If you live or work in Ontario, chances are you will eventually need to sign an important document in front of an official witness. Maybe you are applying for a passport, buying property, swearing an affidavit for court, or sending paperwork overseas. In these situations, you will likely hear the term: Notary Public.

This blog post explains who a notary public is in Ontario. It covers their legal authority, duties, limitations, how they are appointed, and when you might need each service.

For a comparison between a Notary Public and a Commissioner of Oaths, see our post on the topic here.

Who Is a Notary Public?

A Notary Public in Ontario is a legal professional appointed by the Attorney General of Ontario under the Notaries Act. Notaries have broad authority to verify signatures, certify true copies of documents, administer oaths and affirmations, and witness the execution of legal documents.

Their seal and signature are recognized not just in Ontario but across Canada and internationally, making them essential for documents intended for use outside the province or country.

Most notaries in Ontario are lawyers or paralegals, but certain non-lawyers can also be appointed (for example, government officials or employees of organizations involved in international trade).

What a Notary Public Can Do in Ontario

A notary public in Ontario provides a range of services, including:

• Notarizing Documents: Verifying the identity of signers, witnessing signatures, and applying a notary seal to confirm authenticity.
• Certifying True Copies: Confirming that a photocopy is a true and accurate copy of an original document (such as a passport, diploma, or birth certificate).
• Administering Oaths and Affirmations: Overseeing the swearing or affirming of affidavits, statutory declarations, and other sworn statements.
• Witnessing the Execution of Documents: Acting as an official witness for the signing of legal documents, such as powers of attorney, real estate documents, or contracts.
• International Document Authentication: Preparing documents for use outside Canada, including notarization, authentication, and apostille services.
• Assisting with Document Drafting: Some notaries, like NotaryServe®, can help draft affidavits, declarations, and letters to meet legal requirements.

Notaries follow strict procedures for verifying identity, witnessing signatures, and record-keeping. Failure to comply can result in fines, loss of appointment, or even criminal charges.

They cannot provide legal advice unless they are also acting as your lawyer.

How Notaries are Appointed

For Lawyers and Paralegals:

• Must be licensed and in good standing with the Law Society of Ontario (LSO).
• Apply through Official Documents Services (ODS).
• Pay a one-time fee of $145 (as of 2025; waived for government lawyers/paralegals).
• The appointment is for life, provided the lawyer/paralegal remains in good standing.

For Non-Lawyers/Non-Paralegals:

• Must demonstrate that notarizing documents is a required part of their job (e.g., for international business).
• Apply through the Ministry of the Attorney General. Submit an application (Form 004-0315), security check consent (Form ON00532), and a letter of authorization from their employer.
• Pay an appointment fee of $110 (as of 2025; waived for certain government employees).
• Appointment lasts three years and can be renewed for additional three-year terms.

Important: Notary appointments for non-lawyers are not granted for starting a new business or expanding services, but only to fulfill existing job duties

Self-Employed Applicants: May write their own letter of authorization.

Important: Appointments for non-lawyers are not granted for starting a new business or expanding services, but only to fulfill existing job duties

Renewal: Notary appointments must be renewed before expiry to avoid interruption of authority.

Remote Commissioning and Notarization: In-Person vs. Online

In-Person Services

Traditionally, notaries performed their duties in person. The signer would appear before the official, present a valid photo ID, and sign the document in the official's presence. The official would then witness the signature, administer the oath or affirmation (if required), and apply their stamp or seal.

Remote Services

Since August 1, 2020, Ontario law allows for remote commissioning. This means you can complete many document signings over a secure video call, provided certain conditions are met, including:

• Both parties must be able to see, hear, and communicate in real time.
• The official must verify your identity (usually by examining your ID on camera).
• A modified jurat (statement) must be used, indicating the document was commissioned remotely and stating the locations of both parties.
• The official must keep a record of the transaction.

