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Immigration Document Notarization in Ontario
A practical guide to notarizing immigration-related documents, certified true copies, translation affidavits, statutory declarations, invitation letters, ID copies and foreign-use document requirements.
Immigration-related document requests often come with strict instructions. The issue is not only whether a document is notarized, but whether it is certified, translated, declared, commissioned, authenticated or submitted in the exact way the receiving authority requires.
Prepared by Tatyana Trusz, Trusz Law • Updated July 2026 • 13 min read
QUICK ANSWER
What immigration documents can be notarized?
Immigration-related notary services can include certified true copies, sworn affidavits, statutory declarations, signature witnessing and notarization of copies of identity, civil-status, education, travel or supporting documents.
Notarization is not the same as immigration advice. A notary can help verify identity, signatures, copies, oaths or declarations, but the applicant or immigration advisor must still confirm what the immigration authority requires for the specific application.
IN THIS GUIDE
RELATED NOTARY SERVICES
IMMIGRATION DOCUMENTS?
Bring the instruction checklist—not only the document.
IRCC, a visa office, school, employer or foreign authority may require different wording.
THE SHORT ANSWER
Immigration notarization is about matching the document to the instruction checklist
Immigration-related notarization may involve:
- certified true copies of original documents;
- affidavits from translators;
- statutory declarations about identity, name variations or relationship facts;
- invitation letters or support letters;
- copies of passports, visas, permits, PR cards or IDs;
- education, employment or civil-status documents;
- signature witnessing; and
- documents that may later require authentication or apostille.
The receiving authority’s instructions should be reviewed before the appointment because “notarized” can mean different things in different contexts.
KEY TAKEAWAYS
At a glance
- IRCC generally requires supporting documents to be in English or French unless it says otherwise.
- If a supporting document is not in English or French, IRCC states that it must be submitted with the translation, an affidavit from the translator and a certified photocopy of the original document.
- A certified true copy confirms that the copy matches the original shown to the notary.
- A notary does not automatically certify that a translation is accurate unless that specific service is provided.
- Some foreign-use documents may need authentication or apostille after notarization.
- Remote commissioning may not be accepted by every receiving authority.
- Notarization is separate from immigration legal advice.
COMMON DOCUMENTS
What immigration-related documents may need notarization?
Common examples include:
- passport or travel-document copies;
- permanent resident card copies;
- driver’s licence or identity-document copies;
- birth, marriage, divorce or death certificates;
- education records, diplomas and transcripts;
- employment letters or business documents;
- police certificates and supporting records;
- invitation letters;
- statutory declarations of common-law relationship or other facts;
- name-discrepancy declarations;
- translation affidavits; and
- forms for foreign schools, consulates, employers or government agencies.
The notary appointment should be based on the exact document list and wording required by the receiving authority.
CERTIFIED TRUE COPIES
When does immigration paperwork require certified copies?
A certified true copy is a copy that a notary certifies as appearing to match the original document presented for review.
Bring the original document whenever a copy must be certified. A copy alone is usually not enough because the notary needs to compare it to the original.
Certified copies may be requested for:
- passport identity pages;
- travel documents;
- status documents;
- birth or marriage certificates;
- education records;
- business registration documents;
- police or civil documents; and
- supporting identity materials.
A certified true copy does not prove that IRCC, a visa office or a foreign authority will accept the document. It only confirms the copy against the original shown to the notary.
TRANSLATIONS & AFFIDAVITS
What if an immigration document is not in English or French?
IRCC states that, unless it tells applicants otherwise, supporting documents must be in English or French. If a document is not in English or French, the applicant must send:
- the English or French translation;
- an affidavit from the person who completed the translation; and
- a certified photocopy of the original document.
A translator’s affidavit is different from the translation itself. The affidavit is the translator’s sworn or affirmed statement about the translation.
IRCC also states that it does not accept translations by family members for police certificates. The specific translation rules should be checked for the application type and document category.
“The safest immigration notary appointment starts with the instruction checklist. The notary should know exactly what the receiving authority is asking for before the stamp goes on the page.”
— Trusz Law
DECLARATIONS & LETTERS
What declarations and support letters may need notarization?
Some immigration or administrative matters require a formal declaration rather than a simple letter.
Examples can include:
- statutory declarations about a common-law relationship;
- name-discrepancy declarations;
- declarations about missing or unavailable documents;
- invitation or support letters;
- financial-support declarations;
- custody, travel or consent-related declarations; and
- declarations for foreign authorities.
The person signing remains responsible for the truth of the content. A notary or commissioner confirms the signing, oath, affirmation or declaration process, but does not automatically verify every fact in the statement.
AUTHENTICATION & APOSTILLE
Does notarization make a document ready for use outside Canada?
Not always.
Some documents for use outside Canada require additional authentication or apostille steps after notarization. Ontario’s Official Documents Services can authenticate eligible Ontario public documents, and Global Affairs Canada handles other authentication pathways depending on the document and where it was notarized or issued.
Global Affairs Canada also notes that some documents need to be notarized before a competent authority can authenticate them.
Before notarizing a foreign-use document, check:
- the destination country;
- whether apostille or authentication is required;
- who must notarize the document;
- whether the document must be translated first;
- whether original or certified copy is required;
- the exact wording required; and
- where the document must be submitted after notarization.
