Understanding the RE-503 Amendment Form for Quebec Non-Profits (French)

Understanding the Official Form for Amendments of Non-Profit Organizations in Quebec

If you are managing a non-profit organization registered in Quebec, you may need to update certain details such as the organization’s name, address, or the number of directors. The official form used for these modifications is identified as RE-503, issued by Services Québec. This document provides a comprehensive guide to help you understand the purpose, filling procedure, and legal considerations involved in submitting this form.

Purpose and Scope of the Form

The RE-503 form is designed for legal amendments to the articles of incorporation or bylaws of a non-profit organization governed under Part III of the Companies Act in Quebec. It allows organizations to formally record changes such as:

• Modification of the organization's name
• Change of the registered office address
• Adjustment in the number of directors

This form ensures that the organization’s registration details are kept current in the official registry maintained by the Registraire des entreprises.

Step-by-Step Procedure for Filling Out the Form

1. Identification of the Organization

Begin by providing the organization’s official registered name and its version in another language, if applicable. Include the current registered address of the organization’s head office, specifying the apartment or office number, street, city, province, country, and postal code.

2. Indicating the Nature of the Modification

Specify the exact change you are requesting:

• Name Change: Enter the new organization name and, if relevant, its version in another language. Attach a research report on the proposed name and, if applicable, a reservation confirmation.
• Address Change: Provide the new complete address if the organization’s head office is relocating within Quebec.
• Number of Directors: State the new total number of directors, ensuring it matches the actual count.

3. Certification and Signatures

The form must be signed by an authorized officer or secretary of the organization. If you are submitting a certified copy of the adopted regulation (by-law or resolution), include it with your submission. The signature confirms the approval of the amendments by the organization’s governing body.

4. Submission and Payment

All pages of the completed form, along with the required documents and applicable fees, must be sent to the Registraire des entreprises. It is important to note that faxed submissions are not accepted. Ensure that the form is legible and complete to avoid delays.

Important Considerations and Deadlines

The form must be filled out carefully to comply with legal requirements. For example, a name change requires a research report to ensure the proposed name does not conflict with existing entities or violate linguistic regulations. Additionally, if the address change is within the same locality, a different procedure, such as a current update declaration, may be more appropriate.

There is no specific deadline for submitting this form, but it should be done promptly once the amendments are approved internally. The Registraire des entreprises will process the submission and update the registry accordingly, issuing an official notice of the change.

After the Submission

Following successful registration, the organization should update its internal records to reflect the changes. It is also advisable to notify stakeholders, members, and partners of the amendments. Maintaining accurate registration details ensures ongoing compliance with Quebec law and facilitates smooth organizational operations.

Additional Support and Contact Information

If you require assistance or need to request priority processing, you can provide your contact details on the form. This information is kept confidential and used solely for communication regarding your submission. For further information about the legal framework or the form’s requirements, consult the official guidelines provided by Services Québec or the Companies Act applicable in Quebec.