CONP0161 – Authorization of Directors, Officers, Partners or Applicant

Jurisdiction: Country: Canada | Province or State: Alberta

What is a CONP0161 – Authorization of Directors, Officers, Partners or Applicant?

The CONP0161 is a consent and authorization form used in Alberta for regulated business licensing and related registrations. You complete it to allow the regulator to verify your identity, check your background, and assess your suitability in connection with a licence or registration. The form is used when a business applies, renews, or changes key people. It captures the personal consent of each director, officer, partner, or sole proprietor (the “applicant”). It confirms you understand what information will be collected, why it is needed, and how it may be used in the licensing process.

This form is not the licence application itself. It is one piece in the full application package. The regulator will not finish its review until every required individual has submitted their own completed authorization.

Who Typically Uses This Form?

Corporations, partnerships, and sole proprietors that need a provincial licence or registration in a regulated consumer or commercial activity use this form. If you serve as a director, officer, or partner of the applicant business, you will usually need to complete your own copy. If you are a sole proprietor, you complete it as the applicant yourself.

Why would you need this form?

Alberta regulators must assess the integrity and suitability of people who control or manage a licensed business. The form gives clear consent to collect and verify personal information. It helps the regulator check criminal records, credit history where relevant, prior regulatory actions, and other factors tied to honesty and financial responsibility. Those checks support fair markets and protect the public.

Typical usage scenarios

• You will see this form in licensing packages for activities where consumer trust and handling of funds are central. For example, you might complete it if your business seeks a licence to operate a collection agency or credit reporting agency, to sell goods or services under certain regulated models, to fundraise as a charitable organization or fundraising business, or to provide other provincially regulated services.
• You will also use it when renewing an existing licence, adding or replacing directors or officers after a licence is issued, or transferring ownership or control. If you hire a consultant or lawyer to handle the application, this form may also include a section that authorizes that representative to communicate with the regulator on your behalf.

In all cases, the purpose is the same: you grant specific consent so the regulator can make an informed licensing decision.

When Would You Use a CONP0161 – Authorization of Directors, Officers, Partners or Applicant?

You use the CONP0161 any time a licensing program requires personal background checks for individuals who direct, manage, or control the applicant business. If you are applying for a new licence, each director and officer of a corporation submits their own authorization. If you run a partnership, each partner submits one. If you operate as a sole proprietor, you submit one as the applicant.

You also use the form on renewal when the program requires updated authorizations or if any responsible person has changed. Suppose your corporation adds a new director mid‑term. You submit an updated authorization for that individual so the regulator can assess the change before allowing them to continue in that role for a licensed entity. The same applies if you promote a senior manager to an officer role that the program considers a “control person.”

Consider a practical example. You manage a company that wants a provincial licence to collect debts. Your package includes the business application, supporting financials, and a CONP0161 for each director and officer. One director lives outside Alberta. They still complete the form and provide acceptable identification and address history so the regulator can run background checks across jurisdictions. Another example: your nonprofit seeks authorization to solicit donations in Alberta. Your officers and directors complete the CONP0161 as part of the registration to confirm they are fit to manage charitable funds.

You may also use the form to authorize a representative. If your law firm or compliance consultant needs to discuss the file with the regulator, you name them on this form if it includes an “authorized representative” section. This avoids delays because the regulator will not share personal or application details without clear, signed consent from the individuals concerned.

In short, you use the CONP0161 when the regulator needs personal consent from you—because of your role in a regulated business—to run checks and decide if the licence or registration should be granted, renewed, amended, or maintained.

Legal Characteristics of the CONP0161 – Authorization of Directors, Officers, Partners or Applicant

The CONP0161 is a legally binding consent and declaration. By signing, you authorize the collection, use, and disclosure of your personal information for the licensing or registration purpose identified on the form. You also confirm that the information you provide is true and complete. This consent allows the regulator to verify your background with police agencies, credit bureaus where relevant, regulators, courts, and other public or private databases that hold information about criminal history, financial integrity, and regulatory compliance. The consent often continues for the term of the licence or registration and covers renewals and related compliance checks.

