CRA Stopping Paper Mail for Businesses in 2025

CRA Stopping Paper Mail for Businesses in 2025

The way businesses interact with the Canada Revenue Agency (CRA) has changed significantly. The familiar brown envelopes that were a staple of business mail for decades are largely being replaced by online mail. Since spring 2025, the CRA has used a primarily digital-first communication strategy for businesses, and at Modern Axis CPA, we want to make sure you're set up for it.

Key takeaways

  • Since spring 2025, CRA has shifted most business correspondence — notices of assessment, statements, audit letters — to digital delivery through My Business Account instead of paper mail.

  • Correspondence is considered legally received on the date CRA posts it to your My Business Account, not when you read it — so failure to check the portal regularly can mean missed deadlines and penalty exposure.

  • Notification emails come from do_not_reply-ne_pas_repondre@cra-arc.gc.ca — whitelist this address and the cra-arc.gc.ca domain to prevent critical alerts from landing in spam.

  • A signing authority who wants to keep paper correspondence can request it (available since May 2025) in My Business Account or by submitting Form RC681. The request must be renewed every 2 years, and mail returned undeliverable switches the business back to online mail.

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." Online mail is now the default for most businesses (a signing authority can still request paper mail), 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 new-mail notifications to the email addresses on file for each program account (up to three), and it does not notify a representative separately just because they are authorized.

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 amounts from your own most recent assessed personal income tax and benefit return (from the last 2 years) to verify your identity. Business return amounts are not used; you add your business after you register.

  3. The CRA will mail a security code to the address on file, arriving within 10 business days, to provide full access. For immediate access, you can use CRA's document verification service on a mobile device with a Canadian passport, driver's licence or provincial or territorial photo ID.

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. Since May 2025, someone with signing authority (an owner, director or legal representative) 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". The request must be renewed every 2 years, and if CRA mail is returned undeliverable, delivery switches back to online mail. Keep your mailing address current and keep checking your "My Business Account" even if you choose paper.

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 over. By taking these steps, you can stay on top of your business's tax obligations.

Frequently asked questions

When is CRA stopping paper mail for businesses?

CRA phased out most paper mail for businesses starting in spring 2025. Notices of assessment, statements of account, and audit-related correspondence will be delivered through My Business Account instead. Online mail became the default on May 12, 2025 for new business and program account registrations, and on June 16, 2025 for existing My Business Account users and businesses with a representative in Represent a Client. A signing authority can still request paper mail. Businesses with no My Business Account and no authorized representative, charities, and some non-resident businesses are not affected.

How do I register for CRA My Business Account?

Go to canada.ca/my-business-account and choose CRA register. You'll need your Social Insurance Number, date of birth, postal code, and an amount from your own most recent assessed personal tax return from the last 2 years to verify your identity — business returns aren't used. CRA then mails a security code to your address on file that activates full account access within 10 business days, or you can get immediate access through CRA's document verification service with government-issued photo ID. Once activated, add up to three email addresses to receive notifications, and authorize your CPA or bookkeeper for representative access.

What happens if I miss a CRA notice in my online account?

Correspondence is considered legally received on the date CRA posts it to your My Business Account — not the date you read it. Missing a notice of assessment, instalment reminder, or audit letter can trigger interest, penalties, missed appeal deadlines, and in serious cases, collections action. The CRA position is that login responsibility falls on the business owner, not the representative. Check the account at least weekly during active filing periods.

Will my accountant still get notified of CRA correspondence?

Representatives authorized through Represent a Client can view CRA correspondence in your account, but CRA doesn't notify them separately just because they're authorized. Notification emails go to the addresses on file for each program account, up to three per account, and a firm or bookkeeper email can be one of them — added through My Business Account, Represent a Client or Business Registration Online. Authorize your CPA for view access so they can check the account during engagements, but you remain responsible for monitoring notifications and forwarding anything urgent.

Can I opt out and keep getting CRA paper mail?

Yes, since May 2025. You can opt back into paper correspondence by changing your communication preferences inside My Business Account, or by completing and mailing Form RC681, Request to Activate Paper Mail for my Business. Only someone with signing authority can make the request, and it must be renewed every 2 years. If CRA mail is returned undeliverable, delivery switches back to online mail, so keep your mailing address current. Most CPAs recommend keeping the online account active even if you choose paper, because it's also the fastest channel for many transactions.

How do I make sure CRA email notifications don't go to spam?

Whitelist the address do_not_reply-ne_pas_repondre@cra-arc.gc.ca in your email client's safe senders list. For belt and braces, whitelist the full cra-arc.gc.ca domain so any future CRA sender addresses are also covered. Make a habit of checking your junk folder once a week during tax season, and add a calendar reminder to log into My Business Account directly — the email is a courtesy notification, not the official delivery method.

Alex Ataman, CPA
Founder
Modern Axis CPA