You’ve been told a document needs to be notarized, and you’re not sure where to start. Who do you go to? What do you bring? Do you sign first, or later? These are the questions we hear most, and the answers are simpler than they seem once you know the order of steps.
This guide walks you through the whole process, from checking what the receiving office wants to what to do after you leave the notary’s office. It also covers the mistakes that cause most delays, so you can get it right the first time.
The Short Answer: How Do You Get a Document Notarized in Canada?
To get a document notarized in Canada, follow these steps:
- Confirm exactly what the receiving party requires.
- Prepare your document, but don’t sign it yet.
- Gather valid government-issued photo ID.
- Find and book an authorized notary public.
- Attend the appointment, show your ID, and sign in front of the notary.
- Check the notarized document carefully before you leave.
- Complete any next steps, such as an apostille if the document is going abroad.
Fees and appointment availability vary by notary and province, but with the right preparation, most simple documents take under half an hour.
Step 1: Confirm What the Receiving Party Actually Needs
Before you book anything, find out what the person or organization asking for the document expects. “Notarized” can mean different things depending on the situation, and a quick check now can save you from doing it twice.
Ask them:
- Do they need a notary public, or will a commissioner of oaths do? Documents used abroad usually need a notary public. Documents used locally may accept either.
- Do they need the document signed in front of the notary, or a certified copy of an original? These are different services.
- Is there required wording or a specific form? Some institutions, foreign authorities and courts have their own templates.
- Is the document going outside Canada? If so, ask whether it needs an apostille or legalization afterward.
- Does it need to be recent? Some offices only accept documents notarized within the past few months.
- Do they need a translation? If so, ask whether it should be done before or after notarization.
If you can, get their requirements in writing. It protects you if anything gets rejected later.
Step 2: Identify the Type of Notarial Act You Need
Notaries do a few different things, and knowing which one applies helps you prepare properly. In our guide on what a notary public does in Canada, we cover each in detail, but here’s the short version:
Witnessing a signature. You sign a document in front of the notary, who confirms your identity and that you signed. Common for powers of attorney, consent letters and agreements.
Administering an oath or declaration. You swear or affirm that the contents are true. Common for affidavits and statutory declarations.
Certifying a copy. The notary compares a copy against your original and certifies it as a true copy. Common for passports, diplomas and ID documents.
Each one has slightly different preparation. For a signature or oath, you bring an unsigned document. For a certified copy, you bring the original (and often a copy, though some notaries make it themselves).
Step 3: Prepare Your Document
A well-prepared document makes everything faster. Here’s what to do.
Complete it, but don’t sign it. Fill in all the blanks, check names and dates, and make sure every page is there. The notary has to watch you sign, so leave the signature line empty.
Use a clean, final version. Avoid correction fluid or handwritten changes. If something needs fixing, print a new copy.
Check the details match your ID. Names, spellings and dates should match your government-issued ID. A small mismatch, such as a missing middle name, can cause delays or rejection.
Bring all pages and attachments. If the document has exhibits or schedules, bring them in the right order. Notaries often need to see the whole document, and some will stamp every page or attach a certificate.
Bring extra copies if you need them. Some people notarize two or three copies at once, especially for travel or applications that need originals in more than one place.
Don’t staple or unstaple after notarization. Once a notary has stamped and assembled a document, changing the pages can invalidate it.
If your document isn’t in English or French, tell the notary in advance. A notary generally has to understand what they’re notarizing, and many won’t certify something they can’t read. You may need a certified translation first.
Step 4: Gather Valid ID
Identity checks are the heart of notarization, so this step matters more than most people expect.
Bring valid, government-issued photo ID. Common acceptable options include:
- Passport
- Driver’s licence
- Permanent resident card
- Provincial photo ID card
- Other government-issued photo ID, depending on the notary’s rules
The ID should be current. Expired ID is usually refused. If you’ve changed your name, bring supporting documents such as a marriage certificate or change-of-name certificate, and tell the notary ahead of time.
Some notaries ask for a second piece of ID in certain situations, so it’s worth asking when you book. If the signer has no photo ID at all, the notary may have alternative procedures, but it’s up to them, and not all will proceed.
Step 5: Find and Book an Authorized Notary
Not every person with a stamp is authorized to notarize, so check before you book.
In common-law provinces (such as Ontario, Alberta and Nova Scotia), notaries public are typically appointed or recognized by the province, and in many cases the notary is also a lawyer. In Ontario, for example, many notarizations are done by lawyers. You can learn more through your provincial law society, such as the Law Society of Ontario.
In British Columbia, notaries public are a separate regulated profession, overseen by the Society of Notaries Public of BC.
In Quebec, notaries are civil-law notaries regulated by the Chambre des notaires du Québec, and their role goes beyond what a common-law notary does.
When you contact a notary, ask:
- Can you notarize this type of document?
- What ID do I need to bring?
- What are your fees, and how do you charge (per document, per signature, per stamp)?
- How soon can I get an appointment?
- Do you offer in-person, mobile or remote notarization?
- If my document is going abroad, can you help with the next step?
Choosing someone with experience in your type of document makes a real difference. For example, a notary who regularly handles documents for use overseas will know what foreign offices expect. Our Notary Services team can review your document before the appointment so you know what to bring and what to expect.
Step 6: Attend the Appointment
Here’s what a typical appointment looks like.
- The notary checks your ID. They compare it to you and to the name on the document.
- They look over the document. They confirm it’s complete, that you understand what it is, and that you’re signing willingly. They’ll generally not explain the legal effect of the document unless that’s part of their role.
- You sign in front of them. Sign only when they tell you to. If it’s an affidavit or declaration, you’ll also swear or affirm that the contents are true.
