Notary services help verify signatures, certify copies of documents, and formally witness certain legal documents. In Ontario, these services are provided by an appointed notary public under the Notaries Act.
You might need a notary when submitting paperwork to a government agency, applying to an educational institution, completing a business transaction, or preparing documents for use outside Canada.
However, not every official document needs to be notarized. The requirements depend on the document, who is receiving it, and what it will be used for. Before booking an appointment, it helps to understand what a notary can do, which documents may require their services, and how to prepare.
What Are Notary Services in Ontario?
Notary services involve the formal verification or certification of documents by an appointed notary public.
Under Ontario’s Notaries Act, a notary public can perform several functions:
- Witness and attest to the execution of documents: Confirm that a person signed or executed a document as required.
- Certify true copies: Compare a copy with an original document and certify that it accurately reproduces the original.
- Administer oaths and affirmations: Perform the functions of a commissioner for taking affidavits, including commissioning sworn statements and statutory declarations.
The purpose depends on the particular notarial act. For example, witnessing a signature is different from certifying that a photocopy matches an original. Importantly, notarization does not automatically confirm that everything written in a document is accurate or legally enforceable. A notary’s certification is limited to the act they are authorized to perform.
Which Documents Commonly Require Notary Services?
The documents that need notarization vary depending on the receiving organization’s requirements. Here are some common situations:
| Document type | When notary services may be needed |
| Educational documents | Certifying copies of diplomas, degrees, or transcripts |
| Identification documents | Certifying copies of passports or other identification when accepted by the recipient |
| Affidavits and statutory declarations | Administering an oath or affirmation where required |
| Travel consent letters | Witnessing a parent’s or guardian’s signature |
| Business and corporate documents | Verifying signatures or certifying copies of records |
| International documents | Notarizing eligible documents before authentication or an apostille |
| Real estate documents | Witnessing or certifying documents where the transaction requires it |
| Powers of attorney | Providing a notarial service if specifically requested |
These documents do not automatically require notarization in every situation. Always confirm the requirements with the organization receiving them. For example, someone applying to a university abroad may be asked to provide a certified copy of their diploma. Another institution may accept an official transcript sent directly by the issuing school.
Both applications involve educational records, but the documentation requirements are different.
Do You Need Notary Services for a Travel Consent Letter?
Parents or guardians may arrange for a travel consent letter to be witnessed by a notary when a child is travelling outside Canada without one or both parents or legal guardians.
The Government of Canada recommends carrying a consent letter in these circumstances. Although a consent letter is not legally required under Canadian law, airlines or border authorities may request one.
The government also strongly recommends having the signature witnessed by a notary public. The exact requirements may depend on the destination country and the child’s circumstances.
Do Business Documents Need to Be Notarized?
Some business transactions require notarized signatures or certified copies of corporate documents.
Examples may include documents being submitted to foreign authorities, certain banking requirements, or international commercial transactions. However, a contract does not become legally valid simply because it has been notarized. Many business contracts can be enforceable without notarization. The correct process depends on the transaction and applicable legal requirements.
What Is a Certified True Copy, and When Do You Need One?
A certified true copy is a copy of a document that a notary public has examined against the original and certified as an accurate reproduction. For example, imagine you need to submit proof of your educational qualifications to an organization that requires a certified copy of your degree. Rather than sending your original diploma, you may be able to provide a copy certified by a notary public, provided the receiving institution accepts that form of certification.
The notary compares the documents and completes the certification. However, certifying a copy does not mean the notary has independently verified that the issuing institution created an authentic original document. There is another important distinction: some organizations require official copies issued directly by the relevant government department or institution rather than copies certified by a notary. Before arranging certification, confirm which type of document the recipient will accept.
Do You Need Notarization for Documents Used Outside Canada?
Sometimes. Documents intended for international use may require notarization, authentication, an apostille, or another process.
These terms describe different steps. Notarization is performed by an authorized notary public. Authentication or an apostille is a separate process that verifies the relevant official signature or seal so a document can be recognized internationally.
Canada joined the Hague Apostille Convention on January 11, 2024. Ontario’s Official Documents Services now issues apostilles for eligible documents intended for countries participating in the Convention. Not every document needs notarization before this process.
For example, certain Ontario-issued vital statistics records, business registry documents, court documents, and public post-secondary educational records may qualify for direct authentication without prior notarization. Other documents may still need to be notarized first.
Before arranging international document services:
- Confirm the requirements with the embassy, consulate, or receiving organization.
- Determine whether the document needs notarization, an apostille, or both.
- Check whether the document qualifies for direct authentication.
- Confirm whether additional translation or legalization requirements apply.
This can prevent unnecessary appointments and help avoid delays.
What Should You Bring to a Notary Appointment?
Preparation is often the difference between completing your paperwork in one visit and having to return with additional documents.
