Guide

How to Apply for a Notary Public in Ontario

Learn how to apply for a notary public in Ontario easily. Book appointments for remote commissioning or in-person notarization today!

How to Apply for a Notary Public in Ontario

How to Apply for a Notary Public in Ontario

Notary signing tools on desk

Book a licensed Ontario notary public or commissioner for taking affidavits — that is the single fastest path to a notarized or commissioned document. For affidavits, statutory declarations, and solemn declarations, remote commissioning is available when the conditions in O. Reg. 431/20 are met. For notarizations (certified true copies, wills, powers of attorney), you generally need an in-person appointment.

Your immediate next step:

  • Remote commissioning: Book an appointment and confirm your document type qualifies under O. Reg. 431/20.
  • In-person notarization: Schedule a visit to a licensed notary public in Brampton or your local area.
  • Before you book: Confirm that the institution receiving your document will accept a remotely commissioned version.

Pro Tip: The Law Society of Ontario warns that purely online notarization services are not permitted under the Notaries Act. Documents notarized solely online may be invalid, and licensees offering such services risk regulatory action. “Remote commissioning” of declarations is different — and legal when done correctly.

Key Takeaways

Getting a document notarized or commissioned in Ontario comes down to one decision: confirm whether your document qualifies for remote commissioning under O. Reg. 431/20, then book a licensed notary or commissioner and prepare your ID and originals.

Point Details
Remote vs. in-person Remote commissioning is legal for declarations; notarizations must be in-person under the Notaries Act.
ID required Bring government photo ID plus one secondary ID to every appointment, remote or in-person.
Modified jurat A valid remote commissioning must include a jurat showing both the deponent’s and commissioner’s locations.
Confirm acceptance Always verify that the receiving institution accepts remotely commissioned documents before booking.
Theonlinenotary Theonlinenotary offers remote commissioning and in-person notarization in Ontario — book your appointment to get started.

Table of Contents

Which documents can a notary public or commissioner handle?

Ontario notaries and commissioners cover a wide range of legal documents. Knowing which category your document falls into determines whether remote commissioning is an option.

Typically commissioned (affidavits and declarations):

  • Affidavits (general, financial, proof of relationship, immigration)
  • Statutory declarations
  • Solemn declarations
  • Invitation letters (when sworn as a declaration)

Typically notarized or witnessed in-person:

  • Wills (witnessing and remote witnessing under specific conditions)
  • Powers of attorney
  • Certified true copies of original documents

A notary public in Ontario holds the powers of a commissioner and can do both. The key distinction is that commissioning oaths and declarations can be done remotely under the right conditions, while notarizations must generally be in-person.

Some documents require additional witnesses or countersignatures. Wills, for example, need two witnesses present at signing. Powers of attorney for personal care require two witnesses who are not the grantor’s spouse, partner, or child.

Pro Tip: Not sure whether your document needs a notary or a commissioner? Check the form’s instructions or the institution requesting it — they will usually specify.

The short answer: remote commissioning is legal under specific conditions; remote notarization is not.

Under the Notaries Act, notarizations must be conducted in-person. Any service claiming to notarize documents fully online is operating outside the law, and those documents may be rejected by courts, banks, or foreign authorities.

Remote commissioning is a different matter. Section 9(2) of the Commissioners for Taking Affidavits Act creates an exception to the physical-presence requirement, allowing a commissioner to administer an oath or declaration remotely when O. Reg. 431/20 conditions are satisfied.

Before relying on a remote commissioning, run through these legal checks:

  • Document purpose: Is it an affidavit, statutory declaration, or solemn declaration? If yes, remote commissioning may apply.
  • Receiving institution: Will the bank, court, embassy, or foreign authority accept a remotely commissioned document?
  • Modified jurat: Does the commissioner use a jurat that shows both the commissioner’s and deponent’s locations?
  • O. Reg. 431/20 compliance: Are real-time audio/video, identity confirmation, and reasonable precautions all in place?

Pro Tip: When submitting to a foreign authority, always confirm acceptance of remotely commissioned documents before booking. Some embassies and immigration offices require in-person notarization regardless of Ontario law.

How does a remote commissioning appointment work?

