or temporary workers, you must meet all additional recruitment and employment standards. Build those requirements into your process and contracts.
• You must handle personal information properly. You will collect sensitive information from candidates. You need policies for consent, use, disclosure, and secure storage. Limit collection to what you need for placement.
• You must supervise your staff and agents. You are responsible for their compliance. Train them on the rules and your policies.

The form and the licence connect your operations to these rules. When you sign, you agree to them. That is why completing the form accurately matters. It shapes the licence conditions you receive and the scope of your approved activities.

How to Fill Out a CONP0160 – Application for an Employment Agency Business Licence

Follow these steps. Work through the form in order. Keep your sentences and descriptions simple and factual.

1) Confirm you need the licence

• Describe your services in one sentence. If you match job seekers to employers for a fee, you likely need it.
• Decide whether you will place permanent, temporary, or contract workers. Note if you recruit outside Alberta for Alberta roles.

2) Gather required documents

• Government-issued ID for each owner, partner, director, and officer.
• Incorporation documents or partnership registration. Include extra-provincial registration if applicable.
• Trade name registration if you use a name different from your legal name.
• List of Alberta business locations and mailing address.
• List of all directors, officers, partners, and significant owners. Include addresses and birth dates.
• Past licence numbers if you held this or related licences.
• Any court, bankruptcy, or disciplinary records you must disclose.
• Your standard employer service agreement and fee schedule.
• A brief description of your services and recruitment process.
• If requested, recent background checks or consents to obtain them.

3) Identify the licence activity

• In the “Licence Type” section, select Employment Agency Business.
• Indicate whether this is a new application, a renewal, a reinstatement, or an amendment.
• If renewing or amending, include the current licence number.

4) Provide your legal entity information

• Choose the legal form: corporation, partnership, or sole proprietorship.
• Enter the legal name exactly as registered. Do not use your trade name here.
• Include your Alberta corporate access number or extra‑provincial registration number if applicable.
• Enter the jurisdiction and date of formation.

5) List trade names

• Enter each trade name you will use in Alberta.
• Make sure each trade name is registered before you list it.
• Use the exact spelling and punctuation on your registrations.

6) Business addresses and contact information

• Provide your physical business location in Alberta. If you have more than one, list each location.
• If you operate remotely but serve Alberta, provide the address where you store Alberta records.
• Provide a mailing address if different from the physical address.
• Provide a business phone number and email address. Ensure you monitor both.
• Identify the primary contact for licensing matters. Include direct phone and email.

7) Designate responsible persons

• Name the individual responsible for day-to-day compliance at each location.
• Provide their position title, phone, and email.
• If the form asks for branch managers, list them for each Alberta branch.

8) Ownership, partners, directors, and officers

• List all individuals who are owners, partners, directors, or officers.
• Include full legal names, positions, home addresses, and dates of birth.
• For owners, include the percentage ownership.
• If there is a corporate owner, include its legal name and registration details. Then list that corporation’s directors or controlling individuals if requested.
• Ensure each individual signs any required consent and declaration.

9) Background disclosure

• Answer all questions about criminal charges, convictions, bankruptcies, civil judgments, or past licence issues.
• If the answer is yes, provide a short, factual explanation. Include dates, jurisdictions, outcomes, and any discharge or completion details.
• Attach supporting documents when requested. Label attachments clearly.
• Do not omit facts you think are minor. Omissions can delay or sink the application.

10) Describe your business activities

• Provide a clear, concise description of your services.
• State whether you provide permanent placement, temporary staffing, executive search, or a mix.
• Confirm you do not charge job seekers for placement. Say so plainly.
• Explain how you charge employers. Describe your fee model and when you invoice.
• If you recruit foreign or out-of-province workers for Alberta roles, state that. Note your compliance processes at a high level.

Example: “We recruit permanent software engineers for Alberta employers. We charge employers a percentage fee upon candidate start. We do not charge candidates any fees for placement.”

