If you've ever been asked to "get a document notarized," you may have wondered what a Notary Public actually does. While many people associate notaries with signing paperwork, their role is much broader than simply witnessing signatures.
A Notary Public in Ontario is a legally authorized professional who helps verify identities, witness signatures, certify copies of documents, administer oaths, and prepare documents for use both within Canada and internationally. Whether you're buying property, preparing legal paperwork, travelling with children, or conducting business overseas, notarization helps ensure documents are authentic and legally recognized.
In this guide, we'll explain what a Notary Public does in Ontario, when you might need one, and how the process works.
A Notary Public is someone who has been granted the legal authority to perform certain official acts under Ontario law. Many lawyers in Ontario are automatically appointed as Notaries Public, although some non-lawyers may also receive appointments from the provincial government.
Their primary role is to help prevent fraud by confirming that:
After completing these steps, the Notary Public applies their official seal and signature to the document.
Although every situation is different, these are the services most commonly provided by a Notary Public in Ontario.
One of the most common reasons people visit a Notary Public is to have their signature witnessed.
The notary confirms your identity using government-issued photo identification and watches you sign the document. They then certify that the signature was made in their presence.
This is often required for:
Many organizations require certified copies instead of original documents.
Rather than sending your original passport, diploma, driver's licence, birth certificate, or corporate records, a Notary Public can compare the original document to a copy and certify that the copy is a true and accurate reproduction.
Common documents include:
Certified copies are frequently requested by educational institutions, employers, financial institutions, government agencies, and foreign authorities.
Some legal documents must be sworn or affirmed before an authorized official.
A Notary Public can administer:
The signer swears or affirms that the information contained in the document is true before signing it.
This process is commonly required for court proceedings, insurance claims, government applications, and various legal matters.
Many documents intended for use outside Canada must first be notarized.
Examples include:
Depending on the destination country, notarization may be only the first step. Some documents also require authentication or an apostille certificate before they can be accepted abroad.
Notarization helps protect everyone involved in a legal transaction.
By independently verifying identity and witnessing signatures, a Notary Public helps reduce the risk of:
Because of these safeguards, many government agencies, financial institutions, courts, and international organizations require notarized documents.
In Ontario, most lawyers are automatically Notaries Public.
Certain non-lawyers may also receive appointments from the Ontario government after meeting specific requirements.
Regardless of how they are appointed, all Notaries Public must follow legal standards designed to ensure the integrity of the notarization process.
Many everyday situations require notarization.
Buying, selling, or refinancing property often involves documents that require notarized signatures, particularly when one party cannot attend in person.
Documents such as Powers of Attorney and certain estate-related paperwork may require notarization depending on the circumstances and the receiving institution.
When a child travels internationally with one parent, grandparents, or another adult, border officials may request a notarized travel consent letter from the non-travelling parent or guardian.
Businesses frequently require notarization for:
Immigration authorities often require notarized copies of identification, educational credentials, financial documents, and sworn declarations.
Insurance companies may request sworn statements or affidavits that must be signed before a Notary Public.
To avoid delays, bring:
Do not sign documents ahead of time unless specifically instructed to do so. In many cases, the Notary Public must witness the signature being made.
This depends on who the Notary Public is.
If the Notary Public is also a licensed lawyer, they may be able to explain legal documents and provide legal advice.
If they are acting solely as a Notary Public and not providing legal services, their role is generally limited to performing the notarization itself rather than advising on the legal consequences of the document.
If you are unsure about what you are signing, it is wise to seek legal advice before completing the notarization.
Most notarization appointments are relatively quick.
Simple services such as witnessing a signature or certifying copies often take between 10 and 20 minutes.
More complex matters involving multiple documents or international requirements may take longer.
Having all required identification and paperwork ready beforehand helps keep the process efficient.
No.
A Notary Public cannot notarize every document presented to them.
For example, they may refuse if:
These safeguards help maintain the integrity of the notarization process.
When selecting a Notary Public, consider:
If your documents will be used outside Canada, choosing someone experienced with international notarization, authentication, and apostille requirements can save time and prevent delays.
A Notary Public in Ontario plays an important role in verifying identities, witnessing signatures, certifying copies, and administering oaths for a wide variety of legal, personal, and business documents. These services help protect against fraud while ensuring documents are accepted by government agencies, financial institutions, courts, and organizations both in Canada and around the world.
Whether you're completing a real estate transaction, preparing estate planning documents, applying for immigration, travelling internationally, or handling business paperwork, working with a qualified Notary Public helps ensure your documents are completed correctly and meet the requirements of the organization requesting them.
No. While a Notary Public can notarize a document in many situations, not all types of legal documents are eligible. A Notary Public may refuse to perform a notarial act if they cannot verify your identity, if the document is incomplete, or if they believe you are not signing voluntarily. Certain documents also have unique legal requirements or require additional steps to be considered legally valid. If you're unsure whether your document qualifies, it's best to ask before your appointment.
Most notary services require you to present valid government issued photo ID so the Notary Public can verify your identity before completing the notarization. Depending on the document, you may also need to bring the original paperwork, supporting documents, or any required documents requested by the receiving organization. This helps maintain accurate record keeping, supports document authentication, and protects the integrity of the notarization process.
Although the roles are similar, they are not identical. A Commissioner of Oaths or Commissioner for Taking Affidavits is generally authorized to administer oaths, receive oaths and affirmations, and witness a written statement, affidavit, or solemn declaration. A Notary Public, however, has broader authority, including the ability to certify true copies, authenticate official documents, and perform additional notary public services for international documents, business transactions, and other legal purposes.
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Alberta and British Columbia operate under Anya Zubic Professional Law Corporation.
