Notarization
“Notarization” can mean different things depending on what the receiving institution requires. In most cases, you do not need to sign in front of the Notary – except when notarizing your own signature.
If you need to notarize your signature, please bring one piece of valid, government-issued photo ID to your appointment.
| DOCUMENT TYPE | CLIENT SIGNATURE REQUIRED? | DESCRIPTION | WHAT TO BRING |
|---|---|---|---|
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Notarizing your signature e.g.
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✅ Yes | You sign the document in front of the Notary. The Notary confirms your identity and applies their seal. |
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| Certified True Copy of Document | ❌ No | The Notary confirms that a photocopy is an exact copy of the original document. |
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| Certified an Original Document | ❌ No | The Notary certifies that the presented document is an original. |
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| Certified True Copy of Digital Document | ❌ No | The Notary certifies that a printed file (e.g., PDF or email) matches the original digital version. |
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Important Notes / Legal Considerations
We notarize documents by confirming their authenticity or by witnessing your signature. Notarization does not mean verifying who owns the document — it means confirming the genuineness of the document.
Therefore, you may bring another person’s document, as long as you can present the original for verification. (You may bring your child’s passport or birth certificate without your child’s presence.) We notarize documents by confirming their authenticity or by witnessing your signature. Notarization does not mean verifying who owns the document — it means confirming the genuiness of the document.
Notarizing Signatures:
All documents must belong to and be signed by the same individual. Please do not sign the document in advance.
You must sign it in front of the Notary Public during your appointment.
You can bring documents written in any language.
The Notary’s role is to verify your identity and witness your signature — not to review the content of the document.
If your signature is written in another language or script, you may be asked to print your English name beside it for record purposes.
Your government-issued photo ID must show the same name as the one on the document being signed. This is especially important if you use more than one last name.
Other notarization types (e.g., true copy, original, or digital certification):
The documents do not have to belong to you. You may bring another person’s documents for notarization.
You can bring documents written in any language.
Certified an Original Document: When Valid ID May Be Required:
In most cases, ID is not required for certifying an original document. However, a Notary may ask for identification in the following situations:
1. When the document is personally related to you
If the original document is about your identity, education, or personal status,
the Notary may verify that you are the rightful holder of the document.
Examples:
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Original degree or diploma
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Birth certificate
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Marriage certificate
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Name change certificate
2. When you are presenting a document on behalf of someone else
If you bring an original document that belongs to another person or organization,
the Notary may need to confirm that you are authorized to present it.
Examples:
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A parent bringing a child’s birth certificate for passport or visa purposes
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An employee presenting company documents
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A representative handling someone else’s paperwork
3. When the document is official or sensitive
For government, immigration, or academic verification,
the Notary may ask for your ID as part of due diligence.
Examples:
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Immigration or visa-related documents
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Official government certificates
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Academic transcripts or records
**The Notary cannot advise which type of notarization you need. You must confirm the correct requirement with the organization or institution requesting your document before your appointment.
Please note that the Notary does not provide legal advice.
Affidavits & Declarations
These documents are formal statements of fact used for legal or administrative purposes.
Please bring one piece of valid, government-issued photo ID to your appointment.
You will sign in front of the Notary, who will ask you to swear or declare that the information is true.
| DOCUMENT TYPE | CLIENT SIGNATURE REQUIRED? | DESCRIPTION | WHAT TO BRING |
|---|---|---|---|
| Affidavit | ✅ Yes | A written statement of facts confirmed by an oath or affirmation before a Notary or Commissioner of Oaths. Often used for court or legal matters. |
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Statutory Declaration
e.g.
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✅ Yes | A written statement of facts confirmed by a solemn declaration before a Notary or Commissioner. Commonly used for immigration, government, or administrative purposes. |
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Important Notes / Legal Considerations
Process Explained (Applies to Both Affidavits and Declarations)
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Do not sign the document in advance.
You must sign in front of the Notary — otherwise, it cannot be notarized. -
The Notary will confirm your identity.
You must show valid government-issued photo ID (e.g., passport, driver’s licence, PR card). -
The Notary will ask you to swear or solemnly declare the truth of the document.
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For an Affidavit: “Do you swear (or affirm) that the contents are true?”
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For a Statutory Declaration: “Do you solemnly declare that the contents are true?”
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You respond “Yes” or “I do.”
This makes the statement legally binding — giving false information could be considered perjury under law. -
You sign the document.
The Notary then signs and places their seal to certify that you took the oath or made the declaration in their presence.