A typical remote commissioning appointment runs a short time from start to finish, usually less than an hour. Here is the sequence:

  1. Book your appointment (5 minutes): Select your document type and time slot. Confirm the document qualifies for remote commissioning.
  2. Prepare your documents (before the call): Have the unsigned original ready. Do not sign until the commissioner instructs you.
  3. Join the video call (at appointment time): Use a stable internet connection with clear audio and video. The commissioner must be able to see and hear you in real time.
  4. Identity verification (5–10 minutes): Show your government-issued photo ID to the camera. The commissioner confirms your identity live.
  5. Administer the oath or affirmation (2–3 minutes): The commissioner reads the oath; you affirm or swear.
  6. Sign the document (2–3 minutes): Sign while the commissioner watches via video. The commissioner observes the signature in real time.
  7. Complete the modified jurat (2–3 minutes): The commissioner completes a jurat noting both locations (yours and theirs), stamps, and signs.
  8. Receive your documents: A scanned copy arrives by email. The original is mailed or arranged for pick-up.

The Law Society’s remote commissioning guidance recommends using a checklist and documenting the session to address any later challenges about the process.

What ID and documents do you need to bring?

Gathering everything before the appointment prevents delays and re-scheduling.

Identity documents:

  • Primary: Government-issued photo ID (passport, driver’s license, or provincial ID card)
  • Secondary: A second piece of ID if the primary does not clearly confirm your address (utility bill, bank statement, health card)
  • Ontario-specific ID requirements apply — confirm with your commissioner in advance

Document condition:

  • Bring the original, unsigned document to the appointment
  • For certified true copies, bring the original document alongside the copy to be certified
  • Documents with missing pages, alterations, or damage may be rejected

Technical setup for remote appointments:

  • Stable broadband connection (video must not freeze or drop)
  • Device with a working camera and microphone
  • Adequate lighting so your face and ID are clearly visible
  • Ability to hold your ID up to the camera for close inspection
  • Secure method to receive and return signed documents (email for scans, courier for originals)

Pro Tip: Test your camera and microphone 10 minutes before the call. A dropped connection mid-oath can require starting the entire process over.

What do notarization and commissioning typically cost in Ontario?

Fees vary by document type, complexity, and whether the appointment is remote or in-person. Here is what to expect:

  • Per-document flat fee: Covers the commissioning or notarization of one document
  • Per-page charges: Additional pages beyond the base document often carry a small per-page fee
  • Remote will signing: Higher one-time fee due to additional complexity and witness coordination
  • In-person travel or after-hours: May carry a premium depending on the provider
  • Courier costs: Returning original notarized documents by tracked mail adds to the total

Timeline:

  • Booking lead time: Same-day or next-day appointments are often available for remote commissioning
  • Appointment length: usually a brief session for most declarations and affidavits
  • Receiving originals: typically in a few business days by standard mail; expedited courier is sometimes available

Always request a full fee breakdown before confirming your booking. Ask specifically whether additional witnesses, extra pages, or a second document in the same session cost more.

How do you find a trustworthy notary or commissioner in Ontario?

Credentials matter more than convenience here. A document rejected because the commissioner was not properly appointed wastes your time and money.

Questions to ask before booking:

  • Are you a licensed notary public or appointed commissioner for taking affidavits in Ontario?
  • Do you have experience with this specific document type?
  • Can you walk me through your remote commissioning process and show a sample modified jurat?
  • What is your full fee structure, including additional pages and courier?
  • How long does it take to receive the original after the appointment?

Red flags:

  1. Claims to notarize documents fully online without any in-person option
  2. No live identity verification process described
  3. Cannot provide a sample modified jurat showing both locations
  4. Opaque or vague fee structure
  5. No mention of O. Reg. 431/20 compliance

To confirm a notary’s appointment, check with Official Document Services (ODS), which handles notary public appointments and keeps specimen seals on file. You can also review Ontario notary public requirements to understand what credentials a properly appointed notary holds.

What should you prepare the day of the appointment?

Keep the day-of checklist short and concrete:

  • Original unsigned document in hand (or on screen for remote)
  • Government photo ID plus one secondary ID
  • Witnesses confirmed and available if your document requires them
  • Quiet room with good lighting for remote sessions
  • Video platform link or address confirmed the night before

Sign nothing before the commissioner instructs you. The commissioner must witness the signature for the commissioning to be valid. If you have already signed, the commissioner may ask you to swear that the signature is yours, or the document may need to be reprinted.