Notaries may perform some services remotely, but certifying true copies of documents still requires in-person verification of the original document.

Important: Not all organizations or recipients accept remotely commissioned or notarized documents. Always check with the receiving party before choosing remote services.

When to Choose a Notary Public

You should see a notary public in Ontario when:

• You need a certified true copy of a document (e.g., passport, diploma, birth certificate).
• Your document will be used outside Ontario or Canada (e.g., for immigration, study, work, or business abroad).
• You need to notarize a signature for international or federal purposes.
• You require authentication or apostilling for your document (for use in a Hague Convention country).
• The recipient specifically requests notarization (check the instructions on your form or with the requesting organization).
• You need to witness the execution of important legal documents (e.g., powers of attorney, real estate transfers, business contracts).

Using Canadian Documents Abroad

Notarization Matters for Documents To Be Used Abroad

If your document will be used outside Canada, it almost always needs to be notarized by a notary public. This is because:

• Notary seals and signatures are recognized internationally.
• Authentication and apostille processes require notarization.

Authentication and Apostille

• Authentication is the process by which Official Documents Services (ODS) in Ontario verifies the notary’s signature and seal for use in countries that are not part of the Hague Apostille Convention.
• Apostilling is a simplified form of authentication for countries that are members of the Hague Apostille Convention (Canada joined in January 2024). You may not need to legalize the apostilled document at your embassy.

To get an apostille or authentication, your document must be notarized by an Ontario notary public whose signature and seal are registered with ODS. Commissioners for oaths cannot provide this service.

Examples of documents needing notarization and apostille/authentication:

• Birth, marriage, or death certificates for use abroad
• Academic transcripts and diplomas for foreign schools or employers
• Powers of attorney for overseas property or business
• International business contracts
• Immigration and visa documents

Tip: Always check with the embassy, consulate, or recipient organization to confirm their requirements before proceeding.

Fees and Turnaround Times

Notary Public Fees:

• Fees vary by provider, location, and document type.
• Standard notarization or commissioning: $10–$50 per document is common; some providers may charge more for complex or urgent services.
• Certified true copies, powers of attorney, real estate documents, and international documents may cost more.
• Mobile or after-hours services may incur additional fees.
• Online/remote notarization: $30–$60 per document is typical for digital services.

Turnaround Times

• In-person appointments: Most notarizations or commissions can be completed in 10–30 minutes if you have all the required documents and ID.
• Remote/online services: Many providers offer same-day or next-day appointments; documents can be finalized online in as little as 10-30 minutes.
• Authentication/apostille: Processing varies depending on where the request is made. Some notaries, like NotaryServe®, can assist you in getting your document authenticated/apostilled.

Tip: For remote appointments, ensure you have a reliable internet connection and a way to scan or upload documents if required.

Record-Keeping, Stamps, and Seals

Notary Public

• Seal/Stamp: Notaries use an official seal or stamp, often embossed, with their name and appointment details. The seal is registered with ODS for authentication purposes.
• Record-Keeping: Notaries should keep a log of all notarizations, including date, type of document, names of signers, and identification details.
• Jurat Wording: The notary certifies when and where the document was signed, and that the signer appeared before them.
  • For certified true copies, a statement such as “I certify this to be a true copy of the original document presented to me” is used.
  • For taking oaths, affidavits and declarations, the jurat typically reads “Sworn (or Affirmed or Declared) before me at the (City, Town, etc.) of __________ in the (County, Regional Municipality, etc.) of __________, on (date). Commissioner for Taking Affidavits.”

Remote Services: The jurat for remote commissioning must indicate that the act was performed remotely and state the locations of both parties.

Professional Ethics and Liability

Notaries are held to high ethical standards:

• Impartiality: Must remain neutral and not act in cases where they have a personal interest.
• Confidentiality: Must protect client information and documents.
• No Legal Advice: Cannot provide legal advice unless also acting as your lawyer or paralegal.
• Penalties: Improper acts (such as failing to verify identity, signing false statements, or acting outside authority) can result in fines up to $2,000, loss of appointment, or criminal charges (including up to two years’ imprisonment for knowingly signing a false affidavit).

