Certified True Copies Ontario
When you need certified copies, what documents qualify, and how to get them done correctly for immigration, licensing, and official purposes
What Is a Certified True Copy?
A certified true copy is a photocopy of an original document that a notary public or commissioner has examined, compared to the original, and certified as an accurate reproduction. The certification includes the notary’s signature, seal, and a statement confirming the copy is a true and complete copy of the original document presented. Unlike regular photocopies, certified true copies carry legal weight because a licensed professional has verified their authenticity.
Many organizations require certified copies rather than originals because they need assurance the document is authentic without taking possession of irreplaceable originals like birth certificates, passports, or educational credentials. Understanding when you need certified copies, what documents can be certified, and what identification you need saves time and prevents application delays.
When You Need Certified True Copies
Organizations require certified copies when they need to verify document authenticity but cannot accept or retain your originals. The most common situations involve applications where identity, credentials, or legal status must be confirmed.
Immigration Applications
Immigration, Refugees and Citizenship Canada (IRCC) requires certified copies of identity documents, birth certificates, marriage certificates, divorce decrees, police certificates, and educational credentials. Applications submitted with uncertified photocopies are returned, delaying processing by weeks or months.
Professional Licensing
Regulatory bodies including the Law Society, medical colleges, engineering associations, and accounting bodies require certified copies of degrees, transcripts, and professional credentials when applying for licensure or registration in Ontario.
Educational Institutions
Universities and colleges often require certified copies of previous transcripts, diplomas, and credentials for admission applications, transfer credit evaluation, and graduate program applications.
Employment Verification
Employers, particularly for positions requiring security clearance or professional credentials, may require certified copies of educational documents, professional licenses, and identity documents as part of background verification.
Government Applications
Passport applications, name changes, citizenship applications, and various provincial and federal government programs require certified copies of supporting documents including birth certificates, marriage certificates, and proof of legal status.
International Use
Documents for use outside Canada often require certified copies as the first step before authentication or apostille. Foreign employers, educational institutions, and government agencies commonly require certified Canadian documents.
Documents That Can Be Certified
Notaries can certify copies of most official documents when you present the original
Identity Documents
Passports, driver’s licences, provincial photo ID cards, permanent resident cards, citizenship cards, and other government-issued identification. These are the most commonly certified documents for immigration and official applications.
Vital Records
Birth certificates, marriage certificates, death certificates, and divorce decrees issued by provincial vital statistics offices or foreign equivalents. Original documents must be official certificates, not commemorative or informal versions.
Educational Credentials
Diplomas, degrees, transcripts, professional certificates, and academic records. The notary certifies the copy matches the original document you present—they do not verify the credential itself is legitimate.
Legal Documents
Court orders, property deeds, corporate documents, contracts, and other legal instruments. Some legal documents have specific certification requirements, so confirm with the requesting organization what format they accept.
Financial Records
Bank statements, investment statements, tax documents, and financial records when required for legal proceedings, applications, or official purposes. Some financial institutions have their own certification processes.
Documents That Cannot Be Certified
Notaries have legal and ethical obligations that prevent certification in certain circumstances. Understanding these limitations prevents wasted appointments.
→ Copies of Copies
Notaries can only certify copies made from original documents. If you only have a photocopy, you must obtain the original before certification. The notary must see and examine the actual original.
→ Documents of Questionable Authenticity
If a document appears altered, damaged in suspicious ways, or potentially fraudulent, the notary cannot certify it. The notary’s certification attests to authenticity, which requires confidence in the original.
→ Documents You Don’t Own or Control
You must have legitimate possession of the original document. Notaries cannot certify documents that don’t belong to you or that you’re not authorized to copy.
→ Certain Restricted Documents
Some documents have legal restrictions on copying, or the issuing authority has specific procedures for obtaining certified copies. Currency, securities, and some government documents fall into this category.
What to Bring to Your Appointment
Arrive prepared to complete certification in one visit
Original Documents
Bring the original document you need copied—not a photocopy. The notary must examine the original to certify the copy is accurate. If you only have copies, contact the issuing authority for originals first.
Government Photo ID
Valid, current government-issued photo identification: passport, driver’s licence, Ontario Photo Card, or Permanent Resident Card. The notary must verify your identity before certifying any document.
Application Requirements
If possible, bring the instructions from the requesting organization specifying what they need. Some require specific wording, multiple copies, or particular formats. Knowing requirements upfront prevents repeat visits.