- They complete the notarial act. They sign, add their stamp or seal, and fill in the date and location. You’ll often see wording like “sworn before me” or a similar certificate. This wording matters, because it shows exactly what the notary did.
- They record it. Many notaries log the act in a register.
Be patient with the questions and checks. They’re not being difficult. Each step protects you and the document from fraud and later challenges.
Special situations at the appointment:
- Multiple signers. Each person signing typically has to be present and show ID, unless the notary has made other arrangements.
- Someone who can’t read the document. The notary may need to read it aloud or arrange an interpreter.
- Someone who can’t sign physically. Notaries have procedures for this, such as signing with a mark or having someone sign on their behalf in the notary’s presence. Tell them in advance.
- A signer outside Canada. The document can usually be signed before a notary in that country, but the receiving Canadian office may need that notarization to be apostilled or legalized. Check ahead.
- Business documents. If you’re signing for a company, bring proof you’re authorized to do so, such as a corporate resolution or articles. Our corporate compliance checklist for small businesses explains which corporate records are worth keeping handy.
Step 7: Check the Notarized Document Before You Leave
Don’t rush out the door. Take a minute to check:
- Your name is spelled correctly everywhere.
- The notary’s stamp, signature and details are clear and complete.
- The date and location are filled in.
- Every page is included and in order.
- Any certificate wording (like a jurat or acknowledgement) is attached and matches what you needed.
Fixing a mistake at the appointment takes seconds. Fixing it later can mean going back to the beginning.
Step 8: Take Care of Next Steps
Once the document is notarized, you may not be finished.
If the document stays in Canada, you’re usually ready to submit it to the bank, court, school, employer or agency that asked for it.
If the document is going to another country, you’ll likely need an apostille (for Hague Convention members) or legalization (for other countries). Canada joined the Hague Apostille Convention on January 11, 2024, and you can check the current list of member countries on the HCCH apostille page. Our guide on apostille vs notarization explains how the two work together, and our walkthrough on how to get a document apostilled in Canada covers the process step by step. If you’d like help, our Apostille Services team can manage it for you.
Keep a scan or photocopy of the notarized document for your records before you send the original anywhere.
Can You Get a Document Notarized Online?
In some provinces, remote or online notarization is allowed in certain situations. The rules, technology and limits differ across Canada, and not every document or receiving office will accept a remotely notarized version. If you’re considering it, ask the notary what’s permitted in your province, and check with the receiving party before relying on it. This matters most for documents going abroad, where the destination country may have its own requirements.
What to Bring: A Quick Checklist
- Valid government-issued photo ID
- The document, complete and unsigned (or the original, for a certified copy)
- Extra copies, if you need more than one notarized
- Supporting documents (change-of-name papers, proof of authority for business documents)
- A certified translation, if the document isn’t in English or French
- Any required wording or forms from the receiving party
- Payment for the notary’s fee
- Anyone else who has to sign, with their own ID
How Much Does Notarization Cost, and How Long Does It Take?
Fees vary by province, notary and type of document. Some notaries charge per document, some per signature or stamp, and some add a fee for travel or after-hours appointments. Ask for the total cost before you book so there are no surprises.
Timing is usually quick. A simple document can take 15 to 30 minutes, and many notaries can see you the same day or the next. Longer or more complex documents, or situations with several signers, take more time. If you also need an apostille, add time for government processing and courier delivery.
If you have a hard deadline, such as a visa appointment or a flight, plan backwards from it and leave a buffer.
Common Mistakes That Cause Delays
Signing before the appointment. The most common mistake. If it’s already signed, the notary generally can’t witness it, and you’ll need a fresh copy.
Bringing expired or missing ID. An expired passport or no photo ID usually ends the appointment.
Names that don’t match. If your document says one thing and your ID says another, expect questions.
Skipping the receiving party’s requirements. If they need specific wording or a notary rather than a commissioner, you may have to redo it.
Bringing a photocopy when the original is needed. For certified copies, the notary generally has to see the original. Also check that the receiving office accepts a notarized copy of that kind of document, because some don’t for certain public records.
Assuming notarization is the last step. For documents going abroad, it’s often only the first.
Leaving it to the last minute. Notarization is frequently the opening step in a longer process, so delays here ripple through everything after.
Expecting legal advice. A notary confirms the signing process. If you’re not sure what a document means or whether it’s right for your situation, speak to a lawyer first.
Examples: What the Process Looks Like in Practice
A travel consent letter for your child. You draft the letter with the child’s details, travel dates and destination, and bring it unsigned to the notary with your ID. You sign in front of the notary, and they stamp it. The Government of Canada has guidance on consent letters for children travelling, and many parents choose to have the letter notarized to add credibility at borders. Check current guidance for your destination.
A power of attorney. You and the person preparing the document finalize it, then sign it in front of a notary. If the document will be used in another country, you’ll likely need an apostille afterward.
A certified copy of your passport. You bring the original passport. The notary compares it with a copy and certifies the copy as a true copy.
An affidavit for an application. You review the statement, bring it unsigned, and swear or affirm it in front of the notary, who completes the jurat.
A Quick Decision Guide
- Need someone to witness your signature? Bring an unsigned document and ID.
- Need a certified copy? Bring the original and ID, and check the receiving office accepts notarized copies.
- Document going abroad? Plan for notarization first, then an apostille or legalization.
- Unsure what the receiving office wants? Ask them in writing before you book.
- Unsure what the document means? Speak to a lawyer first.
Final Thoughts
Getting a document notarized in Canada is straightforward when you know the order: confirm the requirements, prepare the document, bring valid ID, sign in front of the notary, and check everything before you go. The most common problems come from signing too early, forgetting ID, and not checking what the receiving office wants.
If your document is headed overseas, plan for the next step early, and build in extra time. And if you’d rather have someone walk you through it, we’re happy to help.
