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PPSA/PPR Search Types & Options

Search Enquiry options:

Individual Specific

Individual Non-Specific

Business Debtor

Motor Vehicle (VIN)

The Types of search responses:

Certified versus Uncertified "Verbal"

Complete search versus Update Search

 

 

 

Notice: the content on this page specifically refers to the PPSA in Ontario, however, it can be applied to other Canadian Provinces.  For specific information or regulations about the PPR in another Province, please review that Province's Personal Property Registry Act.

 

Individual Specific Search

If the full name and the date of birth is known, an Individual Specific search will narrow the results.

 Required Information: 
FIRST GIVEN NAME,
INITIAL OF SECOND GIVEN NAME (IF ANY),
LAST NAME, and
DATE OF BIRTH

 

What will be included in the search:

All registrations that exactly match the name and date of birth of the debtor, with the following exceptions:

1. Caution filing registrations made under the PPSA in which no date of birth has been entered will also be reported.

2. An individual specific search response will include all registrations in which no date of birth is shown together with any related registrations, including transfer registrations. (i. e. family members to which it is linked).

Note that if the initial of the second given name is not included in the enquiry, only registrations in which the name of the debtor is recorded with no initial will be reported.  For example, if the name being searched is WILLIAM SMITH 26 JUN 1952, registrations under the name WILLIAM J. SMITH 26 JUN 1952 will not be reported.

Not sure which is the first or last name?  Two search enquiries should be made – one setting the names out in one order and one setting them out in reverse order.

*The Individual Specific search is mandatory for Quebec and optional for Ontario.  All other Provinces accept the Non-specific search.


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Individual Non-Specific Search

Don't know the date of birth or the middle initial? This is the alternative to the individual specific enquiry.

 Required Information: 
FIRST GIVEN NAME and
LAST NAME

 

What will be included in the search:

Only those registrations are reported in which the first given name and the surname are recorded exactly as the one being searched. For example, a search against the name WILLIAM SMITH will not report registrations against WILLIAM SMYTH or BILL SMITH. However, all registrations which match the first given name and the surname exactly will be reported regardless of what, if any, initial is recorded. For example, a search of the name WILLIAM SMITH will report registrations against WILLIAM A. SMITH, WILLIAM B. SMITH, WILLIAM C. SMITH etc. Also, all registrations, regardless of the date of birth recorded (if any) will be reported. For example, a search against WILLIAM SMITH will result in the report of registrations against WILLIAM SMITH born OCTOBER 30, 1925 as well as WILLIAM SMITH born MAY 21, 1959.

Not sure which is the first or last name?  Two search enquiries should be made – one setting the names out in one order and one setting them out in reverse order.

Disadvantage of the Non-Specific Request: there may be many registrations registered against that name which do not refer to the particular person you are interested in.

Advantage of the Non-Specific Request: if a registrant made an error in setting out the date of birth or initial of the debtor, the registration would be included in the enquiry response. This approach may avoid future litigation.

 


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Business Debtor Search

Only one type of search is available with respect to a business debtor name.

 Required Information:  Business Name (Corporation or Trade Name)

 

Things you should know about Business Debtor searches:

The search results may include additional registrations which set out a business name which is, in the opinion of the Registrar, similar to the one requested.

Does the Corporation have a French/English Name? The Ontario Business Corporations Act provides that a corporation may set out its name in its articles of incorporation in an English form, a French form, a combined English and French form, or both an English and a French and it may be legally designated by any such name. Before making an enquiry the proper name of the corporation should be determined by examining its articles of incorporation.

According to the PPSA regulations, BOTH names must be registered where a corporation has both an English and a French form of its name.  A search enquiry against either name will reveal a registration made against a company with both forms of the name. A search should be conducted against both forms of the name to ensure all registrations are found.

Business or Trade Names: Because a Corporation can operate under a different Business or Trade name, a search enquiry(ies) should be considered on any Business or Trade names in addition to the legal corporate name. The PPSA regulations do not require the trade name/ business name of a corporation to be entered on a ppsa financing statement/ claim for lien or amendment, but these names may be entered. The advantage of making such an enquiry would be that if a registrant made an error and set out only the trade name of a debtor, the registration would be included in an enquiry response.

 


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Motor Vehicle VIN Search

The information required to make a VIN enquiry is the vehicle identification number which is the number placed on the vehicle by the manufacturer.

 Required Information:  The 17-digit alphanumeric Vehicle Identification Number

 

There is a unique VIN for every motor vehicle. Since 1982 all new automobiles sold in Canada are required to have the standardized 17 character alpha-numeric VIN. A motor vehicle other than an automobile (e. g. a motor-cycle) will have a VIN affixed to it, but it is not required to conform to the 17 character alpha-numeric standard.

A VIN enquiry should be made against the VIN number found on the motor vehicle itself. DO NOT RELY ON THE VIN PRINTED ON THE VEHICLE PERMIT OR "OWNERSHIP", AS IT MAY CONTAIN ERRORS.  If there is a discrepancy between the VIN on the vehicle itself and the VIN printed on the vehicle permit or "ownership", additional enquiries should be considered against both VIN's.  Similar to the Corporation name and Trade name described above.

The search results may include additional registrations which include VIN's, in the opinion of the Registrar, that are similar to the one requested. If similar VIN's are suspected, it is the responsibility of the enquirer to search against those VIN's.  It is optional to have the search results only display registrations which exactly match the VIN being searched, or both exact match and similar (in the opinion of the Registrar).

 


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Search Report Types: Certified vs. Uncertified

Uncertified Search Report: A PDF report generated from the Electronic PPSA/PPR Registry system.  In Ontario, if a search enquiry generates a certain maximum number of registration families it is considered 'high volume' and will automatically become Certified and be sent for overnight printing which is available the next business day. 

In Manitoba an Uncertified report is available on-screen which is then printed to PDF.  Printed reports optional and available upon request for an additional government fee of $4.00 per enquiry.  All other Provinces automatically produce a PDF report.

 

Certified Reports: In Ontario, each page of the report contains a stamp which states the results are 'Certified By the Registrar of the PPSR'.  The stamp also contains a digital signature of the Registrar.  Equivalent reports are available in all Provinces.

 

Search options:

Complete Search: A complete search showing all active registrations stored in the PPSA/PPR system to the currency date of the database.

Update Search or 'Sub-Search': This report only reveals registrations from a specific date specified to the current date of the database. Only available in Ontario and B.C.

 

 


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Notice: the content on this page specifically refers to the PPSA in Ontario, however, it can be applied to other Canadian Provinces.  For specific information or regulations about the PPR in another Province, please review that Province's Personal Property Registry Act.