Commonly Notarized Personal Documents
Affidavits and Statutory Declarations
Affidavits are sworn written statements used in legal proceedings or official processes. In contrast, statutory declarations are used when a sworn statement is required outside of court.
Notary Publics in Ontario can:
- Administer oaths and affirmations
- Witness the signing of affidavits and declarations
- Ensure the signer understands and swears/declares the content is true
These are frequently needed for:
- Court filings
- Insurance claims
- Residency declarations
- Name change applications
Consent Letters for Child Travel
When a child is travelling internationally with only one parent, a relative, or a school group, a notarized consent letter is strongly recommended—and sometimes required.
Notary Public Services can:
- Witness the parent or guardian’s signature
- Certify the letter to confirm legal authorization for the child’s travel
- Help reduce issues at border crossings or with airlines
Parents often seek notarization to avoid travel delays or legal complications when their child is leaving Canada.
Identity Verification Forms
Many government and institutional forms require notarized proof of identity. A Notary Public can verify an individual’s identity and certify related documents.
Examples include:
- Passport application forms (e.g., guarantor declarations)
- Criminal record checks
- Employment or visa application forms
- Professional licence applications
The Notary must confirm the person’s identity using valid government-issued photo ID and ensure the form is completed accurately before applying their seal.
Legal and Real Estate Documents
In addition to personal documents, Notary Public Services in Ontario also cover a range of legal and real estate paperwork. These documents often have long-term implications, so proper notarization helps confirm their authenticity and enforceability.
Power of Attorney and Wills (Limited Scope)
A Notary Public in Ontario can notarize powers of attorney—especially non-continuing or limited powers of attorney used for specific transactions such as selling property or managing bank accounts. While full estate planning, including drafting wills, is usually the role of a lawyer, notaries may certify the signing of:
- Limited powers of attorney (e.g., for financial or real estate use)
- Simple wills for notarization purposes, if legally drafted
- Related statutory declarations regarding mental capacity or witnessing
It’s important to note: for complex wills and estate planning, legal advice should be sought beyond notarial services.
Property Transfer Declarations
If you’re buying, selling, or transferring real estate in Ontario, you may need to sign statutory declarations or other legal documents that confirm details of the transaction. Notary Publics can:
- Witness and notarize the Land Transfer Tax Affidavit
- Certify identity verification forms required by the Land Registry Office
- Notarize declarations of possession or residency
These notarized forms are often required by lawyers, realtors, or the Ontario Ministry of Finance during property transactions.
Mortgage and Refinancing Paperwork
Banks and lenders may require notarized documents when you’re applying for a mortgage, refinancing your home, or securing a private loan. A Notary Public in Ontario may assist by:
- Witnessing mortgage commitment letters and signing of loan documents
- Notarizing affidavits confirming income, employment, or identity
- Certifying true copies of property title or ownership documents
Using Notary Public Services ensures that your financial and real estate documents are accepted by institutions across Canada and abroad, with the required legal formality.
Business and Corporate Documents
Articles of Incorporation
When registering a new business, especially for federal or international purposes, you may need notarized copies of your Articles of Incorporation or related filings. A Notary Public can:
- Certify true copies of incorporation documents
- Notarize supporting affidavits for business registration or expansion
- Assist with identity verification forms required for beneficial ownership disclosures
These certified documents are often required when opening corporate bank accounts or registering for government programs.
Commercial Contracts and Agreements
Notarizing commercial agreements provides an additional layer of security for all parties involved. While legal advice should always be sought before signing complex contracts, a Notary Public can:
- Witness and notarize the execution of business contracts
- Certify service agreements, NDAs, and vendor contracts
- Ensure proper signing formalities for cross-border or interprovincial business deals
Director or Shareholder Resolutions
Corporate governance documents, such as resolutions passed by directors or shareholders, may require notarization to demonstrate authenticity. Notary Publics in Ontario can:
- Certify meeting minutes or corporate resolutions
- Witness the signing of declarations related to board decisions
- Notarize changes in corporate structure, directorship, or ownership
These notarized records are often needed for tax filings, financial audits, and compliance with regulatory agencies.
International Documents
Ontario residents and businesses often require notarized documents for use outside Canada. While Canada is not part of the Hague Apostille Convention, Notary Public Services in Ontario provide critical support in preparing documents for international acceptance through authentication and legalization processes.
Certification for Use Outside Canada (Apostille Alternatives)
Since Canada does not issue apostilles, international documents must follow a three-step process: notarization → authentication → legalization. A Notary Public assists with the first step by:
- Notarizing original documents or certified true copies
- Preparing statutory declarations or affidavits for international use
- Ensuring compliance with the Global Affairs Canada authentication standards
Common documents requiring this process include:
- International powers of attorney
- Foreign property purchases or leases
- Work visa applications and foreign employment contracts
Translations and Notarized Copies
When submitting documents in a foreign country, certified translations are often required. A Notary Public in Ontario can:
- Notarize the affidavit of a certified translator
- Certify translated documents as true copies of the original
- Confirm that the translation is complete and accurate for legal or official purposes
This service is especially relevant for immigration, study abroad, and foreign marriage or divorce documentation.
Embassy or Consular Document Verification
Some embassies and consulates require notarized documents for their internal processing or legal recognition. A Notary Public in Ontario can:
- Notarize application forms, powers of attorney, and declarations required by consulates
- Assist with embassy-specific requirements before legalization
- Provide notarized affidavits or certified true copies to support visa, residency, or dual citizenship applications
It is essential to check with the specific embassy for document requirements and ensure the notarization complies with both Ontario and foreign jurisdictional standards.
