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NOTARY SERVICES GUIDE
Notary Public Services in Ontario
A practical guide to notarized documents, certified true copies, affidavits, statutory declarations, signature witnessing, remote commissioning and what to bring to a notary appointment.
Notary services are often needed quickly: a form, a copy, a declaration, a travel document or a signature that must be properly witnessed. The key is knowing what kind of verification the receiving institution actually requires.
Prepared by Tatyana Trusz, Trusz Law • Updated July 2026 • 12 min read
QUICK ANSWER
What does a notary public do?
In Ontario, a notary public has all the powers of a commissioner for taking affidavits and can also verify that signatures, marks and copies of documents are true or genuine.
A notary can help with notarized copies, affidavits, statutory declarations, signature witnessing and other document-verification services. A notary does not automatically confirm that the document’s contents are legally correct, complete or effective for its intended purpose.
IN THIS GUIDE
RELATED NOTARY SERVICES
NEED A DOCUMENT NOTARIZED?
Bring the original, your ID and the receiving institution’s instructions.
The exact wording required by the receiving organization can matter.
THE SHORT ANSWER
A notary verifies specific facts about a document or signature
Notary services can include:
- certifying true copies of original documents;
- witnessing or verifying signatures;
- administering oaths and affirmations;
- commissioning affidavits;
- commissioning statutory declarations;
- confirming identity for certain document-signing purposes; and
- preparing a notarial certificate where appropriate.
The notary’s role depends on the document. Some appointments involve identity and signature verification. Others involve asking the person to swear or affirm that the contents of a document are true.
KEY TAKEAWAYS
At a glance
- A notary public has broader powers than a commissioner for taking affidavits.
- A commissioner can administer oaths, declarations and affirmations for affidavits and declarations.
- A notary can also verify signatures, marks and true copies of documents.
- A notarized copy confirms that the copy matches the original shown to the notary.
- A notarized signature does not automatically mean the document is legally valid for every purpose.
- Remote commissioning is available in Ontario where the legal requirements are met.
- The receiving institution’s instructions should be checked before the appointment.
NOTARY VS. COMMISSIONER
What is the difference between a notary public and a commissioner?
| Role | What the role can generally do |
|---|---|
| Commissioner for taking affidavits | Administers oaths, declarations and affirmations for affidavits and statutory declarations. |
| Notary public | Has all commissioner powers and can also verify signatures, marks and copies of documents as true or genuine. |
Many people use the words interchangeably, but the document may require one specific service. Some forms say “commissioner,” some say “notary,” and some receiving institutions require notarization even where a commissioner would otherwise be enough.
COMMON DOCUMENTS
What documents commonly need notary services?
Common documents include:
- affidavits;
- statutory declarations;
- certified true copies of identification or records;
- travel consent letters;
- invitation letters;
- name-change or identity-related declarations;
- academic records and transcripts;
- copies of passports, driver’s licences or permanent-resident cards;
- out-of-province or international forms;
- business and corporate declarations;
- real-estate or mortgage-related documents; and
- government, school, immigration or institutional forms.
The notary should see the receiving organization’s instructions whenever possible, especially for international or institutional documents.
CERTIFIED TRUE COPIES
What is a certified true copy?
A certified true copy confirms that a copy appears to be a true copy of the original document presented to the notary.
For a certified copy appointment, bring:
- the original document;
- the copy to be certified, if already made;
- valid identification;
- the receiving institution’s instructions; and
- any required wording or form.
A certified true copy does not confirm that the original document is authentic in every possible sense, that the issuing institution made no error, or that the document will be accepted by every organization.
AFFIDAVITS & STATUTORY DECLARATIONS
What happens when an affidavit or declaration is commissioned?
An affidavit is a written statement sworn or affirmed to be true. A statutory declaration is a solemn declaration made for a legal or administrative purpose.
The commissioner or notary will generally:
- confirm identity;
- ensure the person understands they are swearing, affirming or declaring the truth of the document;
- administer the oath, affirmation or declaration;
- witness the signature where required; and
- sign and apply the required stamp or information.
The person signing remains responsible for the truth of the contents. The notary does not become the author of the statement simply because it is commissioned.
“A notary appointment should confirm the right thing: identity, signature, copy, oath or declaration. It should not create a false sense that every legal issue in the document has been reviewed.”
— Trusz Law
REMOTE COMMISSIONING
Can documents be commissioned remotely in Ontario?
Ontario permits remote commissioning where legal requirements are met. Remote commissioning generally uses audio-visual communication technology and requires the commissioner to follow the applicable process, including confirming identity and administering the oath, affirmation or declaration properly.
