In-Person vs. Online Notary Services: Which Is Right for You?

Key Takeaways

• Canadians can choose between in-person and online notary services depending on their document requirements and personal preferences.
• In-person appointments may be better suited for documents requiring physical seals, wet-ink signatures, or specialized international requirements.
• Online notary services offer a convenient option for eligible documents, allowing you to complete your appointment remotely without travelling to a notary office.
• The right option depends on factors such as your document type, location, comfort with technology, urgency, and whether your document can be completed remotely.
• NotaryPro offers both online and in-person services, giving customers the flexibility to choose the option that best fits their needs.

What Is An In-Person Notary Service in Canada?

An in-person notary service is the traditional way of having documents notarized. The process typically begins by scheduling an appointment with a licensed notary. On the day of the notary appointment, you meet face-to-face at the notary’s office, your home, or another agreed-upon location. 

During the meeting, you present valid identification, the notary verifies your identity, and you sign the document in their presence. The notary then applies their official seal or stamp, confirming the notarization is legally valid.

This method has been used for centuries and continues to be widely trusted because of its straightforward, hands-on approach. In-person notaries can also handle additional tasks such as certifying true copies and preparing special notarized certificates. Some notaries may certify translations if they are fluent in both languages, confirming both accuracy and their language proficiency on the document. 

For international requirements such as apostilles, in-person appointments are generally necessary because these services rely on physical seals and signatures.

Advantages of In-Person Notary Service

In-person notarization remains an important choice for people who value tradition, reliability, and complete document coverage. Here are some well-known advantages of using an in-person notary service.

• Trusted Tradition: Many clients feel comfortable with the familiar, face-to-face notarization process.
• Physical Document and Seal: Provides a wet-ink signature with a physical seal, often required for legal or international purposes.
• Works Everywhere: Available in regions where online notary services may be restricted or unavailable.
• Covers All Documents: Can handle document types not eligible for online commissioning.

Limitations of In-Person Notary Service

While in-person notarization offers many benefits, it also presents challenges that can make the process less convenient for some clients.

• Travel Required: Clients must physically go to a notary’s office or arrange for a notary to come to them.
• Time Commitment: Appointments take time to schedule and attend, which can disrupt busy personal or professional routines.
• Scheduling Conflicts: Limited availability of notaries or client schedules can cause delays in getting documents notarized.
• Geographic Limitations: Access may be difficult in rural or remote areas with few nearby notaries.
• Less Flexibility: Unlike online services, urgent or last-minute notarizations may not always be possible.

What Is Online Notary Services?

An online notary service offers a digital solution for commissioning documents without requiring an in-person meeting with a notary.

During an online appointment, you first present a valid government-issued ID for identity verification. An authorized professional, such as a notary or commissioner, ensures you understand the document and are signing willingly. You’ll also make an oath or affirmation declaring the accuracy of its contents. 

Next, you sign and date the document while the notary witnesses the process in real time. To finalize the commissioning, the notary signs the document and applies a digital stamp or seal, creating a legally valid commissioned record.

This modern notary experience offers a convenient alternative to traditional appointments, especially for people comfortable with digital tools and remote services.

Online notary services are recognized and regulated across multiple provinces in Canada. In Ontario, for example, the Electronic Commerce Act gives electronic signatures the same effect as wet-ink signatures. In addition, Ontario Regulation 431/20 formally authorizes notaries and commissioners to administer oaths and affirmations over secure, real-time video calls.

Advantages of Online Notary Service 

Online commissioning provides a flexible and modern alternative to in-person meetings, making it especially appealing for busy clients or remote situations. Here are some of its main advantages:

• Convenience: Online notary appointments can be completed from home using any device with a camera and internet connection. To learn more, our guide to preparing for an online notary appointment can help you feel ready.
• Accessibility: You can join an online notary appointment from anywhere with Wi-Fi, making them ideal for clients who cannot easily travel.
• Speed: The process is fast — with us, our online commissioning sessions take less than 7 minutes.
• Cost-Effectiveness: Since there’s no need to commute, you can save money on transportation costs.
• Flexible Scheduling: Our online notary appointments are available outside traditional business hours, including mornings, evenings, and weekends, fitting into your personal or professional life.
• Comfort: Many clients appreciate avoiding commutes, parking, or waiting rooms while still receiving a secure, professional notary experience.

Limitations of Online Notary Service

Although online commissioning is convenient, it does have some restrictions that may affect whether it is the right choice for you.

• Internet Access Required: A reliable connection is necessary, which may be difficult in remote or rural areas with limited service.
• Jurisdictional Limits: Online commissioning is regulated by province, and not all regions or document types are eligible for online notary services.
• Document Restrictions: Some documents still require in-person notarization, including those with international or highly specialized requirements.

Key Factors to Consider When Choosing a Notary Service

Selecting between in-person notarization and online commissioning depends on your unique circumstances. Thinking through these factors will help you select the best fit for your situation.

Document Type

Certain documents, particularly those with international requirements or highly specialized legal uses, must be commissioned in person with a physical seal. Online notary services are excellent for most routine documents, but may not cover every need.

Technology Comfort

If you are comfortable using digital platforms, secure video calls, and uploading identification online, then online commissioning can be a smooth experience. However, if you prefer face-to-face interaction or don’t have the required technology, in-person notary appointments may be for you.

Urgency and Scheduling

Online commissioning is often faster, with flexible appointment times outside of regular business hours. This can be a major advantage if you need something completed quickly. In contrast, in-person scheduling may involve longer waits, travel time, and more coordination.

Location and Jurisdiction

Online commissioning is not yet permitted in every province or for every type of document. Always confirm whether your document can be commissioned remotely in your province before booking. If there are restrictions, an in-person notary service is the recommended choice.

Choosing the Best Notary Solution for Your Needs

Both in-person and online services are valid and legally recognized options. The best choice depends on your specific notary needs and personal preferences.

Here, we proudly offer both options so you can choose the approach that fits your schedule, comfort, and document requirements. You can book an online appointment with us and have your documents commissioned in as little as 7 minutes from anywhere. Or, for a more traditional, in-person notary experience, simply find a notary near you at one of our 270+ locations across Canada.