CONP12620 – Application for a Business Licence or Registration – Business Information

Jurisdiction: Country: Canada | Province or State: Alberta

What is a CONP12620 – Application for a Business Licence or Registration – Business Information?

Definition and purpose

The CONP12620 is the core business information form for licensing or registration in Alberta. You use it to tell the licensing authority who you are, what you do, and where you operate. It captures the legal details needed to approve your business to operate. It also links your activities to the right licence type and any related conditions.

Think of it as your official snapshot. It records the legal name, ownership, operating address, and the nature of your services. It also confirms that you meet location, safety, and other compliance requirements. The form becomes part of your licence file. Staff use it to assess eligibility, calculate fees, and set licence conditions.

Who typically uses this form?

You use this form if you plan to operate a business in Alberta that requires a licence or registration. That includes home-based and commercial businesses. It includes new startups and existing businesses that are moving, expanding, or changing ownership. Sole proprietors, partnerships, corporations, and non-profits use it. Out-of-province companies use it when they begin operating locally. Franchises use it for each location. Contractors, retailers, food services, personal services, transportation, and professional practices use it.

Property owners and managers may not file the form, but they often sign consent sections. Consultants or accountants sometimes complete it on behalf of owners. The authorized signing officer must still sign and certify the information.

Why you would need this form?

You need this form to lawfully operate within the local jurisdiction. A licence or registration confirms your business meets local rules. The form gives the authority enough detail to issue the licence and set any conditions. It may be needed to secure inspections or location approvals. It is often required before you open your doors, advertise, or begin work. It also helps prevent delays with fire, health, or building checks.

Insurers, landlords, lenders, and vendors may also ask for proof of licensing. If you are bidding on projects, the contracting party may require evidence of valid licensing. Without this form, the authority cannot issue or renew your licence.

Typical usage scenarios

• You are launching a new café. You complete the form to identify your legal entity and location. You describe the activities, such as food service and seating. You attach floor plans and approvals. The authority uses the form to route inspections and issue the licence.
• You are a contractor who wants to work in a new municipality. You complete the form for that area. You list your company details, insurance, and trade activities. You pay the fee and receive the licence for that area.
• You are moving your hair studio to a larger space. You update the form with the new address and layout. You confirm the number of chairs and staff. You provide landlord consent. The authority reviews zoning. They adjust your licence and issue new conditions.
• You are adding a mobile unit to your food business. You list vehicle details and commissary location. You confirm waste disposal and water supply. You receive a licence endorsement for mobile operations.
• You are an online business with local storage and pickup. You use the form to identify your warehouse and pickup hours. You confirm that activity is allowed at that location. You receive the licence for that use.

When Would You Use a CONP12620 – Application for a Business Licence or Registration – Business Information?

You use this form before you start operating. You also use it when your business changes in a way that affects licensing. File it when you first open, even for a home-based business. File it again if you move to a new site or add a second location. File it when your legal structure changes. For example, you switch from sole proprietor to corporation. File it when ownership changes by sale, transfer, or merger. A licence usually does not transfer with ownership.

Use it when you add or change business activities. A retailer who adds a service area may need to update. A consultant who adds training events at the office may need to update. You should also file it when you expand into a new municipality. Each area issues its own licence. You need a form for each area where you operate.

Use it for seasonal or temporary operations. That includes markets, pop-ups, and temporary construction offices. File it when you plan to work door-to-door or from a vehicle. Mobile and itinerant businesses usually need a licence endorsement.

Use it to renew if your licence has lapsed. Some authorities require a new application after a lapse. Use it to correct prior errors or add missing details. Accurate information keeps inspections and renewals on track.

Landlords and property managers may ask you to file it before they sign a lease. They want to ensure the use is allowed at the site. They may request a development permit reference. Attaching the form to your lease package can speed approvals.

Finally, use it when you change your trade name. The licence shows the name customers will see. If the public-facing name changes, update the licence. This helps with enforcement and consumer clarity.

Legal Characteristics of the CONP12620 – Application for a Business Licence or Registration – Business Information

The form is a formal application and declaration. When you sign it, you certify the information is true and complete. The authority relies on your statements to issue a licence. Because of that, the form carries legal weight. False statements can lead to refusal, suspension, or revocation. They can also result in penalties.

