Who Can Notarize a Document in Ontario?

In Ontario, documents are notarized by a notary public appointed under Ontario’s Notaries Act. Most notaries are lawyers or paralegals in good standing with the Law Society of Ontario. Commissioners for taking affidavits can administer oaths and sign affidavits, but they can’t certify true copies. Many everyday documents, like affidavits and statutory declarations, can be signed with a notary online by video.

Key Takeaways

• In Ontario, notaries public are usually lawyers or paralegals appointed under the Notaries Act.
• Notaries certify true copies, witness signatures and administer oaths. Commissioners can only administer oaths, affirmations and declarations.
• Every notary is also a commissioner, but not every commissioner is a notary.
• Many documents, like affidavits and statutory declarations, can be signed with a notary online by video. Certified true copies and documents that need a wet-ink signature or seal need an in-person visit.

What Is Document Notarization?

Notarization is when a notary public confirms the signer’s identity, witnesses their signature, and signs and seals the document. A notary can also certify that a copy of a document is a true copy of the original.

Notarization helps prevent fraud: the receiving organization knows a notary checked who signed and that they signed willingly. A notary doesn’t confirm that what’s written in the document is true. Learn more in our guide to what a notary public is.

Who Can Notarize a Document in Ontario?

Only a notary public appointed under Ontario’s Notaries Act can notarize documents. There are two ways to become one:

• Lawyers and paralegals in good standing with the Law Society of Ontario can apply for a notary appointment, which lasts as long as they stay in good standing (ontario.ca).
• Other people can apply through the Ministry of the Attorney General only if notarizing documents in Ontario is a required part of their job, for example some government employees. The appointment only covers their work duties, and since January 1, 2026 it lasts 10 years before it must be renewed (ontario.ca).

Non-lawyer notaries can’t give legal advice, and no notary can notarize their own documents.

Who Is a Commissioner of Oaths in Ontario?

A commissioner of oaths (officially, a commissioner for taking affidavits) can administer oaths, affirmations and declarations. Some people are commissioners automatically because of their job, such as lawyers, paralegals and municipal clerks. The ministry publishes the full list.

Others can apply to the Ministry of the Attorney General if their work for a registered Ontario business or organization needs commissioner services, such as staff at a law firm or a company that handles affidavits. Like non-lawyer notaries, these appointments only cover their work duties. For more detail, see who can sign an affidavit in Ontario.

Swearing vs. affirming

To swear is to make your promise on a religious text, like the Bible or the Torah. To affirm is to make the same solemn promise without one. The law treats both the same. Knowingly making a false statement in an affidavit or declaration is perjury.

Can You Meet a Notary Online in Ontario?

Yes, for many documents. Since August 1, 2020, Ontario has allowed notaries and commissioners to administer oaths and declarations by video, so you don’t need to visit an office to sign them. Only a few things still need an in-person visit.

Online (commissioning by video): affidavits and statutory declarations. Since August 1, 2020, Ontario has allowed commissioners and notaries to administer oaths and declarations remotely under O. Reg. 431/20. You and the official must be able to see and hear each other in real time, and the document must note that it was commissioned remotely and where each of you was (ontario.ca).

What needs an in-person visit: certified true copies, documents that need a wet-ink signature or a notary’s seal on the original, and verifying signatures for some documents.

Not every organization accepts remotely commissioned documents, so check with the one you’re sending it to before you book.

Which Documents Need a Notary Public in Ontario?

Requirements depend on the document and who’s asking for it. Common examples:

• Certified true copies of documents like birth certificates, passports or transcripts, for government agencies, schools or employers.
• Documents for use outside Ontario or Canada, such as affidavits, contracts, diplomas or business agreements. These often need a notary, and some also need an apostille.
• Real estate documents like deeds or transfers, especially when used in another province or country.

What to Bring to Your Appointment

• Valid government-issued photo ID, such as a driver’s licence or passport.
• Your document, unsigned. You sign it in front of the official.
• The original, if you need a certified true copy, so the notary can compare it with the copy.
• Anyone else who needs to sign, with their own ID.

What Happens at Your Appointment

At an online notary appointment (affidavits and declarations):

1. You join a video call and show your ID.
2. The official confirms you understand the document and are signing willingly.
3. You swear or affirm that it’s true and sign it on camera.
4. The official signs the jurat, notes it was commissioned remotely, and adds their stamp information.

At an in-person notary appointment:

1. The notary checks your ID.
2. For a certified true copy, they compare the original with the copy.
3. You sign in front of them (and swear or affirm, if it’s an affidavit).
4. The notary signs, stamps and seals the document.

Frequently Asked Questions

Can a lawyer notarize a document in Ontario?

Only if they’ve been appointed as a notary public. Most Ontario lawyers can apply, and many are notaries. All Ontario lawyers are commissioners, so they can commission affidavits either way.

Can ServiceOntario notarize documents?

See our guide: Can ServiceOntario notarize a document?

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

Both can commission affidavits and statutory declarations. Only a notary can notarize documents and certify true copies.

Can I meet a notary online in Ontario?

Yes, for many documents. You can swear affidavits and statutory declarations with a NotaryPro notary by video, which Ontario has allowed since 2020. Certified true copies and documents that need a wet-ink signature or seal on the original need an in-person visit.

How much does it cost to notarize a document in Ontario?

It depends on the document and the service. See our breakdown of notary services costs in Canada.

Meet With a Notary Public

Notaries and commissioners do different jobs, but for most everyday documents you don’t need to leave home. Sign affidavits and statutory declarations with a notary online, or book an in-person appointment for certified true copies and documents that need a wet-ink signature.