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CRA Stopping Paper Mail for Businesses in 2025

CRA is Going Digital, and Your Business Needs to Be Ready

The way businesses interact with the Canada Revenue Agency (CRA) is undergoing a significant transformation. The familiar brown envelopes that have been a staple of business mail for decades are being phased out. Starting in the spring of 2025, the CRA is shifting to a primarily digital-first communication strategy for businesses, and at Modern Axis CPA, we want to ensure you're prepared for this change.

This move means that most official correspondence, including notices of assessment, statements, and other important documents, will no longer arrive by post. Instead, they will be delivered directly to your CRA "My Business Account." This transition is mandatory for most businesses, and being unaware of this shift could lead to missed deadlines and compliance issues.

Why the Change?

The CRA's goal with this initiative is to make communication more efficient and secure. The benefits include:

  • Speed: Access your important documents much faster than through traditional mail.

  • Convenience: Manage your business tax information online, 21 hours a day, from any device.

  • Security: The "My Business Account" portal uses sophisticated security measures to protect your sensitive information.

  • Eco-Friendly: Reducing paper consumption is a positive step for the environment.

Who is Affected?

This change to online correspondence will impact:

  • New businesses registering for a business number.

  • Existing businesses that are already registered for a CRA "My Business Account".

  • Businesses that have authorized a representative, like your accountant at Modern Axis CPA, to have online access.

It's crucial to understand that even if you have authorized us to access your account, the responsibility for checking for new mail remains with you, the business owner. The CRA sends notifications of new mail to the business owner's email address on file, not to the representative.

Your Action Plan: Embrace Your "My Business Account"

The single most important step you can take is to register for and actively use your CRA "My Business Account." Correspondence is considered legally "received" on the date it is posted to your online account, not when you open it. This makes regularly checking your account essential to avoid missing time-sensitive requests or deadlines.

Here’s how to get set up:

Step 1: Register for a CRA "My Business Account"

If you don't already have an account, you'll need to register.

  1. Go to the CRA's "My Business Account" page online.

  2. You will need your Social Insurance Number (SIN), date of birth, postal code, and information from your most recent personal and business tax returns to verify your identity.

  3. The CRA will issue a security code via mail or email to provide full access.

Step 2: Add and Verify Your Email Address

Once registered, the most critical step is to add a valid email address to your profile. The CRA will use this email to notify you when you have new mail to view in your account. You can add up to three email addresses, so you may consider adding the email of a key person in your business or your bookkeeper.

Step 3: Don't Let CRA Emails Get Lost in Junk!

An email notification you don't see is as unhelpful as a letter that never arrives. It is vital to ensure that these important notifications from the CRA don't get filtered into your junk or spam folder.

Here's how to prevent this:

  • Add the CRA to Your Safe Senders: Add the CRA's official "from" address, do_not_reply-ne_pas_repondre@cra-arc.gc.ca, to your email's safe sender list.

  • Whitelist the Domain: To be extra safe, whitelist the entire CRA domain: cra-arc.gc.ca. This tells your email provider that any communication from this domain is legitimate.

  • Check Your Junk Folder Regularly: Make it a habit to periodically check your junk or spam folder just in case an important email has been misplaced.

What If I Still Want Paper Mail?

The CRA does allow businesses to opt-out of online-only mail. Starting in May 2025, you can request to continue receiving paper correspondence by either changing your settings within your "My Business Account" or by completing and mailing Form RC681, "Request to Activate Paper Mail for my Business".

We're Here to Help

This transition to digital is a significant change, but it's a move toward a more modern and efficient system. The team at Modern Axis CPA is here to support you. While the onus is on business owners to monitor their accounts, we can guide you through the registration process and answer any questions you may have.

The era of waiting for the mail carrier for important tax documents is coming to an end. By taking these proactive steps now, you can ensure a smooth transition and stay on top of your business's tax obligations.