The form supports a regulatory decision. The licence allows you to operate a specific activity at a specific site. The decision may include conditions. For example, hours of operation or occupancy limits. It may require inspections before opening. It may require ongoing reporting. Those conditions are enforceable once the licence is issued.

The form is not a contract between you and the authority. It is a regulatory submission. It shows your consent to be bound by the licensing bylaw or regulation. It shows your agreement to comply with conditions and inspections. It also shows your agreement to pay fees and renew on time.

What ensures enforceability?

Enforceability comes from several features. The form includes identity checks and declarations. It links the business to owners and locations. It documents the scope of activities. It captures approvals, such as permits and inspections. It usually requires a signature from an authorized person. That signature confirms your authority to bind the business.

Your information is collected for licensing and enforcement. It can be shared with internal departments to process your file. It can be used to schedule inspections and verify compliance. In some cases, it can be shared with other agencies when required by law. The authority safeguards personal information. They keep it as long as needed for regulatory purposes.

Licences usually expire. Most run for one year, unless noted. You must renew on time to stay compliant. Some activities have extra requirements before renewal. For example, proof of insurance or updated inspections. Watch for expiry dates and renewal notices.

Licences are typically non-transferable. If ownership changes, a new owner files a new application. If the business name or legal status changes, you must update the licence. Operating under an outdated licence can lead to enforcement.

Finally, your licence sits alongside other approvals. It does not replace land use, building, fire, or health approvals. You must hold those where required. The form often asks for their numbers. Staff will verify those before issuing your licence.

How to Fill Out a CONP12620 – Application for a Business Licence or Registration – Business Information

Follow these steps. Gather documents before you begin. That reduces back-and-forth and speeds approval.

1) Identify the legal entity

• Enter the full legal name. Use the exact name on your legal records.
• Select your structure: sole proprietor, partnership, corporation, or non-profit.
• If you are a corporation, enter the incorporation number and jurisdiction.
• If you are a partnership, list the registered partnership name if applicable.
• If you use a trade name, list it. This is the name customers see.

2) Provide business identifiers

• Provide your business number if you have one.
• Enter your corporate access number if assigned.
• If you do not have these, leave them blank or note “pending.”
• Do not guess. Wrong numbers cause delays.

3) Add primary contact details

• Provide the contact person for licensing questions.
• Include phone, email, and preferred contact method.
• This person should know your operations and timelines.

4) List owners, partners, or directors

• Provide full legal names and positions.
• Include home addresses and contact details if requested.
• Disclose ownership percentages if the form asks.
• Use an extra schedule if you have more owners than lines.

5) Describe the business activities

• Use clear plain language. Avoid jargon.
• State your main services and any secondary services.
• Be specific. For example, “retail clothing” rather than “retail.”
• If you offer on-site services, list them. Note delivery or mobile work.

6) Select the licence category

• Choose the category that best fits your activities.
• If unsure, call the licensing office before filing.
• Pick endorsements for specialized activities if available.

7) Provide the operating location(s)

• Enter the physical address for each location.
• Include unit number and building name if applicable.
• List a separate mailing address if different.
• For home-based businesses, mark it as home-based.
• For mobile work, list your vehicle base or dispatch location.

8) Confirm land use and premises details

• Indicate if you have a development or use approval.
• Provide floor area, number of seats, or number of stations if relevant.
• Add occupancy load if known.
• Attach site plans or floor plans if requested.

9) Obtain owner or landlord authorization

• If you do not own the premises, get written consent.
• Many forms include a landlord sign-off section.
• Ask the landlord to confirm permitted use and unit details.
• Attach the lease page with names and the premises address if needed.

10) Disclose staffing and operations

• Enter number of employees, contractors, or chairs.
• State hours of operation.
• Note any peak activity periods that affect parking or traffic.
• For mobile vendors, list the number of vehicles in service.

11) Provide vehicle information (if mobile or fleet-based)

• List plate numbers, VINs, and vehicle types.
• State where vehicles are stored when not in use.
• Attach a schedule if you have more vehicles than lines.