What ensures enforceability?

First, the form clearly states the legal authority for collection and use of information in connection with the licensing program. Second, the form identifies you as the consenting individual, ties your consent to a specific business and program, and sets out the purpose of the checks. Third, your signature, date, and printed name show you knowingly agreed. Many versions also require a witness or Commissioner for Oaths/Notary Public, which strengthens the evidentiary value of your consent. Attachments such as a legible copy of government‑issued photo identification help confirm identity.

Providing false or misleading information is serious. If you omit material facts or misstate your history, the regulator can refuse, suspend, or cancel a licence or registration. You may face penalties under the governing legislation. You cannot sign the consent on someone else’s behalf unless the form expressly allows a legally recognized substitute and you can prove that authority. Because the form deals with personal information, each individual subject to checks must sign their own authorization.

You retain privacy rights. The regulator must limit collection and use to the stated purpose and safeguard your information. You can usually withdraw consent, but doing so will likely halt the application or affect the licence because the regulator cannot complete its suitability assessment without it. Keep a copy of what you sign. If your circumstances change—such as a new criminal charge, bankruptcy, or regulatory sanction—you must disclose promptly if the program requires ongoing reporting. That duty often continues after licensing.

How to Fill Out a CONP0161 – Authorization of Directors, Officers, Partners or Applicant

Follow these steps to complete the form correctly the first time. If your package includes a version with different section labels, match the instructions below to the closest headings on your form.

1) Prepare before you start

• Gather the business’s legal name, any trade names, and its Alberta corporate access number if incorporated.
• Confirm the licence or registration type you are applying for or renewing.
• Have your government‑issued photo ID ready. Use your legal name exactly as it appears on that ID.
• Collect your address history for at least the past five years with dates.
• Note any previous legal names or aliases.
• Be ready to disclose and document criminal charges or convictions, bankruptcies, regulatory actions, or civil judgments, if applicable.
• If you plan to authorize a representative, have their full contact details and the scope of authority you want to give.

2) Complete the business information section

• Legal business name. Enter the exact legal name. If you operate under a trade name, include that in the space provided.
• Business identifiers. Provide the corporate access number or federal corporation number if asked. If you are a partnership or sole proprietor, indicate that status.
• Licence or program. Select or write the specific licence or registration you seek (for example, collection agency, credit reporting, charitable organization). This ties your consent to a particular regulatory program.
• Business address and contacts. List the physical and mailing addresses, a main phone number, and a general email. Name a contact person for the file. This helps the regulator match your authorization to the correct application.

3) Identify your role

• Check the box for director, officer, partner, or applicant (sole proprietor). If your role includes more than one category, select the one that best reflects your duties in governance and control.
• Indicate the date you assumed the role, if asked. This is important when changes in control trigger the requirement to file a new authorization.

4) Provide your personal details

• Full legal name. Use the name on your government ID. Include middle names. Do not use initials unless your ID uses them.
• Previous names or aliases. Include maiden names, legal name changes, and any other names used in the past.
• Date of birth and place of birth. Enter exactly as shown on your ID.
• Gender and other identifiers. If requested, complete as stated on the form for identification purposes.
• Residential address. Provide your current residential address, not a PO box. The regulator may ask for address history for a set period; list each address with start and end dates.
• Contact information. Provide a direct phone and email that you monitor. The regulator may use these to clarify information or schedule fingerprinting if required.

5) Employment and role history (if requested)

• Current position with the applicant. State your title and summarize your responsibilities. Focus on duties tied to control over finances, compliance, or decision‑making.
• Past positions. Some versions ask for employment history. Provide employers, titles, and dates to show relevant background.

