Understanding Online Notarization in Ontario: A Guide to What Can and Cannot Be Notarized Digitally

Navigating the world of notarization in Canada, particularly for individuals and businesses in Ontario, requires understanding what documents can and cannot be notarized online according to Canadian law. This understanding ensures compliance with legal standards and facilitates smoother international and domestic transactions. The realm of online notarization has expanded, offering convenience and efficiency; however, certain documents still necessitate in-person verification due to the nature of their content or the requirement for physical witnessing.

Documents We CAN Notarize Online:

• Service Ontario / Ministry of Finance documents, including the Sworn Statement for the Transfer of a Used Vehicle in the Province of Ontario and the Sworn Statement for a Family Gift of a Used Vehicle in the Province of Ontario.

• Affidavits of any type, including OSAP Affidavits.

• Statutory Declarations.

• Recommended Consent Letter for Children Traveling Abroad, commonly known as a travel consent letter.

• CCDC 9A – Statutory Declaration of Progress Payment Distribution by Contractor.

• Separation Agreements / Divorce Agreements.

• Delayed Birth Registration Forms.

• Application to Amend Birth Registration.

• Declaration Affirming Parentage.

• Election to Change the Name of Child Under the Age of 12.

• Statutory Declaration by an Applicant to Correct an Error in Registration.

• Legal Name Change Application.

• Insurance Claims.

• Common Law Status Affidavits.

• Special Invitations to Family Members Overseas.

• Pension Purpose Attestations of recipient being alive and confirming their residency.

• Residency Documents.

• Single Status Certificate.

• Federal Government Permanent Residency Card Applications.

• Municipal Information Form (MIF) for Liquor License.

• Affidavit Waiving Vaccinations Based on Religious Grounds, and many more.

Documents We CANNOT Notarize Online:

• Last Will & Testament: Must be physically signed. Consider booking our “Last Will & Testament” virtual witnessing service.

• Power of Attorney: Requires physical signing. Book our “Power of Attorney” virtual witnessing service for these needs.

• Other documents requiring in-person, pen and paper appointments, and cannot be electronically signed include:

  • Trusts (including Testamentary Trust).

  • Negotiable Instruments (Cheque, Promissory Notes, Loan Agreements, etc.).

  • Payment Bond or Letter of Credit.

  • Document of Title (e.g., bill of sale, deed), except a contract of carriage.

  • Statutory Declaration in Lieu of Guarantor for a Canadian Passport.

  • Passport Applications (in lieu of guarantor).

  • Lost Passport.

  • Certified True Copies of Original Paper/Printed Documents ("notarized copies").

For digital documents that only exist in electronic format and require notarization, such as banking statements or government-issued tax documents, NotaryPro can notarize a Digital-Only Certified True Copy for you.

Understanding the specific documents that can and cannot be notarized online is crucial for ensuring legal compliance and the validity of your documents. Always ensure you are working with a duly authorized notary public in Ontario, as notaries are appointed by the Ministry of the Attorney General under the Notaries Act and must be licensed lawyers or paralegals in good standing with the Law Society of Ontario​​.

For additional details on the role and services of notaries in Ontario, as well as the legal framework governing their duties, please refer to the Law Society of Ontario and the official Ontario government websites​​.