Is notarization of documents required in Canada?

Whether you are moving to Canada permanently or choosing temporary residence, sooner or later you will have to deal with the procedure of notarizing documents. A notary plays a key role in confirming the authenticity of signatures, the originality of documents, and the legality of transactions. In this article, we will take a detailed look at when notarization is mandatory in Canada, when it is not required, who can act as a notary in different provinces, and how to prepare for a meeting with a notary.

Understanding the principles of notarization in Canada will help you avoid unnecessary expenses and delays in immigration, real estate purchases, opening bank accounts, or obtaining legal services.

The role of a notary in Canada

A notary in Canada is a licensed lawyer or a special official appointed by the provincial government. Their main functions are:

  • Confirming the identity of the signatory of a document by checking their official identification

  • Certifying that the signature on the document was made voluntarily and knowingly

  • Certifying copies of originals and indicating that they are accurate reproductions

  • Recording the date of signing, which often has legal significance

  • Issuing an official seal or stamp of the notary public, confirming the legality of the procedure

Each province—Alberta, British Columbia, Ontario, Quebec, etc.—has its own laws and regulations governing the activities of notaries. But the fundamental principles remain the same everywhere: identification, voluntariness, and compliance of documents with legal requirements.

When is notarization required?

In Canada, not all documents require notarization. However, there are a number of categories where a notary is required:

Real estate and mortgages

The sale and purchase of a house or apartment, the registration of a mortgage loan, and the transfer of ownership are always accompanied by a notarial agreement. The buyer and seller must sign the contract before a notary, who certifies the authenticity of their intentions and ensures the legal validity of the registration in the land registry.

Powers of attorney and authorizations

A power of attorney to conduct business at a bank, sell a car, or represent interests in court or government agencies must be certified by a notary. This ensures that the person signing the power of attorney is genuine and that their signature is not forged.

Immigration applications and certificates

Immigration applications, proof of identity, certificates of marital status or adoption, inheritance matters — all of these often require notarization for submission to IRCC (Immigration, Refugees and Citizenship Canada) or the courts.

Foreign documents

Ukrainian diplomas, birth, marriage, or divorce certificates, and certificates of no criminal record require double legalization: an apostille in Ukraine and notarization of the translation in Canada before submission to universities, employers, or government agencies.

Wills

A will becomes legally valid only after double signing: the signature of the testator and two witnesses in the presence of a notary. Notarization increases the protection of the will from appeal.

Contracts and corporate documents

Company statutes, shareholder agreements, transfer of shares, and corporate minutes are often subject to notarization for registration in provincial or federal registries.

When a notary is not required

At the same time, many personal or household documents can be signed without the involvement of a notary:

  • Ordinary private agreements (purchase or sale of used goods between citizens)

  • Signing contracts with private service providers (repair, cleaning)

  • Banking transactions with your own signature (if the bank does not require additional confirmation)

  • Electronic signatures on online platforms, if they comply with the internal rules of the organization

However, for questionable or large transactions, it is better to consult a lawyer to avoid risks.

Who can act as a notary?

Notaries have different statuses in different provinces:

  • Alberta, British Columbia, Ontario: notaries are mainly lawyers with an additional license
  • Quebec: the functions of a notary are performed by a special class of lawyers – notaires – who undergo separate training
  • Other provinces: similar rules with local differences and names (e.g., commissioner for oaths)

Universal advice: check the website of the relevant provincial bar association or notary association to see if the specialist has a valid license.

How to prepare for notarization

  1. Original document The notary must see the original, not a copy.

  2. Identification Valid passport or driver's license with photo.

  3. Prepare copies If you need to certify a copy, bring copies of the documents with you.

  4. Appointment in advance Many notaries work by appointment, especially in large cities.

  5. Fee The cost of one signature certification is $15–$50 CAD, the same for a copy; the notary is not responsible for the apostille, which is a separate procedure.

Notarization procedure

  1. Greetings and ID verification Make sure the document is valid and not expired.

  2. Review of the text The notary reads or asks you to read the document to verify that you understand its content.

  3. Signing You sign the document in the presence of the notary, or the notary certifies your previously affixed signature.

  4. Notary seal and signature The notary affixes an official seal or stamp, signs, and dates the document.

  5. Issuance of the certified document You receive the original with the seal; copies are provided if necessary.

Apostille and certification in Canada

Canada is not a party to the 1961 Hague Convention, so apostilles are not recognized by Canadian authorities. Instead, notarized translations and apostilles on Ukrainian originals are sufficient if required by provincial or federal authorities.

Frequently asked questions

Can electronic documents be notarized? Yes, provided that a platform with a qualified electronic signature (PIPEDA) is used, or the document is printed and certified in the traditional manner.

Do I need a notary for a copy of my passport? If required by an agency or bank, yes. A notarized copy contains the mark “certified true copy.”

How long does the procedure take? Usually 10-15 minutes per document; depending on the queue, up to an hour.

Conclusion

Notarization of documents in Canada is an integral part of many legal and administrative procedures: real estate purchases, powers of attorney, immigration, and certification of diplomas and certificates. Although not every document requires notarization, knowing when and how to do it will help you avoid delays and unnecessary expenses. Universities, banks, government agencies, and courts rely on notary services to guarantee the authenticity and legality of documents. Prepare for your visit to the notary in advance, gather all the necessary documents and identification, and the certification process will go quickly and smoothly.