Notarization is something most people only think about when they need it, whether for a court affidavit, a Power of Attorney, or a certified true copy for an important application. This guide explains what a Notary Public does, why the role exists, and the Ontario laws that govern notarial services.
A Notary Public is a person appointed by the province to perform official acts that verify the authenticity of documents and signatures. Their role is to provide assurance to those reviewing the document often people or institutions in another office, another province, or another country that the document and signing process have been properly verified.
The Notary verifies the signer’s identity using government-issued photo identification, witnesses the signing, and confirms that the signer understands the document and is signing voluntarily. The Notary’s signature and seal provide official confirmation that this process took place.
In Ontario, a Notary Public also has the authority of a Commissioner for Taking Affidavits. This means they can administer oaths or affirmations and commission sworn statements that are relied upon by courts, government agencies, financial institutions, and other official organizations.
When an institution requires a copy instead of your original document such as a passport, diploma, or birth certificate a Notary Public can compare the photocopy with the original and certify that it is a true and accurate copy of the original document.
Ontario's Notaries Act also gives notaries the power to draw, pass, and attest deeds, contracts, and other commercial instruments, which is why notaries have historically played a role in business and trade documentation, not just personal paperwork.
Notarization is not simply a formality or paperwork for its own sake. It addresses two important gaps that commonly arise in legal and administrative processes.
A signature alone does not prove the identity of the signer or confirm that the person signed freely and knowingly. By verifying identification and witnessing the signing process, a Notary Public provides the receiving institution, whether a court, bank, foreign registrar, or government authority, with assurance that the document was properly signed, even though they may never witness the signing themselves.
Powers of Attorney, property transfers, and sworn affidavits are among the documents that can be vulnerable to fraud. Requiring a neutral, government-appointed official to verify identity and witness the signing process provides a deliberate and practical safeguard designed to protect the integrity of important documents.
Want to confirm a Notary Public's credentials before your appointment, with us or anyone else? In Ontario, most Notaries Public are also lawyers or paralegals licensed by the Law Society of Ontario, and you can look anyone up directly at lso.ca.
Notaries Public in Ontario are not a private certification or an association membership. The role comes from a specific provincial statute.
Notaries Public in Ontario are appointed under the Notaries Act, R.S.O. 1990, c. N.6. The Act gives the Attorney General of Ontario, or a delegate, the authority to appoint notaries, and it sets out their powers, including acting as a Commissioner for Taking Affidavits and attesting commercial instruments.
For non-lawyer notaries, an appointment generally runs for a three-year term and can be renewed. Lawyers and Licensed Paralegals in good standing with the Law Society of Ontario are appointed on a different track tied to their professional licence.
The two roles overlap but aren't identical. A Commissioner of Oaths can administer oaths and take affidavits. A Notary Public has that same power plus more, including certifying true copies and attesting signatures for documents that will be used outside Ontario, which is usually the piece people actually need for international paperwork.
This page provides a plain language overview and is not legal advice. Laws and regulations may change over time. You can review the current official text of the Notaries Act yourself on CanLII, and verify that a Notary Public’s appointment is active and in good standing before relying on their services.
Some of the documents and situations that come up regularly. If you don't see yours listed, ask, most personal, corporate, and government-facing documents can be notarized.
Sworn statements for court, government, immigration, or personal matters.
For property or personal care, witnessed and certified for use here or abroad.
Passports, diplomas, certificates, and other originals an institution won't accept back.
Consents, resolutions, and commercial instruments for business use.
Note the important distinction: notarization makes a document trustworthy within Canada. If the document is headed to a foreign country, it will often also need an Apostille or authentication on top of the notarization. Our Apostille guide covers that next step.
Request an appointment for a specific time, or send an inquiry if you'd like to ask about your document first.