How to Prepare for Your Notary Appointment

Understanding What a Notary Actually Does

Before walking in, it helps to understand what a notary public can and cannot do. A notary public in Ontario is an officer of the court, licensed by the Law Society of Ontario, who is authorized to perform specific legal functions. These include:

• Witnessing and authenticating signatures on legal documents
• Certifying that a copy of a document is a true copy of the original
• Administering oaths and affirmations
• Taking statutory declarations and affidavits
• Drafting and certifying powers of attorney
• Preparing notarial certificates for international use

The Complete Pre-Appointment Checklist

Print or save this checklist before heading to your notary appointment. These steps apply whether you're going for a simple certified copy or a more complex legal document.

• Confirm the service: Know exactly what you need — a certified copy, witnessed signature, affidavit, power of attorney, etc.
• Bring valid photo ID: Government-issued photo ID is mandatory. Passport, Ontario driver's licence, or PR card are the gold standard
• Do NOT sign the document beforehand if it requires a witnessed signature — this is the most common mistake
• Bring the original document: For certified copies, the notary must see the original
• Check document completeness: Ensure all pages are present, clear, and legible
• Know the purpose: The notary may ask who is requesting the document and for what purpose (embassy, bank, court, etc.)
• Bring a second piece of ID if available — especially for declarations where identity verification is critical
• Know what you're swearing to: If taking an oath or making a declaration, you must personally understand and attest to the contents
• Budget for fees: Bring payment — fees range from $15 for a single certified copy to $150+ for complex documents
• Check receiving institution requirements: Some embassies or institutions require specific wording or formatting — confirm before your appointment

The Single Biggest Mistake: Signing Before You Arrive

This deserves its own section because it causes an enormous number of failed appointments. If a document requires a notarized signature, you must sign it in the presence of the notary. This is the entire legal basis of the notarization — the notary is witnessing that you, a verified person, personally executed that document.

If you sign ahead of time, the notary cannot legally notarize the signature. You will either need a new copy of the document or, in some cases, a notary can attach a separate certificate — but many cannot accommodate this and you'll simply need to start over.

What Identification Is Acceptable in Ontario?

Ontario notaries are required to verify your identity before performing any notarial act. The following forms of ID are generally accepted:

• Canadian Passport (primary — highest form of ID)
• Ontario Driver's Licence or Identification Card
• Permanent Resident Card (PR card)
• Canadian Citizenship Certificate
• Canadian Forces ID
• Federal/Provincial government employee ID
• Foreign passport (accepted in combination with a secondary ID)
• Ontario Health Card — typically as secondary ID only

What Happens During the Appointment

Here's a step-by-step of what typically happens during a notary appointment so you know exactly what to expect:

• You present your documents and explain what you need
• The notary reviews the document and confirms the service required
• Your identity is verified using your photo ID
• If signing: you sign the document in the notary's presence
• If swearing/declaring: the notary administers an oath or affirmation and you confirm the contents are true
• The notary applies their seal and signature to complete the notarial act
• You receive your notarized document — typically in under 15 minutes for standard services

Special Considerations for Immigration Documents

If your notarization is for an immigration matter (IRCC applications, sponsorship letters, visa submissions), a few extra preparation steps apply:

• Ensure all photocopies are clear — blurry or cut-off copies will be rejected
• Confirm whether your visa officer requires certified copies or originals
• Bring a list of all documents being notarized to stay organized
• Ask if you need an apostille in addition to a notarial certificate for international submissions
• If documents are in a language other than English or French, bring certified translations

After the Appointment: What to Do With Your Notarized Documents

Once your documents are notarized, handle them with care. Notarized documents — especially originals — should be kept in a secure location. For certified copies, make additional photocopies before submitting to any institution, since notarized originals are rarely returned.

If submitting internationally, check whether the receiving country requires an apostille or government authentication in addition to the notary seal. Countries that are party to the Hague Convention (including the US, UK, India, and most of the EU) require an apostille rather than consular legalization.