Block an extra 15 minutes beyond the scheduled appointment time. Identity re-checks and connection issues happen, and rushing through them creates errors in the jurat.

Pro Tip: If multiple signers are involved, confirm whether they all need to be present simultaneously or whether the commissioner can handle them in sequence.

What happens during and after the appointment?

During the appointment:

  • The commissioner confirms your identity live (not from a photo or scan)
  • You take an oath or affirmation before signing
  • The commissioner witnesses your signature in real time
  • The modified jurat is completed, showing your location and the commissioner’s location

After the appointment:

  1. You receive a scanned copy by email, usually within minutes
  2. The original is mailed by tracked courier or arranged for pick-up
  3. Check whether the receiving institution needs additional steps: authentication, apostille-equivalent, or a cover letter from the notary
  4. For documents going to foreign authorities, confirm acceptance before submitting

Commissioners are required to document remote sessions. Keep your own copy of the scanned document and the email confirming the appointment details. If a challenge arises later, that paper trail is your first line of defense.

Online (remote commissioning) vs. in-person notarization

Factor Remote commissioning In-person notarization
Legality in Ontario Permitted for oaths and declarations under O. Reg. 431/20 Required for notarizations under the Notaries Act
Document types Affidavits, statutory/solemn declarations, invitation letters Certified true copies, wills, powers of attorney
Cost Per-document fee plus courier for originals Per-document fee; no courier if you collect in person
Time to complete 15 min appointment; originals by mail in 2–5 days 15 min appointment; originals in hand same day
ID requirements Live video ID check; government photo ID required In-person ID check; government photo ID required
Witness requirements Witnesses join via video if required Witnesses physically present
Acceptance risk Some foreign authorities may not accept remote Universally accepted where notarization is valid

When to prefer in-person:

  • The receiving institution explicitly requires physical presence
  • The document is a certified true copy or a notarized will
  • A foreign embassy or court insists on a wet-ink notarial seal

When remote commissioning works well:

  • Affidavits and declarations for domestic use
  • Invitation letters for visa applications (confirm embassy acceptance first)
  • Statutory declarations for government agencies that accept remote commissioning

Authoritative resources to check before you book

Use these primary sources to verify legal requirements before relying on any remote notarization or commissioning service:

Always check the receiving institution’s requirements independently. A document that is legally commissioned in Ontario can still be rejected if the recipient’s internal policy requires an in-person notarial seal.

What experienced online notaries know that most guides skip

Most people focus on the document itself and forget the jurat. That is the single most common reason a commissioned document gets rejected. The modified jurat for a remote commissioning must state both locations: where the deponent is and where the commissioner is. A standard jurat with only one location signals to any reviewing institution that the process was not compliant with O. Reg. 431/20.

Cross-border documents add another layer. If an affidavit or declaration is going to a foreign authority, the commissioner’s seal and signature may need to be authenticated by Global Affairs Canada or a provincial authority before the foreign institution will accept it. That step takes additional time and cost, and it is worth confirming before the appointment rather than after.

For courier logistics: use a tracked service and keep the tracking number. Original notarized documents are irreplaceable. A lost original means starting the entire process over, including the appointment fee.

Theonlinenotary makes remote commissioning straightforward

If you need an affidavit, statutory declaration, solemn declaration, or invitation letter commissioned in Ontario, Theonlinenotary handles the entire process remotely — no office visit, no parking, no waiting room. The appointment is live video, the identity check is real-time, and the modified jurat is O. Reg. 431/20 compliant. For documents that require in-person notarization, Theonlinenotary also offers in-person services in Brampton.

Theonlinenotary

The fee structure includes per-document rates, possible per-page charges, and tracked courier for originals. No hidden costs, no vague estimates. For complex situations — wills, powers of attorney, or documents heading to foreign authorities — Theonlinenotary can advise on whether additional authentication steps are needed before you submit.

Book your notarization appointment and get your document commissioned or notarized today.

This article is general information, not a substitute for advice from a qualified lawyer. Consult a qualified legal professional about your own circumstances before acting on anything here.

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