Notary Guides Ontario
Understand when you need notarization, what documents require authentication, and how to prepare for your appointment
Understanding Notarization in Ontario
Notarization confirms that documents are authentic, that signatures are genuine, and that the person signing understands what they’re signing. Different situations require different types of notarial services, and using the wrong one can result in rejected documents, delays, and additional costs. These guides explain the requirements for common notarization needs so you arrive prepared with the right documents and identification.
Whether you need a certified true copy for immigration, an affidavit for court, a travel consent letter for your child, or authentication for international use, understanding the process beforehand saves time and prevents problems. Each guide covers what the document is used for, what you need to bring, and what to expect during your appointment. For step-by-step form completion instructions, see the forms hub.
Notary & Document Guides
Select a guide to learn about requirements and preparation
Certified True Copies
When you need certified copies versus regular photocopies, what documents can be certified, identification requirements, and how certification works for immigration, professional licensing, and official purposes.
Affidavits & Statutory Declarations
Understanding sworn statements for court proceedings, insurance claims, and official matters including what information to include, how to prepare exhibits, and the commissioning process.
Travel Consent Letters
Requirements for children traveling internationally without both parents, what information border officials look for, and how to prepare consent letters that won’t cause problems at customs.
Power of Attorney Documents
When Powers of Attorney require notarization versus witnessing, Ontario’s legal requirements under the Substitute Decisions Act, and how to ensure your POA documents are valid for banks and institutions.
International Document Authentication
Apostille services, embassy legalization, and authentication chains for documents used abroad including which process applies to different destination countries.
Common Situations Requiring Notarization
People often discover they need notarization at the last minute when submitting documents for an application, filing court papers, or preparing for international travel. Understanding common scenarios helps you plan ahead and avoid delays.
Immigration & Citizenship
Immigration applications frequently require certified copies of identity documents, educational credentials, and police certificates. Some documents need notarization while others require specific authentication for the destination country.
Court & Legal Proceedings
Affidavits, statutory declarations, and sworn statements are required throughout litigation. These documents must be commissioned by a notary or commissioner of oaths to be valid for court filing.
Professional Licensing
Regulatory bodies often require certified copies of degrees, transcripts, and professional credentials when applying for licensure or registration in Ontario.
International Business
Corporate documents, powers of attorney, and contracts for international use may require notarization followed by authentication or apostille depending on the destination country’s requirements.
Common Questions About Notarization
What’s the difference between a notary public and commissioner of oaths?
A commissioner of oaths can administer oaths and take affidavits or statutory declarations for use within Ontario. A notary public has broader authority including certifying copies of documents, authenticating signatures for international use, and preparing documents that will be used outside Ontario. For documents staying within Ontario, either can usually help. For international documents, you typically need a notary public.
What identification do I need for notarization?
You need valid government-issued photo identification such as a passport, driver’s licence, or provincial photo ID card. The ID must be current and not expired. For some documents, you may need two pieces of ID. The notary must verify your identity before notarizing any document, so arriving without proper ID means you cannot complete the process.
Can any document be notarized?
Notaries can only certify documents that are legitimate and lawful. They cannot notarize documents that are incomplete, contain false information, or that you don’t understand. For certified copies, you must bring the original document. The notary will not certify a copy of a copy or documents where authenticity cannot be verified.
How long does notarization take?
Simple notarizations like certified copies or single-signature documents typically take 10-15 minutes. More complex matters involving multiple documents, affidavits with exhibits, or documents requiring explanation take longer. Same-day appointments are often available for straightforward matters when you arrive prepared with the correct documents and identification.
Do I need an appointment?
Appointments ensure the notary is available and has time to properly complete your documents. While some offices accept walk-ins for simple matters, booking ahead guarantees service and allows the notary to advise if you need additional documents or preparation. For complex or time-sensitive matters, scheduling in advance is strongly recommended.
Need Documents Notarized?
Same-day appointments available for certified copies, affidavits, travel consent letters, and international document authentication. Evening and mobile service options.
Notary ServicesRelated services: Notary Public Toronto Commissioner of Oaths