11) Trust account and client funds (if applicable)

• If the form asks about trust accounts, answer based on your actual practices.
• If you hold client funds in trust, provide the bank name, branch address, and account title.
• If you do not hold trust funds, state that the section does not apply.

12) Advertising and public representations

• List the platforms and methods you use to advertise in Alberta.
• Confirm you will display your licence as required at your business location.
• Confirm you will include any required licence details in your advertising if requested.

13) Records and privacy practices

• Identify where you will store your records and for how long.
• State who has access and how you protect personal information.
• Confirm you will provide records to the regulator on request.

14) Attach your standard forms

• Attach your standard employer service agreement. Include fee terms and refund policy.
• Attach sample candidate consent forms for sharing resumes with employers.
• Attach sample invoices and receipts. Show the fee breakdown clearly.
• Keep your documents in plain language. Avoid hidden fees or unclear conditions.

15) Insurance (if requested)

• If the form requests proof of insurance, attach your certificate.
• If not requested, consider carrying commercial general liability and errors and omissions insurance. It supports your risk management.

16) Read the declarations and conditions

• Read every clause before you sign. Do not skim.
• Look for statements about accuracy, consent, compliance, and notification of changes.
• Note your duty to update the regulator about changes to ownership, name, address, or responsible persons.

17) Signatures

• The authorized signing officer must sign for a corporation. Include name, title, and date.
• All partners may need to sign for a partnership if the form requires it.
• A sole proprietor signs personally.
• If the form includes a consent for background checks, each listed individual signs their consent.
• Sign in ink or with an approved digital signature, depending on submission method.

18) Payment of fees

• Calculate the fee for the application type. New, renewal, and amendments can differ.
• Choose a payment method accepted by the program. Follow the form’s instructions.
• If paying by cheque or money order, use the exact payee name shown on the form. Do not send cash.
• If paying electronically, complete the payment step before you submit the application.

19) Submission

• Review the entire package. Check names, numbers, and addresses for consistency.
• Confirm all required attachments are included. Use a simple index or cover sheet.
• Submit through the specified channel. Keep copies of everything you send.
• If you mail the package, use a trackable method.

20) After you submit

• Monitor your email and phone for questions from the regulator.
• Respond quickly to any requests for clarification or documents.
• Do not advertise or operate until your licence is approved.
• When approved, display the licence prominently at your business location.
• Train staff on licence conditions and your compliance policies.

21) Renewal and changes

• Track your expiry date and renewal window. Start the renewal early.
• Use the same form to report changes in ownership, business name, location, or responsible persons.
• Report material changes promptly. Do not wait for renewal.

Practical tips to avoid delays

• Keep entity names consistent across all sections and attachments.
• Use the same address format everywhere. Minor differences can trigger questions.
• If you answer “yes” to a disclosure question, attach a brief statement. A clear explanation helps the review.
• Provide a direct contact who can answer questions during business hours.
• Avoid vague service descriptions. Be specific about who you serve and how you charge.

Common mistakes to avoid

• Listing a trade name you have not registered.
• Forgetting to include extra‑provincial registration for an out-of-province corporation.
• Leaving owner birth dates or addresses blank.
• Describing candidate fees for placement. You cannot charge job seekers for finding work.
• Failing to list a physical location for record storage.
• Skipping signatures on individual consent pages.

What the regulator looks for

• A legitimate business entity with clear leadership and accountability.
• A business model that charges employers, not job seekers, for placement.
• Straightforward contracts and transparent fee terms.
• Adequate record-keeping and privacy practices.
• Truthful, complete disclosures about background and past licensing.

By completing the CONP0160 carefully, you set up your agency for a smooth licensing review. Use plain language. Keep your answers short and precise. Show that you understand the rules and have built them into your operations. That helps you get licensed and start placing candidates without delay.