Accessibility and Accommodations

Ontario law requires notaries to provide accessible services to people with disabilities, both in person and remotely. This may include:

• Using plain language or large print
• Providing sign language interpretation
• Using assistive technologies (screen readers, dictation)
• Offering remote services with closed captioning or interpreters

If you need accommodations, inform the provider in advance so they can make arrangements to meet your needs.

How to Verify a Notary's Appointment and Credentials

• Notary Public (Lawyers/Paralegals): Check with the Law Society of Ontario or Official Documents Services (ODS).
• Notary Public (Non-Lawyers): Verify with the Ministry of the Attorney General or ODS.

You can also ask to see the official’s appointment certificate, stamp, or seal. The seal and signature should match the records at ODS, especially for documents needing authentication or apostille.

How to Prepare for a Notary Appointment

1. Check Requirements: Confirm with the recipient whether notarization or commissioning is required, and whether remote services are accepted.
2. Gather Documents: Bring the original document(s) and any copies that require certification.
3. Bring Valid Photo ID: Government-issued ID (driver’s license, passport, or Ontario photo card) is required.
4. Do Not Sign in Advance: Wait to sign your document in front of the notary or commissioner.
5. Book an Appointment: Many providers offer walk-in, scheduled, or online appointments.
6. Attend Appointment: In person or online, present your ID, sign the document, and answer any questions. For affidavits or declarations, the official will ask you to swear or affirm the truth of the contents. Do not sign until instructed; the official must witness your signature. The official applies their signature, stamp, or seal.
7. Explain Your Needs: State whether you need notarization or commissioning.
8. Pay Fees: Fees are usually payable by debit or credit card, e-transfer, or cash.
9. Receive Your Document: The official will apply their stamp or seal and return the completed document to you.

Tip: For remote appointments, follow instructions for uploading or mailing documents as needed.

Local Resources in Ottawa and Ontario

If you need notary or commissioner services in Ottawa or elsewhere in Ontario, you have several options:

• NotaryServe®: Full-service notary public and commissioner of oaths, with locations in Ottawa and Toronto. Walk-ins welcome for urgent requests; appointments available for convenience. Contact: 613-558-5363 or contact@notaryserve.ca.
• Courthouses: For court-related affidavits, visit your local courthouse.
• ServiceOntario Centres: Many offer commissioner services for government forms.
• Municipal Offices: City halls and municipal offices often have commissioners for local business.
• Law Firms and Paralegal Offices: Most lawyers and paralegals are both notaries and commissioners.

Tip: Always confirm the provider’s credentials and check if your document can be handled remotely.

Conclusion: Making the Right Choice for Your Document Needs

Understanding who a notary public is is essential for ensuring your documents are properly authenticated and legally valid. Here’s what to remember:

• Notary Publics have broader authority: they can certify true copies, notarize signatures, and handle documents for international use. Their seal and signature are recognized worldwide.
• Always check the requirements of the recipient organization or authority before choosing a service.
• Remote services may be available for many documents, but acceptance varies. Confirm before proceeding.
• Fees and turnaround times vary; ask in advance and bring all required documents and ID.
• Accessibility and accommodations are available; ask if you need support.

NotaryServe® is here to help with all your notarization and commissioning needs in Ottawa, Toronto, and across Ontario.

This blog post is provided by NotaryServe® for informational purposes only and does not constitute legal advice. For personalized guidance, please consult a qualified legal professional.

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NotaryServe® — Your Notary Public in Ontario
Ottawa: 19 Foxden Place, K1G 6A5 | Toronto: Suite 1004, 39 Richview Road, M9A 4M7
Contact: 613-558-5363 | contact@notaryserve.ca

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