REMOTE SERVICES
Can immigration documents be notarized or commissioned remotely?
Remote commissioning is available in Ontario where the regulatory process is followed. But immigration and foreign-use documents are document-specific.
Before booking remotely, confirm whether the receiving authority accepts:
- remote commissioning;
- electronic signatures;
- scanned copies;
- video-based ID verification;
- a remotely commissioned affidavit; or
- a document without an original wet-ink signature.
Some immigration-related documents can be handled efficiently through remote commissioning. Others may require in-person signing, original documents or additional authentication steps.
WHAT TO BRING
How should you prepare for an immigration notary appointment?
Bring:
- valid government-issued photo identification;
- the original document where a certified copy is required;
- the copy to be certified, if already made;
- the application checklist or instruction letter;
- the unsigned affidavit, declaration or letter if signature witnessing is required;
- translations and translator information, where applicable;
- all exhibits or supporting documents referenced in a declaration;
- the name of the receiving institution or authority; and
- any required wording or form.
Do not sign in advance where the notary must witness the signature or administer an oath, affirmation or declaration.
COMMON MISTAKES
Problems that can delay immigration document notarization
Not bringing the instruction checklist.
The same document may need different wording depending on the receiving authority.
Bringing only a copy when a certified true copy is needed.
The original is usually required for comparison.
Signing before the appointment.
If witnessing or commissioning is required, signing early can create problems.
Assuming notarization equals translation certification.
A notary stamp does not automatically make a translation accurate or certified.
Using a family-member translation where not accepted.
IRCC has specific translation requirements for some documents.
Ignoring apostille or authentication requirements.
Foreign-use documents may need steps after notarization.
Assuming remote commissioning is always accepted.
The receiving authority may require original signatures or in-person notarization.
Expecting the notary to give immigration strategy advice.
Notarization is a document-verification service, not a full immigration application review.
HOW TRUSZ LAW CAN HELP
Match the notarization to the immigration document’s actual requirement.
Trusz Law assists with notarizing and commissioning immigration-related documents in Ontario, including certified true copies, affidavits, statutory declarations, invitation letters, identity-document copies and supporting-document packages.
Depending on the document, that may include confirming ID, certifying copies, commissioning a translator’s affidavit, witnessing signatures, reviewing the receiving authority’s instructions and identifying when translation, authentication, apostille or immigration legal advice may be required.
The goal is practical: prepare the document in the format the receiving authority is actually asking for.
FREQUENTLY ASKED QUESTIONS
Immigration-document notarization questions people often ask
Can a notary notarize immigration documents?
Yes. A notary can provide services such as certified true copies, signature witnessing, affidavits and statutory declarations where required for immigration-related documents.
Does IRCC require documents to be in English or French?
IRCC states that unless it tells applicants otherwise, supporting documents must be in English or French.
What if my document is not in English or French?
IRCC states that the document must be submitted with the English or French translation, an affidavit from the translator and a certified photocopy of the original document, unless IRCC says otherwise.
Can a notary certify a true copy of my passport?
A notary can certify that a copy appears to match the original passport shown, but some organizations may have their own process or require certified true copies from a specific authority.
Can a notary certify that a translation is accurate?
Not automatically. Translation certification and notarization are different. A translator may need to swear or affirm an affidavit about the translation.
Can a family member translate my immigration document?
Not always. IRCC states that it does not accept translations by family members for police certificates, and application-specific rules should be checked.
What is a translator affidavit?
It is the translator’s sworn or affirmed statement about the translation, usually commissioned by a commissioner or notary.
Do immigration documents need apostille or authentication?
Some documents for use outside Canada may require authentication or apostille after notarization. The destination country and receiving authority determine the requirement.
Can immigration documents be notarized remotely?
Some commissioning can be done remotely in Ontario where the rules are met, but the receiving authority may require in-person signing, original documents or wet-ink signatures.
Should I sign an invitation letter before seeing the notary?
Not if the notary needs to witness the signature or commission the declaration. Bring the document unsigned unless instructed otherwise.
Does notarization mean my immigration application is complete?
No. Notarization verifies a document, copy, signature, oath or declaration. It does not confirm that the immigration application is complete or legally sufficient.
What should I bring to an immigration document notarization appointment?
Bring valid photo ID, originals for certified copies, the application checklist or instructions, unsigned documents requiring witnessing and any translations or exhibits.
OFFICIAL RESOURCES
Further reading
IRCC: Supporting documents and translations →
IRCC: Police certificate translation requirements →
Ontario: Find a notary public or commissioner →
Ontario: Authenticate a document for use outside Canada →
Global Affairs Canada: Authentication before you start →
Canada: Certified true copies of passport or travel document →
ABOUT THIS RESOURCE
Prepared by Tatyana Trusz, Trusz Law. This resource is for general information only and is not immigration legal advice. Requirements depend on the application, document type, receiving authority, language, jurisdiction and current instructions. Last reviewed July 2026.
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IMMIGRATION DOCUMENTS?
Notarize the document the way the receiving authority asks for it.
Bring your original documents, valid ID, translations and the application checklist or instruction letter.