6) Answer disclosure questions

• Criminal history. Declare all criminal charges and convictions, including those outside Alberta. If you received a pardon or record suspension, follow the form’s instructions on disclosure. When in doubt, disclose and explain.
• Civil judgments and bankruptcies. List any personal bankruptcies, consumer proposals, or unpaid civil judgments. Provide case numbers and dates where available.
• Regulatory history. Disclose prior licence refusals, suspensions, cancellations, or disciplinary actions by any regulator. Include the program name, year, and outcome.
• Details and documents. If you answer “yes” to any question, attach a brief written explanation and supporting documents such as court records, discharge papers, or regulator letters. Be factual and complete. Incomplete disclosure causes delays.

7) Authorization of information collection and checks

• Read every authorization statement. You will see language allowing the regulator to request criminal record information, vulnerable sector checks if relevant, credit reports where permitted, and records from regulators and law enforcement.
• Confirm the duration of consent. Many forms state that consent continues through the licence term and renewals. If the form limits the time, note it.
• Initial key clauses if the form requires it. Some versions ask you to initial next to specific consents. Do not skip these.

8) Authorize a representative (if included)

• If the form includes a section to name an authorized representative, complete it only if you want someone to act and communicate for you. Enter the representative’s full legal name, organization, phone, and email.
• Define the scope. Indicate whether they may receive personal information, submit documents, respond to information requests, or access status updates. If the form presents options, check only those you agree to.
• Duration and revocation. If the form allows, set an end date or note that your authorization remains until you revoke it in writing.

9) Certification, signature, and date

• Review the entire form. Confirm that names, dates, addresses, and identifiers are accurate and consistent with your attachments.
• Sign your usual signature within the box provided. Print your name beneath the signature and add the date in the format requested.
• Witnessing or commissioning. If the form includes a witness or Commissioner for Oaths/Notary section, complete it as directed. Do not sign until you are in front of the witness or commissioner. Bring your photo ID to that meeting.
• If you are signing electronically, follow the program’s rules for e‑signatures, identity verification, and file format.

10) Attach required documents

• Identification. Include a clear copy of current government‑issued photo ID. Ensure the image is legible and not obscured by glare.
• Name change proof. If your current name differs from your ID or records, attach legal proof of the change.
• Disclosure support. Attach documents for any “yes” responses in the disclosure section. Label each attachment to match the question it supports.
• Additional forms. If the program requires fingerprints, background check request forms, or consent for credit checks, include those as part of the package.

11) Final checks and submission

• Consistency across forms. If multiple directors or partners are filing, ensure consistent business details and licence type across all authorizations.
• Legibility. Use black ink or complete electronically. Avoid corrections. If you must correct, cross out neatly, initial, and date.
• Keep a copy. Save a complete copy of the signed form and all attachments for your records.
• Submit with the application package. File the authorization together with the business application and fees. If you are updating the regulator on a change in directors or officers, submit this form promptly according to the program’s timelines.

Common Mistakes to Avoid

• Using nicknames or short forms instead of your full legal name.
• Forgetting previous names or missing address history.
• Leaving “yes” answers unexplained or without documents.
• Signing for someone else or using a stamped signature.
• Missing witness or commissioner details where required.
• Mismatched dates, especially between the form and supporting records.
• Illegible ID copies or attachments not labeled to the correct question.

Practical examples

• New licence. Your corporation applies for a regulated business licence. Each of your three directors completes a separate CONP0161, attaches ID, and discloses one director’s past consumer proposal with proof of completion. The regulator reviews all three authorizations and clears your application.
• Renewal with changes. You renew your licence and add a CFO as an officer. The CFO completes a CONP0161, and you submit it with the renewal. The regulator assesses the CFO’s background and updates the licence file.
• Representative added. You engage a compliance consultant to manage your application. You complete the representative section on your CONP0161, authorizing the consultant to communicate with the regulator and receive status updates. This avoids delays when the regulator requests minor clarifications.

