During the insurance claim process, your insurance provider may require you to visit a Notary Public. This guide explains why and when your claim documents need notarization and how to prepare for your notary appointment.
Why Insurance Companies Require a Notary
For minor incidents like a fender bender, a phone call or an online form is usually enough. But when a car is stolen or declared a total loss (write-off), insurance companies need to rule out fraud and maintain a legally binding record.
A Notary Public helps verify three critical things:
- Identity: That you are who you say you are.
- Authenticity: That your documents are real and unaltered.
- Truthfulness: That you are swearing under oath that your statement is accurate.
Common Scenarios Requiring a Notary
You will likely need a Notary Public in these situations:
1️⃣ Total Loss or Theft (Statutory Declarations)
If your car is unrecoverable or repair costs exceed its value, the insurer will ask you to sign a statutory declaration (often included in a "Proof of Loss" form).
- What it is: A legal document declaring the facts of the loss.
- What it includes:
- The date, time, and cause of the loss.
- Financial interests in the car (e.g., bank or co-signer).
- Confirm the claim is not fraudulent.
- The Notary's Role: Witness your signature and administer an oath, making the declaration legally equivalent to court testimony.
2️⃣ Proving Ownership and Identity
If the insurer suspects identity theft or needs to confirm the asset belongs to you, they may ask for certified true copies of your documents.
- Documents involved: Driver’s licence, vehicle registration, bill of sale, or lease agreements.
- The Notary's Role: Certify copies of your original documents as true and unaltered.
3️⃣ Disputes or Unclear Events (Affidavits)
If there were no witnesses to an accident or if liability is being disputed, you may need to provide a sworn written statement.
- What it is: A sworn written statement of the facts.
- The Notary's Role: Verify your identity, witness your signature, and ensure the statement can be used as formal evidence.
4️⃣ Out-of-Province or U.S. Accidents
If your incident happens outside your home province or in the United States, the laws regarding insurance claims may differ.
- The Issue: Cross-border claims often require specific legal forms that must be recognized in both jurisdictions.
- The Notary's Role: Ensure your documents meet legal standards in both the foreign jurisdiction and your home province.
How to Prepare Your Insurance Claim Forms
Visiting a notary usually takes 10–20 minutes, but preparation is key.
What to Bring:
- Government-Issued Photo ID: Must be valid (not expired). A driver’s licence or passport is recommended.
- The Unsigned Documents: Bring the unsigned insurance claim forms and supporting paperwork. Do not sign them beforehand.
- Supporting Evidence: Original documents (such as ownership papers), if certified copies are required.
⚠️ Crucial Rule: Do Not Sign Insurance Claim Forms in Advance
⚠️ Warning: Signing at home prevents the Notary from legally validating your documents. You may have to print new forms and start over.
What Happens During the Appointment:
- Verification: Notary confirms your identity.
- Understanding: You confirm you have read and understand the document.
- The Oath: For affidavits or statutory declarations, you verbally swear or affirm the truth.
- Execution: You sign the documents; the Notary stamps and signs with their official seal.
The Bottom Line
Using a Notary may feel like an extra step, but it is critical for a smooth insurance claim process.
- Speeds up your insurance claims: Properly notarized documents are rarely rejected.
- Protects you legally: Creates a verified record of your statement in case questions arise later.
By understanding requirements and preparing documents correctly, your insurance settlement can be processed quickly and accurately.
📌 Need a Notary?
NotaryServe® makes notarizing insurance claims forms fast and compliant. Book your appointment today to finalize your claims with confidence.
📍 Website: www.notaryserve.ca
📞 Phone: 613-558-5363
📧 Email: contact@notaryserve.ca
🗓️ Book Online: www.notaryserve.ca/contacts
⚠️ Disclaimer
The information provided in this post is for general informational purposes only and does not constitute legal advice. Insurance claim requirements may change depending on your insurer. Confirm procedures with your insurance company or seek professional legal guidance before taking action.