Legal Terms You Might Encounter

• Employment agency business means a business that connects employers with workers. On CONP0160, you confirm that you carry on this activity for pay. If you only hire for your own company, you are not an employment agency.
• Applicant is the person or business applying for the licence. If you are a corporation or partnership, the business is the applicant. You still need to list people who control or manage it.
• Authorized representative is the person you name to act for the applicant. This person can sign CONP0160, answer questions, and receive notices. Choose someone who knows your operations and can respond fast.
• Directors, officers, partners, and owners are the people who control the business. CONP0160 asks for their details and history. You disclose names, birthdates, addresses, and any disciplinary or criminal history.
• Trade name or operating name is the name you use in the market. If you operate as a different name than your legal name, list it on CONP0160. The licence will show the legal name and trade name.
• Branch or business location is each physical place where you operate. If you have more than one location, you may need to identify each. CONP0160 asks for addresses and contact details for all Alberta locations.
• Background disclosure means telling the regulator about past issues. CONP0160 asks about bankruptcies, licence suspensions, fines, or convictions. Answer fully and honestly. Partial disclosure risks denial.
• Conditions are rules the regulator can place on a licence. If granted with conditions, you must follow them. CONP0160 includes declarations that you will comply with conditions set by the regulator.
• Records retention means keeping accurate files of your activities. You document clients, placements, and fees. CONP0160 confirms you understand your recordkeeping obligations and will keep records as required.
• Advertising relates to how you promote your services and jobs. Some practices are restricted. On CONP0160, you acknowledge you will follow advertising rules and will not mislead job seekers.

FAQs

Do you need an Employment Agency Business Licence if you only place independent contractors?

Yes, if you connect people with work for a fee, you likely need it. The label “contractor” does not remove licensing duties. Review your activities against the definition on CONP0160.

Do you need a licence if you only recruit for your own company?

No. Internal hiring for your own staff does not require an agency licence. CONP0160 applies to businesses that place workers with other employers.

Do you need a separate licence for each location?

You list each Alberta location on CONP0160. Some operators need a licence that covers all listed branches. If you add a new branch later, file an amendment before operating.

Do you need to list all directors and owners on CONP0160?

Yes. List every director, officer, partner, and anyone with significant control. Missing a person is a common reason for delays or refusal.

Do you need a police information check with CONP0160?

The regulator may run its own background checks after consent. In some cases, you may be asked for a recent police information document. Provide it quickly if requested.

Can you charge job seekers any fees?

Alberta generally restricts fees charged to job seekers. Agencies earn from employers, not workers. Review current rules before setting fees or ads.

Do you need a licence if you operate online from outside Alberta?

If you serve Alberta-based clients or job seekers, you likely do. Location of your office does not remove licensing duties. Apply with CONP0160 before marketing in Alberta.

How long does processing take and is the fee refundable?

Processing times vary. The fee is usually non-refundable, even if denied. Submit a complete, accurate CONP0160 to avoid delays and extra costs.

Checklist: Before, During, and After the CONP0160 – Application for an Employment Agency Business Licence

Before you sign

• Confirm your business structure. Sole proprietor, partnership, or corporation.
• Gather your legal name and trade name details. Match your registrations.
• Collect addresses for head office and all Alberta locations.
• Identify your authorized representative. Get their contact details.
• List all directors, officers, partners, and owners. Include birthdates and addresses.
• Prepare disclosure on bankruptcies, licence actions, fines, or convictions.
• Compile previous business names and prior licences, if any.
• Prepare a short description of services. Temporary, permanent, or executive search.
• Draft a sample client service summary. Fees you charge to employers.
• Confirm advertising practices. No misleading claims or banned fee language.
• Have identification ready for key people. You may need scans if requested.
• Arrange payment. Confirm accepted payment methods and reference details.
• Set up a secure recordkeeping plan. Storage location and retention period.
• Identify who will monitor compliance. Assign responsibility in writing.
• Review insurance and contracts. Align with your services description.

