How Many Notary Signatures and Seals Does My Document Need?

Key Takeaways

• Most documents only require one notary signature and one official seal, but the exact number depends on the number of notarial acts, not the number of pages.
• Multiple signatures and seals may be required when notarizing multiple documents, certifying multiple copies, signing in different capacities, or when signers appear at different times.
• Online commissioning follows the same principle—each commissioning act requires its own official signature and seal or e-seal. However, in Ontario, documents requiring notarization must still be completed in person.
• If you’re unsure how many notary signatures or seals your document requires, check the receiving organization’s instructions or ask your notary before your appointment to avoid delays or additional fees.

When you bring a document to be notarized, one common question is: how many notary signatures and seals do I need? The answer depends on the type of document and the number of notarial acts involved. 

Read on as this guide explains notarial acts, when multiple signatures are needed, and how the notary process works.

What is a Notary Public?

A notary public is an official authorized by the Government of Ontario and governed under the Notaries Act to perform notarial acts.

These notarial acts typically include:

• Verifying the identity of each signer.
• Witnessing a signature in person or taking an acknowledgment of a signature made earlier.
• Confirming willingness and awareness (the signer appears to understand the document and isn’t being coerced).
• Completing and signing the document and affixing their official notary seal or stamp
• Administering oaths or affirmations for Affidavits or Statutory Declarations.
• Certifying true copies of original documents (where permitted).
• Verifying that signatures are genuine.

A notary’s work generally falls into two categories: notarization and commissioning.

Notarization

Notarization is the process by which a notary confirms a signer’s identity and witnesses them write their signature on a legal document. If a signature was already written or made earlier, a notary will acknowledge it after checking the signer’s ID. Then, the notary completes and signs the document and applies their official seal or stamp.

Commissioning (Oaths & Affirmations)

Commissioning is when a notary, acting with the powers of a commissioner for taking affidavits, administers an oath or affirmation to a signer. A signer (deponent/affiant) then signs an Affidavit, Statutory Declaration, or any other form of legal document to confirm their statement. Then, to complete the commissioning process, the notary signs the document and applies their official seal or stamp.

Standard and Limits of a Notary Public

• Notaries must remain impartial, professional, and exercise sound judgment. 
• A notary has the right to decline service if they:
  • Suspect fraud
  • Cannot confirm the signer’s identity
  • Believe a signer is being coerced to sign
  • Suspect that a signer doesn’t understand the document
• A notary cannot give legal advice unless retained to do so.

Why Does a Notary Public Need to Sign a Document?

A notary’s signature completes the notarial act and makes it official. It validates the notarial certificate by confirming that an authorized notary performed the service. Without a notary’s signature, the certificate isn’t valid. In many cases, a notary will also apply an official seal, but the signature is the essential attestation.

What is a Notary Signature and Seal?

A notary signature is a notary’s handwritten or approved digital signature on the notarial certificate. It’s the notary’s formal attestation that they performed the notarial act, such as identity checked, signature witnessed/acknowledged, or oath/affirmation taken.

A notary seal or stamp is the inked or embossed impression that shows the notary’s details (e.g., name, “Notary Public,” jurisdiction). It pairs with the signature to mark the act as official and helps institutions verify the notarization, especially for documents used outside the province.

Notary Signature vs. Notary Seal: What’s the Difference?

A notary’s signature is a personal attestation. This signature completes the notarial certificate and records that an authorized official performed the act. It is generally required.

A notary seal is an official mark of authority. The inked or embossed seal identifies the notary and jurisdiction. Many institutions, especially for out-of-province or international use, require the seal in addition to the signature to verify authority.

In short, the signature shows who performed the act; the seal shows the office/authority behind it.

When Do You Need Multiple Notary Signatures?

Whether you need one or several notary signatures depends on the number of notarial acts, not page count. Each new notarial act usually means another signature and seal.

You’ll need multiple notary signatures when:

• Multiple copies of the same document: You need one notary signature for each copy being submitted.
• Several documents in one notary appointment: You need a separate notary signature for each document.
• Signers appear at different times: Each appearance of a signer needs a separate notarial act.
• Same person signing in two roles: If one person signs as themselves and for a company (two roles), the notary may need two separate certificates—one for each role.
• Recipient’s rules require it: Some organizations ask for one notarization per signer. If their instructions say this, the notary will conduct separate notarizations for each person.

When is One Signature and Seal Enough?

Most documents need just one notary signature and one notary seal. For example:

• Single-signer for an Affidavit or Statutory Declaration (one affiant, one notarization).
• Travel Consent Letter for a single signer.
• Single certified true copy (one document, one copy).
• Simple one-page acknowledgments (e.g., confirming you signed a form).

Suppose a second signer is present at the same time, and a document allows both names on a single certificate. In that case, one notary signature and seal may still be acceptable.

Notary Requirements by Document Type

Different documents can have different rules, but a good rule of thumb is: one notary signature and seal per notarial act. Complex or multi-party files can require more.

• Affidavits / Statutory Declarations: Usually one notarial act per Affidavit/declaration (per signer). If people sign at different times, count separate acts.
• Certified True Copies: One notarial act per copy certified (each copy needs its own certificate/seal).
• Special documents (wills or Powers of Attorney): These documents often have extra rules, so it’s best to check the form first or clarify with the receiving authority.

Do Online Notary Services Count the Same Way?

An online notary service involves commissioning through a secure online platform. This process, called remote commissioning, is legally permitted under Ontario Regulation 431/20 made under the Commissioners for Taking Affidavits Act. 

As long as the legal conditions are met—live audio-video communication, proper ID verification, and accurate record-keeping—you can take oaths or affirmations online. The fundamentals remain the same: each commissioning act requires its own official signature and a seal or e-seal.

Meanwhile, notarization in Ontario must still be completed in person. The Law Society of Ontario has confirmed that the Notaries Act does not yet allow online notarization. So, if your document specifically requires notarization, you’ll need to book an in-person notary appointment to the nearest notary public.

Can I Request Extra Notary Seals?

Yes. Do note that extra seals and signatures mean additional fees. You can ask the notary to:

• Add seals to exhibit pages or duplicates when a recipient requires a seal on multiple pages.
• Issue multiple original certificates (useful when sending the same document to several institutions).

How an Online Notary Services Appointment Works

Here are the steps that you can expect when attending an online notary appointment:

• You’ll present a valid government-issued ID so a notary public can confirm your identity.
• The notary will ask you to swear or affirm that the details in your document are true.
• You’ll sign your document during the live video call, and the notary will witness it in real time.
• The notary then signs and applies their official seal or stamp.

Book an online notary appointment with us and complete the entire process in under 7 minutes! Conveniently meet with a notary online from any location with Wi-Fi, using your phone, tablet, or computer.

Prepare To Get Your Documents Signed and Sealed

The number of notary signatures and seals your document needs depends on how many acts of commissioning or notarization are involved. Each signature or oath generally requires its own signature and seal, whether applied in person or online. The key is making sure every required section of your document is properly signed and sealed so it holds full legal validity.

Ready to get started? Book your online notary appointment today and have your documents signed and sealed quickly, securely, and from the comfort of your home.