If you want to know how to get a WSIB clearance certificate, the short answer is: register your business with WSIB, keep your account in good standing, then download the clearance for free through WSIB's online services. WSIB creates a clearance automatically for businesses that are up to date on payments and reporting, so for most contractors the work is in keeping the account current rather than in the request itself. This guide walks through each step, then covers what principals should ask for.
Check that you are eligible
Only registered businesses in good standing can obtain a clearance. WSIB describes good standing as having:
- an open WSIB account, with all registration information and required documents provided
- the appropriate classification for your business activities
- all required premium amounts reported, and reconciliation completed where it applies
- all premiums and other amounts owing paid
If you have more than one WSIB account, each account must meet these requirements before a clearance is issued for any of them. A contractor shown as ineligible in WSIB's online clearances cannot be issued a clearance number until the account is brought up to date.
Independent operators with no employees who work outside construction might not be obligated to register, and would then not be eligible for a clearance. WSIB offers a worker or independent operator status questionnaire for that situation, and a ruling is a different document from a clearance. If you are unsure which applies to you, check with WSIB.
Register with WSIB if you have not yet
Most Ontario businesses with employees must register, and you have 10 calendar days from the day you hire your first employee to do so. In construction, coverage is broader: independent operators, sole proprietors, some partners and some executive officers must have WSIB coverage, with some exceptions.
Registration is done online. Before you start, WSIB suggests having this information ready:
- your legal name, trade names and Canada Revenue Agency (CRA) business number
- a description of your business activities
- owner, director or executive details
- the date you hired your first employee and how many employees you have
- an estimate of insurable earnings (payroll) for the current year
Most newly registered businesses that need a clearance at the time of registration make an initial advance payment of $250. WSIB applies it to your account as a credit toward future premiums.
How to get a WSIB clearance certificate online
Clearances are free. WSIB gives you two online routes, both available on desktop or mobile:
- Quick access clearances: no login required. You can find, view and download your clearance.
- Online services account: after you log in, you can also view your clearance history, search for current clearances, keep a list of contractors and receive reminder emails.
You can also request a clearance by email. WSIB says email requests are answered within three to five business days, so the online options are the better choice when a job is about to start.
If you are told your account is not eligible, WSIB's advice is to make sure both premium reporting and payment are up to date, and to contact WSIB if you have questions about eligibility.
What to send the principal
WSIB uses the term principal for the business that hires you. One clearance number is valid for all your contracts, so you do not need a separate clearance for each client. WSIB no longer prints the principal's name on clearances.
- Download the current clearance certificate as a PDF.
- Send it before your first day on site. In construction, a clearance must be in place before any work begins.
- Make sure the business name on the clearance matches the legal name on your quote or contract.
- Include your WSIB account number or the certificate number if the principal asks, so they can verify it themselves.
Once you find your clearance online, WSIB's tool has an option to email it directly. If you hire subcontractors for construction work, you become their principal and must collect their clearances in the same way.
Renewing your clearance
Clearances are valid for up to 90 days from the date of issue, and most expire on February 20, May 20, August 20 and November 20. WSIB automatically issues a new clearance if your account is still in good standing. For more on timing, see how long a WSIB clearance is valid.
To receive each new certificate by email as soon as it is created, sign up for automatic clearances by selecting "My Email Notifications" in the clearance application. You can then forward the new certificate to your clients before the old one runs out.
Principals and contractors must keep records of clearances for at least three years from the date they were obtained, so save each certificate rather than replacing it.
If you hire contractors: what to request
Ask each contractor for a current clearance before work starts, and for a new one after each renewal date. Check the name against your contract, note the expiry date, and confirm the certificate through WSIB's online search. Our guide to the WSIB clearance check covers verification step by step, and what a WSIB clearance certificate is explains the liability protection it gives you.
The clearance is one item among several, so it helps to keep it alongside insurance and licences using a contractor compliance checklist. Vendorpass tracks clearance expiry dates for each vendor, uses each province's own name for the clearance, and sends reminders before they lapse.