Remote notarization and remote commissioning are not always accepted by every receiving institution. Before booking remotely, check:
- whether the receiving organization accepts remote commissioning;
- whether original wet-ink signatures are required;
- whether a notary rather than a commissioner is required;
- whether the document will be used outside Ontario or Canada;
- whether witnesses must be physically present; and
- whether a specific certificate or wording is required.
Where a receiving institution has strict requirements, an in-person appointment may be safer.
WHAT TO BRING
How should you prepare for a notary appointment?
Bring:
- valid government-issued photo identification;
- the original document, where a copy is being certified;
- the unsigned document if the notary must witness the signature;
- any instructions from the receiving institution;
- supporting documents referred to in the form;
- translation or interpreter details if language is an issue;
- contact information for the organization requesting the document, where helpful; and
- all required signers if more than one person must sign.
Do not sign in advance if the document requires the notary to witness the signature or administer an oath before signing.
LIMITS OF NOTARY SERVICES
What can a notary not confirm?
A notary appointment does not automatically confirm:
- that the document is legally enforceable;
- that the form is the correct form for the purpose;
- that foreign authorities will accept it;
- that the contents are true;
- that the transaction is wise or complete;
- that a translation is accurate unless translation services are specifically provided; or
- that the signer has received independent legal advice.
Where the document affects important rights—such as real estate, family law, immigration, corporate matters, estates, guarantees or financial obligations—legal advice may be needed in addition to notarization.
COMMON NOTARY MISTAKES
Problems that can delay or invalidate the appointment
Signing before the appointment.
If witnessing or an oath is required, the signature may need to happen in front of the notary or commissioner.
Bringing a copy without the original.
A certified true copy usually requires the original document for comparison.
Not checking whether a notary or commissioner is required.
The receiving institution may require one specifically.
No valid photo ID.
Identity verification is often essential.
Using the wrong form.
The notary may verify a signature on a form that the receiving institution still rejects.
Assuming notarization equals legal advice.
Notarizing a document is not the same as reviewing whether it protects your interests.
Ignoring foreign-use requirements.
International documents may require authentication, legalization, apostille or other steps beyond notarization.
HOW TRUSZ LAW CAN HELP
Prepare the right notarization for the document’s actual purpose.
Trusz Law assists with Ontario notary public services, commissioning, certified true copies, affidavits, statutory declarations and signature witnessing.
Depending on the document, that may include confirming the required service, reviewing the receiving institution’s instructions, verifying identity, commissioning an oath or declaration, certifying copies and advising where legal review is needed before signing.
The goal is practical: make sure the document is signed, witnessed or certified in the way the receiving organization actually requires.
FREQUENTLY ASKED QUESTIONS
Notary-public questions people often ask
What is a notary public in Ontario?
A notary public has all the powers of a commissioner for taking affidavits and can also verify that signatures, marks and copies of documents are true or genuine.
What is the difference between a notary and a commissioner of oaths?
A commissioner can administer oaths, affirmations and declarations. A notary has those powers and can also verify signatures and copies of documents.
What is a certified true copy?
It is a copy that a notary certifies as appearing to match the original document presented for comparison.
Do I need to bring the original document for a certified copy?
Yes, normally the original is required so the notary can compare the copy to the original.
Can I sign the document before seeing the notary?
Not if the notary must witness your signature or administer an oath before signing. Bring the document unsigned unless instructed otherwise.
What ID should I bring?
Bring valid government-issued photo identification and any additional ID requested by the receiving institution.
Can a notary confirm that my document is legally valid?
Not automatically. Notarization verifies things such as identity, signature, copy or oath. Legal advice is separate from basic notarization.
Can affidavits be commissioned remotely in Ontario?
Ontario permits remote commissioning where the legal requirements are met, but the receiving institution should be checked before using a remote process.
Can notarized documents be used outside Canada?
Sometimes, but foreign-use documents may require additional steps such as authentication, apostille or legalization depending on the destination and receiving authority.
Can a notary certify a translation?
Only where the notary is actually able to provide or verify the translation service. Otherwise, a certified translator or specific process may be required.
What documents commonly need notarization?
Common examples include statutory declarations, affidavits, certified true copies, travel consent letters, invitation letters, identity documents and out-of-province or international forms.
When should I get legal advice instead of only notarization?
Legal advice is recommended where the document affects property, family rights, immigration, estate planning, corporate obligations, guarantees or significant financial responsibilities.
OFFICIAL RESOURCES
Further reading
ABOUT THIS RESOURCE
Prepared by Tatyana Trusz, Trusz Law. This resource is for general information only and is not legal advice. Notary and commissioning requirements depend on the document, receiving institution, jurisdiction, identity requirements and current law. Last reviewed July 2026.
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NEED A DOCUMENT NOTARIZED?
Confirm the requirement before you sign.
Bring the original document, valid ID and any instructions from the organization requesting the notarization.
