Notary and vehicle transactions in Ontario often raise questions for drivers who want to avoid delays at ServiceOntario. Whether you are buying or selling a car, transferring vehicle ownership, or handling legal vehicle paperwork, it is not always clear when notarization is required. While most everyday vehicle transactions in Ontario do not require a notary, certain situations, such as power of attorney, gifted vehicles, and estate transfers, do involve notarized documents. Understanding how notary and vehicle transactions in Ontario work can help you prepare the correct paperwork and complete your vehicle transaction smoothly
🟢When a Notary Is Usually Not Required for Vehicle Transactions in Ontario
In most everyday vehicle transactions in Ontario, a notary is not needed. ServiceOntario handles identity verification in person, so notarized documents are not required for standard processes, including:
- Buying or selling a used car privately
- Transferring vehicle ownership through ServiceOntario
- Registering a vehicle
- Plate transfers
- Obtaining a Standard Used Vehicle Information Package (UVIP)
- Completing a Safety Standards Certificate
- Emissions testing (if applicable)
For these common vehicle transactions, the process is straightforward, and notarization is typically only necessary in special circumstances.
🔴 When a Notary Is Required for Vehicle Transactions in Ontario
While most transactions are straightforward, there are specific situations where notarization may be essential:
1. Power of Attorney for Vehicle Transactions
A notary may be required when someone else is handling your vehicle paperwork in Ontario. This typically applies if you need another person to:
- Register, sell, or transfer a vehicle on your behalf
- Complete transactions while the owner is out of the country, ill, or unavailable
Common uses include:
- Title transfers
- Plate transfers
- Representing you at ServiceOntario
Note: If you only need someone to complete a ServiceOntario transaction on your behalf, you can use a Third Party Letter of Authorization - Form SR-LD-433 (available for download by clicking here). This form does not require notarization, offering a simpler alternative to a full Power of Attorney.
2. Statutory Declarations / Sworn Statements
Certain vehicle-related declarations in Ontario must be sworn before a notary public or a commissioner for taking affidavits. These are commonly required for situations such as:
- Gifting a vehicle to a family member (a completed and notarized Sworn Statement for a Family Gift of a Used Motor Vehicle is required).
- Claiming a sales tax exemption, such as transfers arising from family separation or marriage breakdown, transfers between related corporations or between a corporation and its shareholders, or transfers for insurance, financing, or security purposes. You will be required to complete and notarize a Sworn Statement for the Transfer of a Used Motor Vehicle in the Province of Ontario (Form 1155E), together with the applicable addendum.
Although not mandatory, you may also support your application to ServiceOntario with a sworn declaration in the following situations:
- Lost vehicle ownership documents (green permit)
- Correcting errors on ownership or registration documents
- Statements regarding vehicle value
- Sworn affidavit explaining the vehicle identification number error
Note: some ServiceOntario declarations, such as Spouse Declaration and Plate Transfer Declaration (SR-LV-139), do not require notarization.
3. Vehicle Inheritance / Estate Transfers
In Ontario, certain vehicle transfers related to estates or inheritance may require notarized documents to ensure legal validity. These situations include:
- Notarization of a copy of the will or other proof of authority to transfer vehicle ownership
- Affidavits or statutory declarations from the estate trustee
Tip: Working with a notary familiar with estate-related vehicle transactions can help avoid delays and ensure all documents are accepted by ServiceOntario.
4. Out-of-Province or Out-of-Country Vehicle Transfers
When transferring or importing a vehicle from another jurisdiction, notarized documents may be required in Ontario to meet legal and ServiceOntario requirements. These situations include:
- Ownership documents from another province or country
- Vehicle import declarations
- Translation certifications for documents not in English or French
5. Declaration of Vehicle Gift (Family Transfers)
When transferring a vehicle as a gift to family members in Ontario, a sworn declaration is required to ensure the transaction is legally recognized and qualifies for retail sales tax exemptions.
- The declaration must be sworn before a notary public, a lawyer or a Commissioner of Oaths
- Common family transfers include gifts between spouses, parents, and children
6. Name Changes or Documentation Corrections
In Ontario, if vehicle ownership documents are unclear or contain inconsistencies, notarized affidavits or sworn statements may be required to ensure legal validity.
- A notarized affidavit explaining a name change may be necessary
- Supporting sworn statements help ServiceOntario accept and process your paperwork without delays
Key Takeaways for Notary and Vehicle Transactions in Ontario
- Most everyday vehicle transactions, including private sales, registrations, and plate transfers, do not require notarization.
- Notarization is required only in special circumstances, such as power of attorney, gifted vehicles, estate transfers, or correcting ownership errors.
- Understanding when a notary is needed can save time, prevent delays, and ensure your documents are legally valid.
- Working with a notary familiar with Ontario vehicle regulations ensures all paperwork is properly prepared and accepted by ServiceOntario.
Need Help? NotaryServe® Can Prepare and Witness Your Declaration
Our team at NotaryServe® can assist with all notary services to ensure your application meets legal requirements.
Contact Us
📞 Phone: 613-558-5363
📧 Email: contact@notaryserve.ca
🖥️ Online Booking: notaryserve.ca/contacts/
This post is for general information only and is not legal advice. For advice tailored to your situation, please contact a qualified professional or speak with one of our notaries.