Notary Service: Notarize Your Documents with a Notary Public

At some point, you may be asked to have a notarized document, whether it’s a legal agreement, a real estate form, or a power of attorney. But what exactly is the purpose of notarization, and why is it often a requirement?

Notarization is a method by which a public notary service formally provides assurance, usually by certifying the identity of the signer, that the signer was willing to sign the document, and that the document was properly executed. This extra verification step prevents the possibility of fraud, enhances the legal position of the document and makes all participants more confident in each other.

This article gives you some of the reasons why you would want to have a document notarized, what the notarial acts are, and takes you through what you should expect when trying to get a document notarized. If you are about to engage in a business transaction or need to take personal care of legal business, a detailed knowledge of the functioning of a notary can be beneficial in the sense that your documents can be secured, compliant, and legal.

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What Does It Mean to Notarize a Document?

A notarized document is one that a notary public has formally certified after checking the signer’s identification and witnessing them sign. This procedure makes sure that the document was signed on a specific date and that the person who signed it did so willingly. This helps stop fraud and makes the document more legally genuine.

Notarization is commonly needed for important documents, including contracts, powers of attorney, affidavits, and real estate applications. A notary does not give legal advice or interpret the document; they verify that the person signing it is who they claim to be.

Why Is Notarization Important?

Notarization is an important way to prevent fraud because it authenticates the identity of the person who signed an original document. A notary public verifies the signer’s identity by evaluating a valid government-issued photo identification. The notary also ensures that the person is signing of their own free will and not because they are being forced or misled. This procedure reduces the likelihood of fraudulent or replicated signatures being used, making important transactions even safer.

Notarization not only prevents fraud, but it also makes documents more trustworthy. Although Canadian law does not formally designate notarized documents as “self-authenticating,” they are often accepted in court and by institutions without requiring further verification—unless challenged. Notarization means that the signer has read the document and agreed to its terms, making it more likely for courts, government agencies, and other entities to accept it as valid.

Common Documents That Require Notarization at the Notary Public

Vital documents that are either legally or financially important often require notarization. To have legal and binding effect, or added credibility, many of these documents must be associated with a specific notarial act, typically an acknowledgment or sworn declaration (jurat). The common documents that usually require notarization include:

Affidavits – sworn written statements used in legal proceedings.
Powers of Attorney – documents that authorize an individual to represent another in legal or financial affairs.
Real Estate Deeds – documents used to transfer ownership of property.
Contracts and Agreements – especially those involving large financial commitments or long-term obligations.
Parental Consent Forms – used for medical decisions, travel with a minor, or school-related matters.

Document notarization rules may vary from place to place. In some provinces or countries, notarization is needed by law for certain documents. In other cases, notarization is not required, but it makes the document more trustworthy. Depending on where you live and the applicable laws, some documents may need certain notarial acts. To ensure your document meets all legal standards, it’s essential to check the rules in your province or country or consult a lawyer.

Types of Notarization

Acknowledgments

In Canada, the term “acknowledgment” is not used formally in the same way as it is in the U.S., but the equivalent function—confirming that a signature is genuine and voluntary—is typically handled through notarial certification or witnessing a signature. The notary public verifies the signer’s identity using a valid, government-issued ID. It ensures that the person is signing voluntarily and understands the contents of the document they are signing. This type of notarial act is often used for legal documents such as real estate forms, statutory declarations, and authorizations that may need to be used internationally.

Oaths, Affirmations, and Statutory Declarations

Canadian notaries can administer oaths or affirmations, which are legally enforceable pledges made by the signer to tell the truth. Affidavits and statutory declarations, which are often used in court cases, immigration applications, and other legal situations, need this. The notary must witness the person signing and confirm that the individual understands the legal implications of their statement. These acts must comply with federal or provincial legal standards, especially when the documents are to be sent abroad.

Certified True Copies

Canadian notaries may certify copies of original documents as “certified true copies” by comparing the original and the duplicate. However, not all documents are eligible for this type of certification. Vital documents like birth, death, and marriage certificates can only be certified by the issuing provincial or territorial vital statistics office, not by a notary. For international use, many foreign authorities require certified copies to be notarized and then apostilled or authenticated by the appropriate government office.

Electronic and Remote Notarization (Online Notary Service)

Some provinces now permit electronic notarization, and a few, such as Ontario and British Columbia, have begun to allow Remote Online Notarization (RON) for specific purposes. In RON, the notary and signer interact via secure audio-visual communication, and the notarization is completed digitally.

However, RON is not yet accepted in all provinces or by all countries. Most foreign authorities still require traditional in-person notarization to qualify for apostille certification. Before relying on electronic or remote notarization, you should confirm whether the receiving country—and Global Affairs Canada or the relevant provincial authority—recognizes it.

Notarization and Apostille Procedure Works

Step 1: Prepare the Document

Before requesting an apostille, make sure your document is properly prepared. This may involve having the document notarized or translated. Not all documents require notarization, but many do—especially if the document will be submitted to authorities outside Canada.

If the document is not in the official language of the destination country, a certified translation may be necessary. Proper preparation of the document at this stage eliminates potential delays in subsequent phases of the process.

Step 2: Notarize the Document (If Required)

If you need to have your document notarized, it must be signed by a Canadian notary public whose signature is accepted by Global Affairs Canada or the appropriate provincial authority. To make sure the notarization is valid for apostille purposes, the notary must follow certain guidelines. They must sign the document by hand using ink, apply a stamp or seal that shows their full name and the province or territory where they are appointed, describe the act performed (such as certifying a copy of the original, witnessing the signature, or taking a declaration), and include the date of notarization.

If their appointment has an expiry date, that must also be included. In cases involving translations, the notary may certify the translation as accurate, but only if they are fluent in both the source and target languages. Alternatively, a separate certificate of translation may be needed.

Step 3: Submit the Notarized Document for Apostille

Once your document is properly notarized, it must be submitted to the correct Canadian authority for apostille certification. Global Affairs Canada issues apostilles for federal documents and those notarized or issued in the following provinces: Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.

Documents notarized in any of these regions must be sent to Global Affairs Canada for an apostille, regardless of where they were initially issued or where they were notarized. In contrast, Alberta, British Columbia, Ontario, Quebec, and Saskatchewan have their own competent authorities that issue apostilles. Alberta, Ontario, and Saskatchewan will apostille documents notarized in their provinces, even if the documents were issued elsewhere. However, British Columbia and Quebec require that the documents both originate from and be notarized within their respective provinces in order to qualify for apostille processing.

Documents That Cannot Be Apostilled

In Canada, some documents cannot obtain apostille certification, regardless of how well they are prepared. These are:

Documents without an original signature or seal, or whose signatures/seals cannot be verified by the issuing authority. (In some cases, verification may be resolved through additional steps, but they are not automatically eligible.)
Documents from religious institutions or unrecognized schools.
Documents issued outside Canada.
Physically altered documents—those that are laminated, glued, or obscured in a way that prevents the affixation of a seal—are typically rejected.

It is essential to review the requirements of both Canadian authorities and the receiving country before submission.

Are You Seeking to Obtain an Apostille for a Canadian document meant for use Outside of Canada? Legalization Service Centre is Here to Assist You!

The Legalization Service Centre supports at every stage of the process for those seeking apostille, authentications, and attestation services for documents in Canada. We optimize the process to guarantee the accurate authentication of your documents for international purposes.