If you follow these steps and provide accurate, complete information, your authorization will support a smooth assessment. When uncertain about a disclosure item, provide a short written explanation and attach the relevant document. Clarity up front prevents back‑and‑forth and keeps your application moving.

Legal Terms You Might Encounter

• Authorized signatory means the person who can bind the organization. On the CONP0161 – Authorization of Directors, Officers, Partners or Applicant, this is who signs on behalf of the entity.
• Director means a member of the board who oversees the organization. The form often lists each director who must grant authorization.
• Officer means a senior manager with a titled role. Think President, CEO, CFO, or Secretary. Officers named on the form may also need to authorize.
• Partner means an owner in a partnership. If your entity is a partnership, each partner listed on the form may need to authorize.
• Applicant means the business or person submitting the main application. The CONP0161 confirms the applicant has the authority to act, or has obtained it.
• Signing authority means legal power to sign for the entity. The form confirms who has that power, and for what purpose.
• Resolution means a documented decision by the board or partners. If the form requires proof, a resolution usually supports the signer’s authority.
• Consent means permission to collect, use, or share information. The CONP0161 may include consent for checks related to the application.
• Personal information means identifiable details about a person. For example, full name and role. The form may collect only what is needed.
• Declaration means a formal statement you assert is true. When you sign the form, you declare the information is accurate.
• Beneficial owner means a person who ultimately owns or controls the entity. Some versions require you to identify such individuals where relevant.
• Capacity means the role in which a person signs. You may sign as Director, Officer, Partner, or Authorized Representative on the form.
• Effective date means the date the authorization takes effect. On the CONP0161, this is the signature date unless stated otherwise.
• Revocation means withdrawal of authorization. If a person leaves their role, the organization may revoke their prior authorization.

FAQs

Do you need every director, officer, or partner to sign?

That depends on how your entity grants authority. If one authorized signatory can bind the entity, one signature may suffice. If the form asks for each individual’s authorization, each listed person must sign. Check your internal rules and any resolution.

Can you use an electronic signature on the CONP0161?

Many bodies accept qualified electronic signatures. Some still require wet ink. Confirm the signature standard before signing. If in doubt, use wet ink and keep the original.

Do you need a board or partner resolution with the form?

You may. If the signer’s authority is not obvious from their title, attach a resolution. The resolution should name the person, describe their authority, and be dated.

Do you have to list former directors or officers?

No. List only current directors, officers, partners, or the current applicant. If someone resigned, do not include them. Update your records before you complete the form.

Can you complete one CONP0161 for multiple related entities?

No. Complete one form per entity. Each legal entity needs its own authorization record. Mixing entities can cause rejection and delays.

What if a director or partner is not available to sign?

You have options. You can wait for their signature, appoint an alternate, or update your governance documents. If your rules allow a single signer, attach that proof. Always document why a signature is missing.

Is there an expiry for this authorization?

Some authorizations remain valid until revoked. Others have a stated expiry. If the form does not specify, treat it as valid for the specific application. Diarize a review date to confirm it remains current.

Can you correct a mistake after signing?

Yes. Do not overwrite. Strike through neatly, initial, and date the change. If the form does not permit changes, prepare a new clean version. Keep a record of any corrections.

Do you need to include personal identification?

You usually do not attach ID unless requested. You may be asked to present ID at filing or later. Collect it in advance in case it is requested.

What if you sign in the wrong capacity?

Do not submit. Correct the capacity to match your role. If you hold multiple roles, choose the one that grants authority. Attach a resolution if needed.

Checklist: Before, During, and After the CONP0161 – Authorization of Directors, Officers, Partners or Applicant

Before signing

• Confirm the legal name of the entity.
• Verify the entity’s registration number.
• List current directors, officers, and partners.
• Confirm job titles match your internal records.
• Identify who has signing authority.
• Obtain a current board or partner resolution, if required.
• Gather contact details for each listed person.
• Confirm if an electronic or wet ink signature is required.
• Prepare any required consent wording for information checks.
• Align the form with the main application details.
• Set a target filing date and courier plan if needed.
• Brief all signers on what they are authorizing.
• Pre-fill non-signature fields to reduce errors.
• Arrange a witness or commissioner if the form requires one.
• Establish who will file and who will store the records.