12) Attach required approvals

• Include copies of approvals for your type of business if required.
• Examples include building, fire, or health-related approvals.
• Include certificates or letters of compliance if you have them.
• If inspections are pending, note the booking dates.

13) Provide insurance and bonding (if applicable)

• Some activities require liability insurance or a bond.
• Attach certificates that show coverage and policy dates.
• Ensure the insured name matches your legal entity.

14) Provide professional or trade credentials (if applicable)

• If your activity is regulated, attach relevant credentials.
• Ensure the name on the credential matches the applicant.

15) Add safety and compliance details

• Answer questions about hazardous materials, equipment, or processes.
• Disclose storage methods, quantities, and safety plans if asked.
• Provide emergency contact information.

16) Confirm waste and sanitation arrangements

• Describe waste disposal, grease traps, or special handling if relevant.
• For mobile food, confirm commissary and water supply details.

17) Answer disclosure questions

• Disclose prior licence suspensions or convictions if asked.
• Answer fully. Omissions can lead to refusal.
• If something does not apply, write “N/A.”

18) Review fee calculation

• The fee often depends on activity type and scope.
• The form may include a fee table or will direct you to one.
• Confirm if additional endorsements add fees.
• Confirm if the fee is pro-rated based on date.

19) Complete the declarations

• Read each statement carefully.
• Confirm that you understand operating conditions.
• Confirm you will notify the authority if facts change.
• Initial where required.

20) Sign and date

• The authorized signing officer should sign.
• Use ink for paper filings. Use the official e-sign option if online.
• Print your name and title under the signature.
• Check if a witness is required and sign that section if needed.

21) Attach schedules

• Use schedules for extra owners, vehicles, or locations.
• Label each schedule with your legal name and the form number.
• Number the pages to avoid misfiling.

22) Prepare your submission package

• Include the completed form, all attachments, and schedules.
• Include a copy of your ID if required.
• Include payment or payment authorization.

23) Submit and keep copies

• Submit online or in person as directed.
• Keep a full copy of everything you file.
• Save your receipt and any reference number.

24) Respond to follow-ups

• Watch for emails or calls about missing items.
• Book inspections promptly when asked.
• Provide any revised plans or clarifications quickly.

25) Receive and display the licence

• Once approved, you receive a licence or confirmation.
• Display it at your place of business if required.
• Keep a copy in each vehicle if mobile.
• Note the expiry date for renewals.

Practical tips

• Use consistent names across all documents. Mismatches cause delays.
• Do not overstate your activities. Only seek what you will actually do.
• If you plan phased growth, note that. You can add endorsements later.
• Coordinate timing. Some approvals must come before licensing.
• Build time into your launch plan. Inspections can take several days.

Common mistakes to avoid

• Leaving blanks. If something does not apply, write “N/A.”
• Guessing on approvals. Verify numbers or attach “pending” proof.
• Skipping landlord consent. It is often mandatory in leased spaces.
• Listing the wrong unit. Double-check the civic address and unit.
• Forgetting insurance dates. Make sure the policy is active through opening.

By completing the form carefully, you set up a smooth review. You reduce the risk of holds and rework. You also create a clear record for renewals and future changes.