Payment
Certification fees vary by document and notary. Expect twenty to fifty dollars per document for straightforward certifications. Confirm fees when booking to avoid surprises.
How Certification Works
The certification process is straightforward when you arrive prepared. Most appointments take fifteen minutes or less for standard documents.
Identity Verification
The notary examines your government-issued photo ID to confirm your identity. This is a legal requirement—notaries cannot certify documents for people they cannot identify. If your ID has expired or doesn’t match the name on the documents, bring supporting documentation explaining the discrepancy.
Document Examination
The notary examines your original document to verify it appears authentic and complete. They check for signs of alteration, damage, or irregularities. If concerns arise, the notary may decline to certify or may note observations on the certification.
Copy Creation
The notary makes a photocopy of your original document or uses one you provide. Some notaries prefer to make their own copies to ensure quality. The copy must clearly show all content from the original without cuts or alterations.
Certification Statement
The notary attaches or stamps a certification statement on the copy confirming it is a true and accurate copy of the original document presented. This includes the notary’s signature, printed name, commission details, and official seal. The certification creates the legal validity that makes the copy acceptable for official purposes.
Common Mistakes to Avoid
→ Bringing Photocopies Instead of Originals
The most common mistake. Notaries cannot certify copies of copies. If you don’t have the original, obtain one from the issuing authority before your appointment.
→ Expired or Invalid ID
Your identification must be current. Expired passports, licences, or ID cards cannot be accepted for identity verification purposes.
→ Name Mismatches
If your current name differs from the name on documents due to marriage, divorce, or legal name change, bring documentation showing the name change to explain the discrepancy.
→ Not Checking Requirements
Different organizations have different requirements. Some need specific certification wording, notarization rather than commissioning, or additional authentication steps. Check before your appointment.
→ Waiting Until the Last Minute
If documents require additional authentication for international use, or if problems arise with your originals, you need time to resolve issues. Don’t wait until the day before your deadline.
Certified Copies vs Related Services
Understanding the differences between similar services ensures you get what your application actually requires.
Certified True Copy
A notary examines your original and certifies the photocopy is accurate. Used when organizations need document verification but not sworn statements. Most common for immigration, licensing, and employment applications.
Notarized Copy
Same as certified true copy in Ontario. The terms are often used interchangeably. Some jurisdictions distinguish between them, so confirm terminology with your requesting organization if they’re specific about what they need.
Commissioned Copy
A Commissioner of Oaths can certify copies for use within Ontario. For documents staying in Ontario, commissioning is usually sufficient and may cost less. For international use, notarization is typically required.
Apostille or Authentication
For documents going outside Canada, certification is often just the first step. Additional authentication through Global Affairs Canada may be required depending on the destination country.
Need a sworn statement instead? See our guide to preparing and commissioning affidavits for court and tribunal proceedings.
Common Questions About Certified Copies
How much does it cost to get a certified true copy?
Fees typically range from twenty to fifty dollars per document depending on the notary and document complexity. Multiple documents may qualify for reduced per-document rates. Contact us for current pricing on your specific documents.
How long does certification take?
Most certifications take ten to fifteen minutes when you arrive with proper originals and identification. Complex documents or large numbers of pages take longer. Same-day appointments are often available for straightforward certifications.
Can I get same-day certified copies?
Yes, most notaries can accommodate same-day appointments for certified copies. Same-day notary services are available including evenings and weekends when you need documents certified urgently.
Do certified copies expire?
The certification itself doesn’t expire, but some organizations require certifications within a certain timeframe—commonly three to six months. Immigration applications often specify how recent certifications must be. Check your application requirements for specific timeframes.
Can I certify foreign documents in Ontario?
Ontario notaries can certify copies of foreign documents as true copies of the originals presented. However, this doesn’t authenticate the foreign document itself or verify it’s legitimate. For foreign documents requiring authentication, additional steps through the originating country may be necessary.
What if the requesting organization rejects my certified copy?
Contact the organization to understand why—common issues include incorrect certification wording, need for notarization versus commissioning, or additional authentication requirements. Bring their specific requirements to your next appointment so the notary can ensure compliance.
More Notary Guides
Travel consent letters for minors, Power of Attorney notarization, international document authentication, and other notary document requirements explained.
Need Certified True Copies?
Same-day appointments available for document certification. Bring your originals and valid ID—most certifications completed in fifteen minutes.
Book Notary AppointmentRelated services: Notary Public Toronto Commissioner of Oaths