Table of Contents
- How to Get a Document Notarized Online: Step-by-Step
- Is Online Notarization Legal in Ontario?
- Online Notary Appointment Requirements
- Documents That Can Be Notarized Online in Ontario
- Notarization vs Commissioning: What's the Difference?
- Will Your Notarized Document Be Accepted Outside Ontario?
- Common Problems and How to Avoid Them
- Conclusion
- Frequently Asked Questions
Last Updated: October 9, 2026
How to Get a Document Notarized Online: Step-by-Step
You can learn how to notarize documents online in Ontario and finish in about 15 to 30 minutes, without leaving your home.
Here is the short version of how to notarize documents online in Ontario:
- Scan or photograph your full document, including every page.
- Book an appointment and upload the file to a secure account.
- Join the video call with your government-issued ID in hand.
- Sign while the notary watches, then download your sealed copy.
Most people finish in one sitting. Same-day appointments are common, including evenings and weekends.
Prepare Your Document and Identification
Gather everything before you book. Missing paperwork is the number one reason appointments get delayed.
- Your complete document, unsigned and unaltered
- One piece of government-issued photo ID, such as a passport or driver's licence
- A quiet, well-lit room with a stable internet connection
- A phone or webcam that shows your face and ID clearly
Do not sign ahead of time. The notary must watch you sign. A document signed before the call usually has to be redone.
Scan at 300 dpi if you can. Blurry pages get rejected, and you will have to re-upload them.
Book and Complete Your Video Appointment
Booking takes a few minutes. Pick a time, upload your file, and pay through the platform.
On the call, expect the notary to:
- Confirm your identity against your photo ID
- Ask you to state that you understand what you are signing
- Watch you sign each page that needs it
- Apply a tamper-evident digital seal and record the session
The whole call usually runs 10 to 20 minutes for a standard document. You get your sealed copy by download right after.
Is Online Notarization Legal in Ontario?
The short answer is yes, but the reason is more specific than most guides admit, and the terminology matters. Ontario does not have a single "online notarization statute." Instead, legality rests on two separate legal tracks that are often conflated:
- Notarial acts performed by a notary public, governed by the Notaries Act and the notary's commission.
- Commissioning of affidavits and statutory declarations, governed by the Commissioners for Taking Affidavits Act and, for court matters, the rules of civil procedure.
The province made temporary remote execution and commissioning rules permanent in 2023, which is why virtual commissioning of affidavits and statutory declarations is now routine.
What gives the document its weight is the notary's Ontario commission and the notarial certificate, not the physical location of the signer.
What to confirm before your appointment:
- The notary holds a current Ontario commission (ask for the commission number).
- Identity verification follows the province's requirements, including a government-issued photo ID and a live video session.
- The document receives a proper notarial certificate with the notary's seal, signature, and date.
For the current wording of the governing statutes, check the Ontario e-Laws database and search the Notaries Act, the Commissioners for Taking Affidavits Act, and the relevant court rules.
Online Notary Appointment Requirements
An online notary appointment requires three things: valid photo ID, a live video connection, and your unsigned document. Everything else is logistics.
Most appointments need:
- Government-issued photo identification
- A reliable internet connection and camera
- A private space where you can speak freely
- The full document, uploaded in advance
Identity Verification and What You Need to Have Ready
Identity verification is the step that trips people up. The notary has to be certain you are who you say you are.
Have your ID ready before the call starts. Hold it steady and close to the camera when asked. Good lighting on your face helps more than you would think.
If your ID is expired, replace it first. Expired identification is not accepted.
Documents That Can Be Notarized Online in Ontario
Eligibility is not really about the document type. It is about three variables: whether the act is a notarial act or a commissioning, whether a witness must be physically present, and whether the receiving institution will accept a remotely executed version. Most guides list document types and stop there. The checklist below adds the "why" so you can predict the answer for your own file.
| Document Type | Usually Remote? | Key Condition or Exception |
|---|---|---|
| Affidavits (court, immigration, OSAP) | Yes | Must be sworn or affirmed on camera; check the court or agency's practice direction |
| Statutory declarations | Yes | Same process as affidavits |
| Travel consent letters for minors | Yes | Confirm the border agency or airline accepts a digitally sealed copy |
| Certified true copies | Yes | You display the original on camera; the notary certifies the copy |
| Powers of attorney | Often | Some institutions require in-person witnesses or their own form |
| Wills and codicils | Rarely | Ontario wills generally require two witnesses physically present |
| Real estate transfers and land registry documents | Usually in person | Land registry practice may require a physical signature or in-person verification |
| Documents for foreign authorities | Yes, with caveats | May need authentication or an apostille after notarization |
When the Receiving Institution Must Approve First
The document being notarizable does not mean the recipient will accept it. Banks, courts, immigration authorities, and foreign consulates each set their own acceptance rules. Before you book, ask the recipient three questions:
- Do you accept a digitally sealed and electronically signed document?
