Sponsor eligibility
What Rutalien verifies before granting counter space
Our compliance desk applies a bank-style credit and integrity review. The file must stand on documents, not on representations. Every mandatory item below must be complete before an application enters review.
Entry thresholds
Minimum standing for a Canadian sponsor company
Legal form
Federal or provincial incorporation, or an extra-provincially registered entity, in active standing.
Trading history
Minimum 24 months of verifiable operating history under the same legal entity.
Financial capacity
Positive shareholder equity, or a bank letter of capacity covering the counter fee and delegation costs.
Tax standing
No outstanding CRA arrears; GST/HST registration current where turnover requires it.
Governance
Directors and beneficial owners above 25% disclosed and screened against sanctions and adverse-media sources.
Premises
A verifiable Canadian business address; virtual-only mailbox addresses are refused.
Documentary checklist
27 verification items across 5 categories
Items marked mandatory block the review. Notarisation means certified by a Canadian notary public or commissioner of oaths; authentication means further certification by Global Affairs Canada or the relevant provincial authority, with legalisation where the delegate's jurisdiction requires it.
Corporate existence and standing
| Document | Certification | |
|---|---|---|
Certificate / Articles of Incorporation cert_incorporation · Mandatory Federal (CBCA) or provincial incorporation certificate together with the articles as filed. | Federal (CBCA) or provincial incorporation certificate together with the articles as filed. | NotarisedAuthenticated |
Corporation Profile Report corp_profile · Mandatory Current corporate search or profile report listing registered office, directors and status. | Current corporate search or profile report listing registered office, directors and status.Dated within 30 days of submission. | Plain copy |
Certificate of Compliance / Status cert_compliance · Mandatory Proof of good standing confirming annual returns have been filed. | Proof of good standing confirming annual returns have been filed.Dated within 30 days of submission. | Plain copy |
CRA Business Number confirmation cra_bn · Mandatory Confirmation of the nine digit Business Number issued by the Canada Revenue Agency. | Confirmation of the nine digit Business Number issued by the Canada Revenue Agency. | Plain copy |
GST/HST registration certificate gst_hst · Mandatory Proof of active GST/HST registration. | Proof of active GST/HST registration. | Plain copy |
Provincial and municipal business licence business_licence · Mandatory Current operating licences for the province and municipality of the head office. | Current operating licences for the province and municipality of the head office. | Plain copy |
Master Business Licence / trade name registration trade_name · Supporting Required when the company operates under an operating or brand name. | Required when the company operates under an operating or brand name. | Plain copy |
Ownership, control and people
| Document | Certification | |
|---|---|---|
Register of directors and officers directors_register · Mandatory Complete current register with appointment dates. | Complete current register with appointment dates. | Plain copy |
Shareholder register shareholder_register · Mandatory Share classes and ownership percentages, identifying all beneficial owners of 25% or more. | Share classes and ownership percentages, identifying all beneficial owners of 25% or more. | Plain copy |
Government photo identification director_ids · Mandatory Passport or driver licence for every director and every 25%+ beneficial owner. | Passport or driver licence for every director and every 25%+ beneficial owner. | Notarised |
Corporate ownership chart ownership_chart · Supporting Required for group, holding or multi-tier structures. | Required for group, holding or multi-tier structures. | Plain copy |
Board resolution authorising the application board_resolution · Mandatory Resolution appointing the authorised signatory for this Rutalien application. | Resolution appointing the authorised signatory for this Rutalien application. | Notarised |
Authorised signatory specimen signature signature_specimen · Mandatory Notarised specimen signature of the authorised signatory. | Notarised specimen signature of the authorised signatory. | Notarised |
Financial standing and scale
| Document | Certification | |
|---|---|---|
Financial statements (2-3 fiscal years) financials · Mandatory Audited, reviewed or accountant-prepared statements for the last two to three fiscal years. | Audited, reviewed or accountant-prepared statements for the last two to three fiscal years. | Plain copy |
CRA Notice of Assessment (T2) cra_noa · Mandatory Latest corporate Notice of Assessment plus a tax clearance or no-arrears letter. | Latest corporate Notice of Assessment plus a tax clearance or no-arrears letter. | Plain copy |
Bank reference letter and statements bank_reference · Mandatory Bank reference letter plus six months of business bank statements. | Bank reference letter plus six months of business bank statements.Dated within 90 days of submission. | Plain copy |
Trade references trade_references · Mandatory Written references from at least two suppliers or clients. | Written references from at least two suppliers or clients.Dated within 180 days of submission. | Plain copy |
Commercial credit report credit_report · Mandatory Equifax, TransUnion or Dun & Bradstreet commercial report, or a D-U-N-S number. | Equifax, TransUnion or Dun & Bradstreet commercial report, or a D-U-N-S number.Dated within 90 days of submission. | Plain copy |
Payroll summary / T4 count payroll_summary · Mandatory Headcount evidence for the most recent payroll year. | Headcount evidence for the most recent payroll year. | Plain copy |
Liability insurance and workers coverage insurance · Mandatory Commercial General Liability certificate of at least CAD 2,000,000 plus provincial workers coverage clearance. | Commercial General Liability certificate of at least CAD 2,000,000 plus provincial workers coverage clearance. | Plain copy |
Longevity and reputation
| Document | Certification | |
|---|---|---|
Litigation, bankruptcy and insolvency search litigation_search · Mandatory Search results covering the company and its directors. | Search results covering the company and its directors.Dated within 90 days of submission. | Plain copy |
Sanctions, PEP and adverse media consent screening_consent · Mandatory Signed consent authorising Rutalien to run screening, plus any results already held. | Signed consent authorising Rutalien to run screening, plus any results already held. | Plain copy |
Industry memberships and exhibition history association_membership · Supporting Association memberships or evidence of prior exhibition participation. | Association memberships or evidence of prior exhibition participation. | Plain copy |
Purpose of participation
| Document | Certification | |
|---|---|---|
Exhibition participation undertaking participation_undertaking · Mandatory Signed counter usage agreement and participation undertaking. | Signed counter usage agreement and participation undertaking. | Notarised |
Company invitation letter invitation_letter · Mandatory Letterhead letter naming each foreign delegate and describing their role. | Letterhead letter naming each foreign delegate and describing their role.Dated within 90 days of submission. | Plain copy |
Delegate accommodation and logistics logistics_proof · Mandatory Proof of accommodation and travel arrangements for the delegation. | Proof of accommodation and travel arrangements for the delegation. | Plain copy |
Financial responsibility undertaking financial_responsibility · Mandatory Undertaking accepting financial responsibility for delegates while in Canada. | Undertaking accepting financial responsibility for delegates while in Canada. | Notarised |
Automatic refusals
- Shelf, dormant or newly incorporated entities created to sponsor a single delegation.
- Sponsors unable to evidence a genuine commercial relationship with the foreign delegates.
- Entities, directors or owners appearing on Canadian or international sanctions lists.
- Documents that are photocopied, unsigned, expired, or not notarised and authenticated where required.
- Any attempt to present the invitation instrument as an immigration, visa or work authorization document.
Next step
Prepare the file, then open your sponsor account
You can create the account and upload documents progressively. The file is only placed in the review queue once every mandatory item is uploaded and you submit it for verification.