In Ontario, a notary public or simply a “notary” is an individual, appointed by the Ministry of Government and Consumer Services, to fulfill certain important functions such as the act of notarizing a document or certifying a true copy of a document.

A notary public also has all the powers of a commissioner for taking affidavits i.e. may take affidavits as well as administer other oaths, affirmations or declarations inside or outside of Ontario, or subject to any limit placed upon them by the Attorney General.

A notary has a stamp and a seal when they sign off on documents and are specifically allowed to be used in Ontario, within Canada and internationally.

1. Witness or certify and attest the signature of a document. The notary will verify your identity and once you sign the document, the notary will sign and stamp your document, certifying that they have witnessed your signature.
2. Exercise the powers of a commissioner for taking affidavits: taking an affidavit or administering an oath, affirmation, or declaration. Typically, you will be asked to swear or affirm that the information within a document is true and then sign the document in the presence of the notary.
3. Certify and attest a true copy of a document. You will be asked to bring an original document to the notary. The notary will compare the original and copy and certify the document as a true copy. This act, however, does not serve to verify the accuracy, contents or legality of the original document.

Important: When you ask the notary to “notarize” a document, by law, the notary cannot tell you which of these options is required. You must check with the institution requesting the document which notarial act will serve your purpose before you come to the notary public office.

Notaries are able to commission or notarize a wide range of documents used for different purposes. Some of the examples are below:

• Consent to travel letters;
• Educational transcripts;
• Court or legal documents;
• Marriage or divorce certificates;
• Custody agreements;
• Powers of attorney;
• Birth or death certificates;
• Translator’s Affidavit / Affidavit of Translation;
• Business documents;
• Medical records;
• Adoption or name-change papers;