During signing

• Check the entity name matches your registration records.
• Confirm the registered office or business address if listed.
• Ensure each person’s name is spelled exactly as in records.
• Verify roles and capacities for each signer.
• Add dates next to every signature where required.
• Use the same date across all signature blocks if needed.
• Ensure initials appear on each page if the form requests them.
• Attach the resolution and label it clearly.
• Avoid blanks. Write “N/A” where a field does not apply.
• Make clean, legible entries in dark ink if using paper.
• Review consent language and confirm each person understands it.
• Check that the signature style matches prior filings, if relevant.
• Confirm the witness section, if any, is fully completed.
• Keep a scan copy of every signed page before submitting.

After signing

• Perform a final review for completeness and consistency.
• File the CONP0161 with the designated body.
• Note the filing method and any reference number.
• Confirm receipt and processing timelines.
• Securely store the original in the minute book or records file.
• Save a digital copy in a controlled access folder.
• Share copies with stakeholders who need them.
• Update your authorization matrix and contact lists.
• Log the effective date and any expiry or review date.
• Set a reminder to update after leadership changes.
• If the filing is rejected, identify issues and resubmit promptly.
• Document any follow-up correspondence for your records.

Common Mistakes to Avoid CONP0161 – Authorization of Directors, Officers, Partners or Applicant

Listing outdated people

• Do not include former directors, officers, or partners. This can trigger questions or rejection. Keep your list current.

Signing in the wrong capacity

• Do not sign as “Director” if you are an “Officer” only. Misstated capacity can invalidate the authorization. Attach a resolution if needed.

Missing a required signature or date

• Do not leave any signature block or date blank. Missing signatures cause immediate delays and rework.

Mismatched legal name or registration number

• Do not rely on trade names. Use the exact legal name and number. Mismatches can stall processing.

Skipping the resolution or proof of authority

• Do not assume your title alone is enough. If authority is unclear, include a resolution. Without it, your filing may fail review.

Using an unaccepted signature format

• Do not assume e-signatures are accepted. If a wet ink original is required, use paper. Otherwise, your filing may be rejected.

Forgetting to initial corrections

• Do not make un-initialed edits. Unverified changes can invalidate the page.

What to Do After Filling Out the Form CONP0161 – Authorization of Directors, Officers, Partners or Applicant

1. Submit the form through the designated channel. This may be online, by mail, or in person. Confirm the correct destination and any reference number.
2. Track the filing status. Note the date sent, the method, and the expected timeline. Follow up if you do not receive acknowledgment.
3. Respond to any information requests. Provide clarifications or corrected pages quickly. Keep a log of what you sent and when.
4. Update internal records. Place the signed original in the minute book or equivalent. Save a digital copy in your records system with access controls.
5. Notify stakeholders. Send copies to your legal, compliance, and operations teams. Ensure the main application team has the final version.
6. Diarize review and renewal. Set a reminder to revisit the authorization after leadership changes. Update the CONP0161 when roles change.
7. Handle amendments. If you must change a signer or capacity, prepare an updated form. Attach a new resolution if the authority changes.
8. Manage rejections efficiently. If the form is rejected, identify the reason. Correct the issue and resubmit with a brief cover note.
9. Maintain an audit trail. Keep versions, resolutions, and correspondence together. Use a standard naming convention for quick retrieval.
10. Align with related filings. Ensure the names and titles match your other applications. Consistency reduces questions and delays.
11. Plan for role transitions. If a director or officer resigns, revoke their authority in writing. File an updated CONP0161 promptly.
12. Secure personal information. Limit access to those who need it. Follow your retention schedule for disposal when allowed.