If you’re dealing with a legal, financial, or immigration matter in Ontario, chances are someone has asked you to get a document notarized. But notarization is not always required, and not every document on your desk needs to be notarized. Knowing which ones to save you time, prevent delays, and keep your file from being rejected at the receiving end. This guide breaks down the most common Ontario documents that require notarization, so you know exactly what you’re working with.

Ontario Documents That Require a Notary Public: A Category-by-Category Breakdown

Real Estate and Property Documents

Real estate transactions in Ontario frequently involve notarization, particularly when a party cannot be present in person or when documents need to be recognized across jurisdictions. Transfers of title, mortgage documents, powers of attorney for property, and land transfer affidavits are common examples. Lenders, legal counsel, and the Land Registry Office may each have their own requirements, so confirming with the receiving party before proceeding is always a good idea.

If you are executing a power of attorney related to property from outside Ontario, or on behalf of someone who cannot be present, a notary public is typically required to verify identity and witness the signing.

Immigration and Citizenship Documents

Immigration matters generate a significant share of notarization requests in Ontario. Documents submitted to Immigration, Refugees and Citizenship Canada (IRCC) or foreign embassies often need to be notarized, including:

Certified True Copies

IRCC and many foreign authorities will not accept photocopies of passports, birth certificates, or educational credentials without a notary certifying them as true copies of the original. A notary public reviews the original, compares it against the copy, and certifies that the copy is accurate.

Consent Letters for Minors Travelling Abroad

A child travelling internationally without both parents, or without any parent, typically requires a notarized consent letter. Airlines and border officials in many countries will ask for it, and Canada Border Services recommends having one in place.

Proof of Status and Supporting Declarations

Declarations confirming marital status, name changes, or relationships are commonly required in immigration files. These may need to be commissioned as well as notarized, depending on the receiving authority.

Affidavits and Statutory Declarations

Affidavits and statutory declarations are sworn or affirmed written statements used across a wide range of legal and administrative matters. Courts, government agencies, financial institutions, and foreign embassies routinely require them. In Ontario, these documents must be signed before a commissioner of oaths or a notary public, with the notary verifying your identity and witnessing your signature.

Common uses include:

Name change affidavits
Declarations of relationship or dependency
Statutory declarations for insurance, pension, or benefit claims
Court-supporting affidavits for family or estate matters

Estate and Probate Documents

Settling an estate in Ontario involves several documents that may require notarization. These include affidavits of execution for wills, certified copies of the death certificate or probate grant for use outside Ontario, and statutory declarations related to the estate. If the estate has assets or beneficiaries in another province or country, the receiving jurisdiction will likely require notarized versions of your Ontario documents.

Business and Corporate Documents

Companies operating across provincial or international borders regularly need notarized corporate documents. Board resolutions, corporate certificates, articles of incorporation, and powers of attorney granted by a corporation may all require notarization when submitted to a foreign authority or bank. Financial institutions that open accounts or process transactions for non-resident entities also commonly request notarized documentation.

Documents Destined for Use Abroad

Any Ontario document intended for use in another country frequently requires both notarization and authentication. The authentication process, handled by Global Affairs Canada and Official Document Services (ODS), verifies the notary’s credentials so that the document is accepted internationally.

Documents commonly going through this process include:

Canadian diplomas and degrees
Police clearance certificates
Marriage and divorce certificates
Commercial contracts and powers of attorney

Note that if the destination country is a signatory to the Hague Apostille Convention, an apostille may be required after notarization rather than standard authentication. The Notary Guy is registered with Global Affairs Canada and ODS and can advise on the correct process for your specific destination.

Choose a Notary That’s Not Only Accessible But Thorough: Get Your Documents Notarized at The Notary Guy

Ontario documents that require a notary public span a wide range of personal, legal, and business situations. Taking the time to confirm requirements before signing anything protects you and keeps your file moving.

The Notary Guy provides professional notary services in Canada for individuals, businesses, and international matters. Whether you need a certified true copy, a notarized statutory declaration, or documentation prepared for submission through Global Affairs Canada and ODS, The Notary Guy handles it correctly the first time. Affidavits and declarations can also be commissioned online for added convenience. Visit The Notary Guy to get started.

Frequently Asked Questions

What is the difference between a notary public and a commissioner of oaths in Ontario?

Both can commission affidavits and statutory declarations, but a notary public has broader authority. A notary can certify true copies, authenticate documents for international use, and handle certain legal transactions that a commissioner of oaths cannot. For documents going outside Ontario or Canada, a notary public is typically required.

Can I get my documents notarized online in Ontario?

Online commissioning is available for Affidavits and Declarations through The Notary Guy. Other documents, including real estate notarizations and statutory declarations requiring physical presence, must be handled in person. If you are unsure whether your document qualifies for online commissioning, contacting The Notary Guy directly is the quickest way to confirm.

Does notarization mean my document is legally valid in another country?

Notarization is typically the first step. For many countries, the document must also go through authentication via Global Affairs Canada and Official Document Services (ODS). If the destination country is part of the Hague Apostille Convention, an apostille is required. The process varies by country, so confirming the destination’s requirements before proceeding avoids having to start over.

Which Ontario Documents Require a Notary Public