On this page
Whether you are applying for a visa, dealing with a bank or completing a government form, you may be asked to have a document "notarized" or "commissioned". The terms are often used interchangeably, but they mean different things. Understanding the difference helps you ask for the right service and avoid a wasted trip.
Commissioner for taking affidavits
A commissioner for taking affidavits is authorized to administer an oath or affirmation and witness the signature on an affidavit or statutory declaration. In Ontario, lawyers are commissioners by virtue of their office, and some other people, such as licensed paralegals, may also act as commissioners.
When a commissioner commissions your affidavit, they confirm your identity, have you swear or affirm that the contents are true, watch you sign, and then sign the document themselves.
Notary public
A notary public has broader powers. In addition to commissioning affidavits, a notary can certify that a copy of a document is a true copy of the original, and can notarize signatures and documents, which is often required for documents being used outside Ontario. In Ontario, lawyers may be appointed as notaries public.
If you are not sure which service you need, check the instructions from the organization that asked for the document, or call us and describe the document.
Affidavits and statutory declarations
An affidavit is a written statement of facts that you swear or affirm is true. Affidavits are commonly used as evidence in court and in many administrative processes.
A statutory declaration is similar but is usually used outside court, for example to confirm a name change, a lost document, a common-law relationship or information on a government application.
Both are taken very seriously. Knowingly making a false statement in an affidavit or statutory declaration is an offence.
Oath or affirmation
You can choose to swear an oath, which typically references a religious text, or make a solemn affirmation, which has no religious element. Both have the same legal effect.
Certified true copies
A certified true copy is a photocopy that a notary has compared against the original and certified as a true copy. You must bring the original document. Organizations sometimes have their own rules about which documents may be copied or who may certify them, so check their instructions first.
Documents going outside Canada
Documents for use in another country may need more than notarization.
Canada joined the Hague Apostille Convention in January 2024. For many documents going to member countries, a notarized Ontario document can now be authenticated with a single apostille certificate issued by the provincial authority, rather than through embassy legalization.
Requirements depend on the destination country and the type of document, so confirm with the receiving organization before your appointment.
Common documents we help with
- Invitation letters for family or friends visiting Canada
- Travel consent letters for children travelling without both parents
- Statutory declarations for name changes, lost documents or common-law status
- Affidavits for court, banking or government purposes
- Certified true copies of passports, diplomas, transcripts and identification
How to prepare for your appointment
- Call ahead. Tell us what the document is and who requested it, so we can confirm what you need.
- Do not sign in advance. Your signature must be witnessed. A document signed beforehand usually needs to be signed again.
- Bring valid identification. Bring valid, unexpired government-issued photo identification. Two pieces are recommended.
- Bring originals of any documents to be copied and certified.
- Bring everyone who needs to sign, each with their own identification.
- Check language requirements. We must be satisfied that you understand what you are signing. Documents in another language may require a translation.
With the right preparation, most notarizations and commissioning appointments are quick. Learn more about our notarization and affidavit services.