During signing and final review

• Check the legal name matches your business records exactly.
• Confirm trade names are spelled and punctuated correctly.
• Verify each address. Include unit numbers and postal codes.
• Confirm the authorized representative’s email and phone.
• Ensure all control persons are listed. None missing.
• Verify dates of birth and home addresses for each person.
• Review background disclosure answers for completeness.
• Explain any “Yes” answers in clear plain language.
• Confirm the service description matches your operations.
• Review any attached documents for legibility and dates.
• Check the fee amount and payment reference field.
• Read the declarations line by line. Understand each one.
• Sign and date in the correct boxes. Use the correct capacity.
• Keep a PDF of the final signed CONP0160. Save a version number.

After you submit

• Save proof of filing and payment confirmation. Label the files clearly.
• Calendar a follow-up date based on posted timelines.
• Watch email and voicemail. Respond to regulator requests within days.
• Provide any extra documents quickly. Use the same file naming.
• Do not start operating until the licence is issued.
• When issued, review the licence conditions carefully.
• Display and use the licence as directed. Follow any posting rules.
• Update your ads and website. Use approved names only.
• Train staff on what fees are allowed and what are not.
• Set up a log for complaints and resolutions. Keep it current.
• Build a placement file template. Capture each engagement.
• Calendar renewal dates at least 60 days in advance.
• If anything changes, file an amendment. Do this before changes take effect.
• Store the filed CONP0160, licence, and correspondence. Keep them secure.

Common Mistakes to Avoid

Leaving out a director or owner

• Consequence: Processing stops or the regulator refuses the application.
• Don’t forget to cross-check your corporate registry records. Ensure everyone is listed.

Vague or inconsistent service descriptions

• Consequence: Extra questions, delays, or conditions placed on your licence.
• Don’t forget to describe services in clear terms that match your contracts.

Incomplete background disclosure

• Consequence: Denial for non-disclosure or integrity concerns.
• Don’t forget to disclose relevant bankruptcies, licence actions, and convictions with dates.

Using a trade name not on the form

• Consequence: Advertising violations and possible enforcement.
• Don’t forget to list every operating name you plan to use in Alberta.

Submitting before you are ready to operate

• Consequence: Expired approvals or missed conditions.
• Don’t forget to align your staffing, systems, and policies before filing.

What to Do After Filling Out the Form

1. File the application with the regulator using the accepted method. Follow the instructions on the form. Pay the fee in full. Keep the receipt and confirmation number.
2. Track your submission. Note the date, method, and any reference numbers. Assign one person to manage regulator communications.
3. Respond fast to information requests. Provide clear, complete answers. If asked for documents, send readable copies. Use consistent file names.
4. Wait for the licence decision. Do not operate until the licence is granted. If you receive a conditional licence, read each condition. Update processes to comply before taking clients.
5. When your licence arrives, verify the details. Check legal name, trade name, and addresses. Confirm the expiry date. Store the digital and paper copies in secure folders.
6. Set up licence display and disclosures. Post the licence if required. Align your marketing with the names on the licence. Use approved wording about your services and fees.
7. Train your team. Cover intake scripts, contracts, advertising rules, and fee policies. Explain that fees to job seekers are restricted. Review what to do if someone asks to pay you for a job lead.
8. Implement recordkeeping. Create standard templates for clients, job orders, placements, and complaints. Use unique file numbers. Define retention periods and access controls.
9. Plan for renewal. Calendar the expiry date and a 90-day reminder. Gather any updates well before renewal. Budget for the renewal fee.
10. Manage amendments. File an amendment if ownership, directors, locations, or names change. Do this before you advertise or operate under the new details.
11. If you are refused or conditions are imposed, read the decision carefully. Note any timelines to respond or reapply. Fix the issues before your next submission.
12. Keep compliance active. Run periodic audits of ads, contracts, and files. Document any issues and fixes. This helps with renewals and inspections.