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Why do I need documents to be notarized?

Fraud is a significant problem in an increasingly complex world. Commissioners and Notaries help prevent fraud by verifying the integrity of documents used in commercial and legal transactions. 

I have the credentials as a Notary

I have been appointed by the Attorney General of Ontario as a Commissioner,

and Notary Public.
 

Notary Public

A notary public has all the authority to act as a commissioner for taking affidavits in Ontario. Furthermore, a Notary can:

· Witness or certify, and attest the execution of a document for individuals or corporations

· Certify and attest documents to be true copies of the original 

· Verify signatures, marks and copies of documents to verify that they are authentic and genuine.

Please DO NOT SIGN any documents until you are in front of a Notary, either in person or on a secured web based meeting.

A Notary cannot:

A Notary is not allowed to prepare the documents that need notarizing or provide legal advice about their contents. If unsure, a Lawyer or a Paralegal (within its scope) must be consulted before appearing in front of a Notary. 

 JW Paralegal Services can Notarize your documents 

As a licensed Paralegal, a Regulated Canadian Immigration Consultants (RCIC) and a Notary Public, I am the owner of Jim Woods Paralegal and Immigration Services and am authorized by the Ministry of Government and Consumer Services to provide commissioning and notary services. Please contact us if you need notary services.

Instructions you need for notarizations

1. It is necessary that you bring the originals and the photocopies with you. Even if the notary services are being performed online, I will need to see the original copies. These can be dropped or picked up. The Notary must see the original document.

2. It is important you determine the number of notarized copies you will need. It is acceptable to photocopy numerous images on each page. Nevertheless, you are obliged to separately seal and certify each photocopied image on a page by the Notary. My fees are determined per each seal applied, various photocopied images on a single page will not reduce the costs to you.

3. On the other hand, a multi-page document generally requires one seal. It is important you check with the receiver of the document that this is satisfactory before coming to our office or meeting online. I will label how many pages are notarized in the document near the signature, and will provide my signature stamp on each page. 

4. If you provide a photocopy that contains the front and back of a document, it will be counted as one certified copy, even if they are on separate pages.

5. For notarizing photocopied documents, which require no signatures, you may bring another person's original documents; the documents don't have to belong to you.

6. The original documents can be in any language. There will be a translation fee applied if necessary.

7. Your copies can be black and white. However, we encourage you check if the establishment you are directing the documents to needs colour copies.

8. Any Government issued Photo ID you provide must match exactly the name on the document that is needed to be signed. This is particularly significant if you have two last names.

9. By law, the person having their signature notarized must appear and sign in front of the Notary. This can also now be done virtually but there is a very specific procedure to follow to ensure authenticity.

Some examples of documents that I can notarize

Estate related documents including:

· Wills, Trusts and Powers of Attorney. Note: A Will requires two witnesses. You must bring another witness with you. 

Advanced directives such as:

· The living will

· Durable power of attorney for health care/Medical power of attorney

· POLST (Physician Orders for Life-Sustaining Treatment)

· Do not resuscitate (DNR) orders

· Organ and tissue donation

· Executorships

· Affidavit of Heirship, to identify heirs to real property when someone dies without a will.

· Declaration of Transmission - a document to validate the transfer of a property in the name of the estate or the inheritors.

Ontario General information

Ministry of the Attorney General   of Ontario, How Powers of Attorney   Work

Legislation

Health Care Consent Act,SO 1996, c 2 Sch A
Evaluators, O Reg 104/96
Substitute Decisions Act, 1992, SO 1992, c 30
Capacity Assessment, O Reg 460/05

Court/Legal documents

· Applications for Admission to Practice as an Attorney or Paralegal

· Acknowledgments

· Jurats

• Jurat is Latin for “to swear.” A jurat is a certificate attached to an affidavit or deposition to signify that the affidavit or deposition was properly made before a duly authorized officer.

Legal Declarations

· Affidavits (i.e. Commissioner of Oaths, etc.)

· Administering of an oath or solemn declaration for Affidavits

· Administering of an oath or solemn declaration for Statutory Declarations

· Independent legal advice and witnessing of Agreements

· Statutory declaration (re: common law status, marriage abroad, work experience, etc.)

· Criminal background checks

Bank, Insurance and Business related documents such as

· Mortgage closing documents

· Loan documents

· Credit documents

Financial statements

· RRSP Documents

· Promissory Note Agreements

· Bank Transfer Service Forms

· Bank Forms

· Insurance Forms

· Guarantor

· Certificate of Authorization for Professional Corporation

Real Estate related documents such as:

· Property deeds

· Unclaimed Property Inquiry

· Notice of Lien, Lien Release, or Authorization to Add/Remove Name from Title

Motor Vehicle related documents

· Vehicle Certificate of Ownership/Title Application

· Motor Vehicle Bill of Sale

· Used Vehicle Transfer Form

· Sworn Statement for a Family Gift of a Used Vehicle in the Province of Ontario 

· Automobile Proof of Loss insurance form

Immigration, Passport & Citizenship related documents

· Notarization of a Statutory Declaration in lieu of Guarantor for passports

· Certification of pictures and documents supporting identity for passport purposes

· Notarization or Certification of Consent to Travel letters

· Passport application forms & Citizenship Documents

· Making Certified Attestation

· Application for Authorization and Statutory declaration for the purposes of Entry into Canada for extended stay - covid 19

· Invitation Letters

Family related documents

· Custodianship Declaration Form

· Name Change Application

· Common-law Declaration

· Divorce Agreements

· Supplemental Marriage License Applications

· Temporary Guardianship Agreement

· Medical Authorization for Minors

· Consent to Travel documents

Other documents (examples)

· Pharmacy Licensing Exam Application

· Employment ID verification forms

· Handgun Permits

· Identity Theft Victim's Complaint and Affidavit

· Copies of Diplomas, Degrees, Certificates of any other Documents

· OSAP Form