Legal Terms You Might Encounter

• Applicant refers to the person or entity completing the CONP12620 form. You provide your legal identity and contact details. You accept responsibility for the accuracy of the information.
• Legal name is the exact name on your formation documents or ID. Use this on the CONP12620 form wherever it asks for “legal name.” It must match records. Mismatches slow processing.
• Trade name, also called operating name, is the public name you use. Enter it only if you operate under a different name. Make sure you spell it exactly the same each time.
• Business structure describes how your business is organized. Sole proprietorship means one individual owner. Partnership means two or more owners. Corporation is a separate legal person. The CONP12620 form asks which structure applies. Your choice affects the owner information you must list.
• Registered office and principal place of business are two different addresses. The registered office is your official records address. The principal place of business is where you operate. If you work from home, that can be your principal place. The CONP12620 form may ask for both.
• Directors and officers are the individuals who manage a corporation. Directors set direction. Officers handle daily management. If you apply as a corporation, list all required directors and officers. The CONP12620 form uses this to verify control and accountability.
• Authorized signing officer is the person allowed to sign for the business. This can be an owner, partner, director, or appointed manager. The CONP12620 form requires the signature of someone with authority. If you are not the owner, include proof of your authority if asked.
• Business activity description explains what you do day to day. Write in plain language. Be specific, not vague. The CONP12620 form uses your description to decide if your activity needs a licence or registration. It also helps decide what inspections or approvals apply.
• Premises and land use refer to your location and how it may be used. Zoning rules restrict certain activities at certain locations. The CONP12620 form may ask for your premises details. You may also need to confirm your activity is allowed at that address.
• Licence versus registration describes two different outcomes. A licence is formal permission to carry on a licensed activity. Registration records your business information but may not grant permission to operate a regulated activity. The CONP12620 form can lead to either outcome. Your activity determines which applies.
• Declaration and attestation are your statements that the information is true. You confirm you have authority to sign. You accept that false statements can lead to refusal, cancellation, or penalties. The CONP12620 form includes this at the end, near the signature block.

FAQs

Do you need a business licence or a registration?

It depends on your activity and location. Some activities require a licence before you operate. Others require only registration. The CONP12620 form collects your details to assess what applies. If your activity involves health, safety, or public interaction, expect licensing. If you sell from a fixed location, expect more checks. If in doubt, complete the form and describe your activity clearly.

Do you need to register a trade name before completing the form?

If you operate under a name that is not your legal name, you generally need to register that name. On the CONP12620 form, enter your legal name and your trade name. Keep the spelling consistent with your records. If the form asks for proof of the name, provide it with your submission.

Do you need land use or zoning approval first?

If you operate from a physical location, confirm your activity is allowed at that address. Home-based operations may also need approval. On the CONP12620 form, provide the correct premises information. If the form asks for proof of land use compliance, attach it. If you plan to operate mobile or online only, still describe your activity. You may still need a licence.

Do you need to list all owners, partners, directors, or officers?

Yes, list everyone the form requests. Provide full legal names, positions, and addresses where required. If you omit a required person, your application can be delayed or refused. The CONP12620 form uses this to verify control, accountability, and eligibility.

Do you need insurance or inspections to get approved?

Some activities need insurance or inspections. Examples include activities affecting health, safety, or the public. If the CONP12620 form asks for policy numbers, certificates, or inspection results, attach them. If you do not have them yet, note the status in the form. Be ready to submit proof when requested.

Do you need to pay a fee with the form?

Most applications require a fee. Fees can vary by activity, location, or business size. Review the fee instructions that come with the CONP12620 form. Pay the exact amount using accepted methods. If your payment fails or the amount is wrong, processing will stop.

Do you get a licence number right away?

No. You typically receive an acknowledgment first. Processing time varies by activity and workload. You may receive requests for more information. Do not begin a regulated activity until you receive your licence. For registrations, you receive a confirmation when recorded.

Do you need to update your information after you file?

Yes. Update the authority if owners, directors, addresses, or activities change. Many programs require prompt updates. Use the amendment instructions linked to the CONP12620 process. Include your existing licence or registration number when you submit changes.

Checklist: Before, During, and After the CONP12620 – Application for a Business Licence or Registration – Business Information

Before you sign and submit

• Confirm your legal name exactly as registered.
• Decide your business structure and have proof if needed.
• Decide your trade name and confirm its correct spelling.
• Prepare a plain-language description of your activities.
• Confirm your start date or planned start date.
• Confirm your premises address, including unit number.
• Verify that your activity is allowed at your location.

Gather owner, partner, director, and officer details

• Full names, positions, addresses, and contact details.
• Birthdates or ID details if the form requires them.
• Identify your authorized signing officer.

Prepare any required approvals or certificates

• Premises approval, safety inspection, or compliance letters.
• Insurance certificates, if requested for your activity.

Prepare supporting business documents

• Formation documents, partnership agreement, or corporate registry printouts.
• Trade name proof if you use an operating name.
• Confirm fee amount and payment method.
• Set aside time to complete the entire form in one sitting.
• If applying for multiple locations, prepare a list for each location.