Before your appointment, gather the following:
| What to bring | Why it matters |
| Valid government-issued photo identification | Allows the notary to verify your identity |
| Original documents | Necessary when certifying a true copy |
| Complete paperwork | Missing pages or information may prevent notarization |
| Instructions from the receiving organization | Clarifies the exact certification required |
| Relevant supporting documents | May be necessary for certain transactions or declarations |
| Information about the destination country | Helps establish whether additional authentication is needed |
Should You Sign the Document Before Your Appointment?
If the notary is required to witness your signature, do not sign the document beforehand unless the notary has confirmed that it is appropriate. The person whose signature needs to be witnessed will generally need to attend in person.
For a certified true copy, the process is different because the notary is comparing documents rather than witnessing a new signature. If you are unsure whether the document should already be completed or signed, ask before arriving.
How Does the Notarization Process Work?
The precise steps depend on what the document requires, but a typical appointment involves four stages.
1. Confirm the Required Service
The notary identifies whether you need a witnessed signature, certified true copy, oath, declaration, or another authorized service.
This is why instructions from the receiving organization are useful.
2. Verify Identity and Review the Documents
The notary checks the relevant identification and examines the documents involved.
A notary may decline to proceed if a document appears incomplete, misleading, suspicious, or otherwise unsuitable for notarization.
3. Complete the Notarial Act
Depending on the service, you may sign the document in the notary’s presence, swear or affirm a statement, or provide an original document for comparison with a copy.
4. Receive the Completed Document
The notary completes the required certification, signature, and seal where applicable. If the document also needs an apostille or other authentication, that is a separate process.
A straightforward appointment may be relatively quick, but complex documents or international requirements can take longer.
Can You Get Notary Services Online in Ontario?
Ontario does not currently permit remote notarization under the Notaries Act. A notary must be physically present with the person requiring the notarial act. This is different from remote commissioning. Ontario permits certain affidavits and declarations to be commissioned remotely when the applicable legal requirements are satisfied, including real time audiovisual communication and identity verification.
However, remotely commissioning a declaration is not the same as remotely notarizing a document. This distinction matters when searching for online notary services. A provider offering a virtual appointment may be able to commission certain documents but cannot necessarily perform the notarization requested by the recipient. For documents requiring notarization, confirm that the provider offers an appropriate in-person appointment.
Where Can You Find Notary Services in Ontario?
If you are wondering where to find notary services, there are several options to consider. Appointed notaries may practise through law firms or dedicated notarial service providers. The appropriate choice depends on the document, location, and service required.
Before booking, confirm:
- Whether the provider is authorized to perform the specific service
- Whether an appointment is required
- Whether the service is available at an office or through a travelling notary
- The fee for the document or documents involved
- Whether the provider can meet your timing requirements
Some government offices offer commissioning services for specific documents. However, commissioning is not interchangeable with notarization, and government offices may not provide the type of certification you need. If the paperwork is time sensitive, confirm the requirements before making the trip.
Where Can You Find Notary Services in Oakville or Mississauga?
For residents and businesses in Oakville, Mississauga, Milton, Burlington, and surrounding communities, accessibility can be an important consideration.
Rogers & Company is an Oakville-based law firm that provides notary and commissioning services to individuals and businesses.
The firm also offers travelling notary services, which can be helpful when visiting a law office is inconvenient or when document signatories need to meet at another location.
Rogers & Company’s office is located at: 2315 Bristol Circle, Suite 202, Oakville, Ontario L6H 6P8
We assist with services involving affidavits, statutory declarations, travel consents, international documents, real estate paperwork, and other eligible documents. Before booking, contact the team to confirm what you need notarized, how many documents are involved, and whether a travelling appointment can be arranged.
How Much Do Notary Services Cost in Ontario?
Notary fees vary depending on the provider and the service required. The cost may be affected by the number of documents, whether certified copies are needed, the complexity of the paperwork, and whether a travelling appointment is requested.
Additional fees may apply if a document requires government authentication, an apostille, translation, or another separate service. For example, certifying one copy of a document may involve a different fee than witnessing multiple signatures at an off-site appointment.
When requesting a quote, describe exactly what the receiving organization requires. This allows the provider to explain the expected service and pricing without relying on assumptions.
It is best to get a checklist from the person or party seeking the notarized document from you, detailing everything that the recipient of the notarized document requires. Additional requirements may impact the cost of the notary service to be provided and having a checklist also helps to ensure that all necessary requirements can be satisfied so that a return attendance will not be necessary. – Ethan M. Rogers
Need Notary Services in Oakville or Mississauga?
Getting a document notarized should be straightforward once you know which service is required and what to bring.
Whether you need a certified true copy, witnessed signature, statutory declaration, or assistance with documents intended for use outside Canada, confirming the requirements before your appointment can save time and avoid unnecessary delays.
Rogers & Company provides professional notary and commissioning services for individuals and businesses in Oakville, Mississauga, Halton, Peel, and the surrounding GTA, including travelling notary appointments.
If you need a document notarized or are unsure which service is appropriate, contact Rogers & Company to discuss your document requirements and arrange an appointment.