- Do you require specific certificate wording, and can you send a sample?
- Do you need an apostille, authentication, or consular legalization afterward?
Get the answer in writing where possible. A rejected document usually means paying for a second appointment.
Witnesses and Remote Sessions
Some documents require a witness in addition to the notary. In a remote session, the witness generally must also be on the video call and able to see and hear the signing. If the recipient insists on a witness who is physically present, the document cannot be completed remotely and needs an in-person appointment.
Documents Headed Outside the Province or Country
For use elsewhere in Canada, an Ontario notary's seal is generally recognized. For international use, Canada joined the Hague Apostille Convention in 2024, which simplified authentication for many destination countries. Not every country is a party, and some still require full authentication through Global Affairs Canada followed by the destination country's embassy or consulate. Confirm the destination's requirement before your appointment, because the apostille or authentication step happens after notarization and cannot be added retroactively to a document the recipient has already rejected.
Notarization vs Commissioning: What's the Difference?
Notarization and commissioning are related but not identical. A notary public can do everything a commissioner of oaths can do, plus more. A commissioner of oaths can only administer oaths and take affidavits.
The practical difference:
- Notarization is a broader act. It can certify copies, authenticate signatures, and prepare documents for international use.
- Commissioning is narrower. It covers oaths, affirmations, and statutory declarations.
In Ontario, most notaries are also commissioners. That means one appointment can usually handle both.
For documents headed overseas, you often need notarization plus authentication or an apostille. Check with the Global Affairs Canada authentication service for the current requirements.
Will Your Notarized Document Be Accepted Outside Ontario?
A document notarized in Ontario is generally accepted across Canada and in most countries. Acceptance depends on the receiving party, not on where the notary sat.
Within Canada, other provinces recognize an Ontario notary's seal. Banks, courts, and government offices routinely accept it.
Internationally, the answer depends on the destination. Many countries accept a notarized document with an apostille. Others want full authentication through Global Affairs Canada and then the destination country's embassy.
Before you book, ask the receiving party two questions:
- Do they accept a digitally sealed document?
- Do they need an apostille or consular legalization?
Get the answer in writing if you can. It saves a second round of paperwork.
Common Problems and How to Avoid Them
Most problems come down to preparation, not the technology. Here are the issues we see most often and how to sidestep them.
- Blurry scans. Rescan at a higher resolution before uploading.
- Expired ID. Check the expiry date the day you book.
- Signing too early. Wait until the notary tells you to sign.
- Unstable internet. Use a wired connection or sit near your router.
- Wrong certificate wording. Confirm the required wording with the receiving party first.
- Missing pages. Upload the entire document, including blank pages if they are part of the file.
If your connection drops mid-call, most platforms let you reconnect and pick up where you left off. Ask about the rescheduling policy before you pay, so you know where you stand.
Conclusion
Getting a document notarized should not cost you a half-day off work or a drive across town. With the right preparation, it can be a quick process.
The Online Notary connects you with commissioned and licensed Canadian notaries over encrypted video, with bank-grade identity verification and a tamper-evident digital seal on every document.
Book online with The Online Notary and get your document notarized today.
Frequently Asked Questions
Is online notarization legal in Ontario?
Yes, when the notary is properly commissioned in Ontario. Ontario law does not require the notary and signer to be in the same room, and provincial practice supports remote notarization where identity is verified and the notarial act is recorded. The key is that the notary holds a valid Ontario commission and follows proper identification and recordkeeping steps. If you are unsure whether a specific document will be accepted, confirm with the organization requesting it before your appointment.
What do I need for an online notary appointment?
You need a valid government-issued photo ID such as a passport or driver's licence, a stable internet connection, a device with a camera and microphone, and a digital or scanned copy of the document to be notarized. Some documents also require a witness. Your notary will confirm any additional requirements when you book. Having everything ready before the video call starts keeps the appointment short and avoids rescheduling.
What documents can be notarized online in Ontario?
Common documents include affidavits, statutory declarations, travel consent letters for minors, OSAP and educational forms, real estate paperwork, and business documents. Most documents that require a notarized signature can be handled remotely. Exceptions exist for documents that require a wet ink signature or a specific physical seal, and for some international documents that need authentication or an apostille. Ask the requesting organization what format they accept before booking.
Will an online-notarized document be accepted by the organization requesting it?
In most cases, yes, provided the notary is properly commissioned and the document carries a valid notarial certificate. Banks, government offices, and immigration authorities generally accept documents notarized by video if the notarial act meets their requirements. Acceptance can vary by organization and by country, so confirm with the recipient first. If the document is for international use, ask whether authentication or an apostille is also needed.
This article is general information, not legal advice. Rules can change. Confirm current requirements with the relevant government body or a qualified legal professional before relying on a notarized document.