During completion and signing

• Enter the legal name exactly as shown on your records.
• Ensure the trade name matches your proof document.
• Use a complete physical address, not a P.O. Box, for premises.
• Use a mailing address for correspondence if different.
• Describe your activities clearly and specifically.
• Select the correct business structure.
• List all required owners, partners, directors, and officers.
• Confirm the authorized signing officer is correctly identified.
• Answer all yes/no questions. Do not leave blanks.
• Attach all requested supporting documents.
• Check the fee section and include correct payment details.
• Review the declaration and attestation carefully.
• Sign and date in the correct place using your usual signature.
• If filing electronically, follow the signing instructions exactly.

After submission

• Save a complete copy of the signed form and all attachments.
• Record your submission date, method, and any reference number.
• Monitor your email and phone for follow-up questions.
• Respond promptly to any requests for more information.
• Note your expected processing timeline, if provided.
• Do not begin a regulated activity until you receive approval.

When you receive your licence or confirmation

• Verify that your name, address, and activity are correct.
• Check the effective date, conditions, and expiry date.
• Display your licence at your premises if required.

Add key dates to your calendar

• Renewal deadline and inspection windows.
• Deadlines for reporting changes.
• Set a reminder to update records if ownership or address changes.
• Store your records securely for your retention period.
• If declined, review the reason and correct the deficiencies before reapplying.

Common Mistakes to Avoid CONP12620 – Application for a Business Licence or Registration – Business Information

• Using the wrong legal name. Don’t guess or shorten your legal name. A mismatch leads to delays or rejection. Check your formation documents and copy the name exactly.
• Vague business activity descriptions. Don’t write “consulting” or “retail” alone. Explain what you sell, to whom, and how. Vague descriptions can trigger extra questions or the wrong classification.
• Missing owners or directors. Don’t leave out partners, directors, or officers required by the form. Omissions are treated as incomplete disclosure and can cause refusal.
• Incorrect or incomplete addresses. Don’t mix your mailing address with your premises address. Use unit numbers and postal codes. Wrong addresses can cause misdirected mail or failed inspections.
• Skipping required approvals or insurance. Don’t submit without required inspections or insurance documents. Missing proofs can stall approval or lead to conditions you cannot meet.

What to Do After Filling Out the Form CONP12620 – Application for a Business Licence or Registration – Business Information

• Submit the form using the method stated in your instructions. Include all attachments and the correct fee. Keep proof of delivery or submission.
• Watch for an acknowledgment message or reference number. Save it. Use it when you contact the office.
• Be ready to answer follow-up questions. You may need to clarify your activity or premises. You may be asked for more documents. Reply quickly to avoid delays.
• If an inspection is required, prepare your premises. Ensure access. Have your documents available on site. Fix any deficiencies promptly and confirm when resolved.
• When you receive your licence or registration, review it line by line. Confirm the legal name, trade name, and address. Confirm the activity description matches your operations. Check the effective date, expiry date, and any conditions.
• If something is wrong, request a correction right away. Provide the reference number and the specific change you need. Attach proof if needed.
• Display or carry your licence as required. If you operate at a fixed site, post it in a visible place. If you operate mobile, keep a copy with you.
• Add the renewal date to your calendar. Set reminders 60, 30, and 7 days before expiry. Start renewal early if inspections apply.
• Plan for amendments. You must update your records if you change:
  • Ownership, partners, directors, or officers.
  • Legal name or trade name.
  • Premises address or additional locations.
  • The nature or scope of your activities.
• Use the amendment process linked to the CONP12620 workflow. Include your current licence or registration number. Attach documents that support the change. Pay any amendment fee.
• If you cease operations, file a closure or cancellation notice. Keep a copy of the notice and the final confirmation. Update your internal accounts and records.
• Store your application, licence, and correspondence securely. Keep them for your retention period. You may need them for renewals, audits, or inspections.
• If your application is refused, review the reasons. Fix the issues. Reapply when ready. If you believe the decision is in error, follow the review or appeal path offered with your decision letter.
• Finally, align your internal processes with your licence conditions. Train staff on the permitted activities and any limits. Monitor compliance. This protects your licence and reduces risk.