We DO NOT draft or prepare documents. Please bring your completed document.
Powers of Attorney & Witnessing
These documents require your signature to be witnessed by a Notary. Commonly used for granting authority or confirming consent. A Power of Attorney (POA) is a legal document that gives someone else the authority to act on your behalf. Some types of POA may also require one or more witnesses.
Please bring one piece of valid, government-issued photo ID to your appointment. You will sign in front of the Notary. Documents signed beforehand cannot be notarized. This applies to all services, including Powers of Attorney and witnessing signatures.
| DOCUMENT TYPE | CLIENT SIGNATURE REQUIRED? | DESCRIPTION | WHAT TO BRING |
|---|---|---|---|
| Power of Attorney | ✅ Yes | Authorizes another person to act on your behalf |
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| Other legal witnessing | ✅ Yes | Any document requiring a witnessed signature |
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Important Notes / Legal Considerations
- You must sign the document in the presence of the Notary.
- Please bring a valid, government-issued photo ID to your appointment.
- Some Power of Attorney forms may require additional witnesses.
- The Notary cannot provide legal advice or draft/prepare documents. Please bring your document fully completed and ready for signing.
- Please confirm specific requirements with the organization or country requesting your document.
- The Notary’s role is to verify the authenticity of your signature, not the accuracy or legality of the document’s contents.
Certified True Copy of Digital Document
When the original document exists only in an email or on a website, we offer an Certified True Copy of Digital Document Service. In this service, the Notary will certify that your printed copy is a true and accurate representation of the electronic document. Requires printing, signature, and re-scanning of the certified copy. Suitable for clients who need a digital notarized document version.
| DOCUMENT TYPE | CLIENT SIGNATURE REQUIRED? | DESCRIPTION | WHAT TO BRING |
|---|---|---|---|
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Certified True Copy of Digital Document e.g.
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❌ Not required |
A Certified True Copy of Digital Document is a printed version of an electronic file (such as a transcript, bill, or statement) that has been reviewed and certified by a Notary Public. This service is useful when an institution or organization requires an official paper copy of a document that was originally issued electronically. **Please note that original physical documents, like passports, driver’s licenses, marriage certificates, and death certificates, cannot be certified as digital true copies. |
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Examples of Acceptable and Unacceptable Digital Document Sources
When certifying a digital document, the Notary must be able to confirm that the file comes directly from its original source (such as a school, bank, or government office).
Documents that are only saved or copied elsewhere cannot be verified and therefore cannot be certified.
| SITUATION | CAN IT BE CERTIFIED? | REASON |
|---|---|---|
| Showing PDF saved on a USB drive | ❌ No | The document could have been altered; the Notary cannot verify its original source. |
| Opening an official email from a school and showing the attached PDF | ✅ Yes | The Notary can confirm the document was issued directly by the official source. |
| Logging into a bank’s official website and downloading the statement PDF in front of the Notary | ✅ Yes | The Notary can verify the authenticity of the document from the official issuer. |
| Opening a copy stored in Dropbox or Google Drive | ⚠️ Usually No | These are not original sources; authenticity cannot be confirmed. |
Important Notes / Legal Considerations
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It is the client’s responsibility to check whether a Certified True Copy of Digital Document is acceptable for your specific institution. The Notary cannot guarantee that the certification will satisfy the requirements.
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The entire printed document (all pages) must be notarized as a single document. – Simply signing on a screen or a partial printout does not create a legally valid notarization in Ontario.
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Multi-page documents require only one seal. The Notary will sign and apply the seal on the final page, and may initial or mark the remaining pages to show that they are part of the same document.
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The digital document must remain exactly as it was originally received. – The Notary confirms that the printed version is an exact copy of the original digital file.
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Accuracy, completeness, and legal validity of the document are the client’s responsibility.
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Documents can belong to someone else; they do not need to be yours.
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Documents can be in any language.
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Certified True Copy of Digital Documents usually takes more time to complete than standard notarizations.
Therefore, the fee for this service is $45 per document. For more details, please refer to our Fees page.
What to Bring:
- Device to display the document – Bring a smartphone, tablet, or laptop so the Notary can view your digital document in an email or on a website.
- A printout of each digital document – All pages must be printed. Partial printouts are not acceptable. If you require printing at our office, the cost is $1 per page, but scanning up to 4 pages and creating the certified PDF are included in the service fee. The Notary will compare your printed copy with the electronic version to certify it as a true copy.