Using DocuSign for RC145 (Request to Close Business Number Accounts)

Understanding RC145 and Electronic Signatures in Business Closure

In the realm of business administration, closing a business number account is a critical step for entrepreneurs and companies winding down operations. For Canadian businesses, the RC145 form—officially known as the “Request to Close Business Number (BN) Accounts”—serves as the primary document to notify the Canada Revenue Agency (CRA) of this intent. This process ensures compliance with tax obligations and prevents unnecessary administrative burdens post-closure.

What is RC145?

The RC145 form is a straightforward yet essential CRA document used to request the deactivation of a Business Number (BN) account. A BN is a unique identifier assigned by the CRA for tax-related activities, including GST/HST, payroll, and import/export accounts. Businesses submit RC145 when ceasing operations, selling assets, or transferring responsibilities to avoid penalties for inactive accounts.

Key details on the form include:

• Business information (name, BN, address).
• Reason for closure (e.g., dissolution, amalgamation).
• Effective closure date.
• Contact details for follow-up.

Submitting RC145 manually via mail or fax can be time-consuming, especially for remote teams or international stakeholders. This is where electronic signature platforms like DocuSign come into play, transforming a paper-based process into a secure, digital workflow.

Canadian Electronic Signature Regulations

Canada’s framework for electronic signatures is robust and business-friendly, governed primarily by the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial equivalents like Ontario’s Electronic Commerce Act. At the federal level, electronic signatures are legally equivalent to wet-ink signatures under the Uniform Electronic Commerce Act (UECA), adopted across most provinces.

For official CRA forms like RC145, the agency explicitly accepts electronic submissions through its online portals or authorized e-signature tools, provided they meet reliability standards:

• Intent and Consent: Signers must demonstrate clear intent (e.g., via typed name or click-to-sign).
• Record Integrity: Documents must remain unaltered post-signature, with audit trails.
• Security: Use of encryption and authentication methods like knowledge-based or biometric verification.

CRA guidelines emphasize that e-signatures must be “reliable” for the context—meaning low-risk administrative forms like RC145 qualify easily, unlike high-stakes contracts requiring notarial seals. This aligns with global standards but prioritizes data privacy under PIPEDA, mandating secure handling of personal information. Businesses using e-signatures for RC145 benefit from faster processing, as CRA can review digital submissions in days rather than weeks.

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Streamlining RC145 Submission Using DocuSign

DocuSign, a leading e-signature platform, offers a seamless way to handle RC145 submissions, reducing administrative overhead for Canadian businesses. From preparation to CRA delivery, the process leverages DocuSign’s core features like templates, audit trails, and integrations, ensuring compliance and efficiency.

Step-by-Step Guide to Using DocuSign for RC145

1. Prepare the Document: Download the RC145 form from the CRA website (cra-arc.gc.ca). Fill in basic details manually or use DocuSign’s fillable fields to auto-populate business info from integrated CRM systems like Salesforce.

2. Upload and Set Up Signing Workflow: In DocuSign eSignature (starting at $10/month for Personal plan), upload the PDF. Designate signers—typically the business owner or authorized representative. Add fields for electronic signature, date, and initials. For multi-party closures (e.g., partnerships), route sequentially to ensure all parties review.

3. Enhance Security and Compliance: Apply CRA-aligned features:

   • Access Codes: Require a PIN for signer authentication.
   • Identity Verification (IDV) Add-On: For higher assurance, enable SMS or knowledge-based checks (metered at extra cost).
   • Audit Trail: DocuSign automatically generates a certificate of completion, timestamping actions to meet PIPEDA’s record-keeping requirements.

4. Send and Track: Dispatch via email or SMS. Signers access via secure link—no account needed. Track status in real-time; reminders automate follow-ups if delays occur.

5. Submit to CRA: Once signed, download the enveloped PDF with embedded certificates. Email or upload to CRA’s Represent a Client portal. DocuSign’s integrations with Google Workspace or Microsoft 365 streamline this.

Benefits for Business Closure Processes

Using DocuSign for RC145 accelerates closure by 70-80% compared to traditional methods, per industry benchmarks. The Standard plan ($25/user/month annually) includes templates for recurring forms, while Business Pro ($40/user/month) adds bulk send for multiple account closures. For enterprises, Advanced Solutions offer SSO and governance, ideal for compliance-heavy firms.

However, envelope limits (e.g., 100/year/user on annual plans) apply, and API users may need Developer plans ($600/year Starter). In Canada, DocuSign’s ESIGN/UETA compliance extends seamlessly to PIPEDA, but cross-border teams should note add-on costs for SMS delivery.

Potential challenges include initial setup for non-tech-savvy users and costs scaling with volume. Overall, it’s a reliable choice for straightforward RC145 handling, minimizing errors in business wind-downs.

Comparing Leading eSignature Platforms for Business Forms Like RC145

When evaluating e-signature tools for administrative tasks like RC145, businesses weigh factors such as pricing, compliance, ease of use, and regional support. Below is a neutral comparison of DocuSign, Adobe Sign, eSignGlobal, and HelloSign (now part of Dropbox Sign), based on 2025 public data.

This table highlights trade-offs: DocuSign excels in robust workflows, while alternatives offer affordability or simplicity.

Overview of Adobe Sign

Adobe Sign provides a PDF-centric approach, ideal for form-heavy processes like RC145. Integrated with Acrobat, it allows in-app signing and automated workflows. Pricing starts low, but enterprise features add up. It’s compliant in Canada via PIPEDA and offers strong mobile support.

Spotlight on eSignGlobal

eSignGlobal stands out for its global compliance across 100+ mainstream countries, with particular advantages in the Asia-Pacific (APAC) region. APAC electronic signatures face fragmentation, high standards, and strict regulations, contrasting with North America’s more framework-based ESIGN/eIDAS models. In APAC, standards emphasize “ecosystem-integrated” approaches, requiring deep hardware/API-level integrations with government-to-business (G2B) digital identities—far beyond email verification or self-declaration common in the West.

eSignGlobal competes head-on with DocuSign and Adobe Sign worldwide, including in North America, by offering competitive pricing on a no-seat-fee model. The Essential plan at $299/year (about $24.9/month) allows sending up to 100 documents for electronic signature, unlimited user seats, and verification via access codes—all while maintaining high compliance and cost-effectiveness. It seamlessly integrates with Hong Kong’s iAM Smart and Singapore’s Singpass, making it a strong fit for cross-border businesses handling forms like RC145 alongside APAC operations.

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HelloSign and Other Contenders

HelloSign, rebranded under Dropbox, focuses on simplicity for small to medium businesses. At $15/user/month, it handles basic RC145 signing with easy templates and team collaboration, though it lacks DocuSign’s advanced automation.

Final Thoughts on eSignature Choices

For Canadian businesses streamlining RC145 via DocuSign, the platform’s reliability shines in compliant, efficient closures. As alternatives, options like Adobe Sign suit PDF workflows, while HelloSign offers SMB ease. For regional compliance needs, especially in diverse markets, eSignGlobal emerges as a balanced, cost-effective selector. Evaluate based on your scale and geography for optimal fit.