There is no single rule for every Canadian document
The correct process depends on the act requested, the applicable jurisdiction, the locations of the signer and authorized person, and the receiving organization’s requirements. A service described online as “online notary” may involve commissioning a declaration rather than notarizing a document or certifying a copy.
Ontario: distinguish the requested act
Ontario Regulation 431/20 permits eligible oaths and declarations to be administered remotely when its conditions are met. Ontario’s current notary guidance requires physical presence for notarization under the Notaries Act. Read the remote-commissioning regulation and notary guidance for these distinct processes.
Questions to ask before booking
- Is the document an affidavit, declaration, witnessed agreement or copy certificate?
- Where will every signer be physically located during the appointment?
- Which jurisdiction’s requirements apply to the document?
- Does the recipient accept remote commissioning and the proposed signature format?
- Will a paper original, apostille or further authentication be required?
Prepare for an eligible remote appointment
Ask the office to review suitability first. If confirmed, arrange a reliable video connection, a quiet place and the identification and document version requested. Explain any interpreter or accessibility needs in advance. Leave the oath, declaration and signature steps for the authorized person’s instructions.
Certified copies and international use
Notaryspace provides certified true copies in person only. Do not book a remote appointment to replace inspection of a paper original. For use abroad, confirm the destination’s format requirements before signing; a remote commissioning route may not meet the authentication process you need.
Contact our office with your location and document instructions. We will confirm the appropriate arrangement rather than applying one province’s process to every situation.