What Is a Notary Public? A Clear, Practical Guide

If you’ve ever been asked to “get a document notarized,” you may have found yourself wondering what that actually means — or who, exactly, has the authority to do it. A more concise synonym is document legalization. Don't get choked up, we're not forming a Republic, and the word public here is not indicating a government office.

Let our quick guide winnow away confusion and bring some order to your question.

What Is a Notary Public in Ontario?

A Notary Public is a person licensed (paralegal or lawyer) with the Law Society of Ontario (LSO) who has been appointed as a notary public by the Government of Ontario. A notary public can:

• Witness a signature.

• Administer an oath, affirmation or declaration, which is required for affidavits and statutory declarations.

• Certify true copies of original documents to confirm their authenticity.

What is the Difference Between a Notary Public and a Commissioner of Oaths?

A commissioner can administer oaths. A notary public can act as a commissioner, certify true copies of an original document and witness a signature. A commissioner leaves a signature (and maybe a stamp). Along with what a commissioner leaves, a notary public also leaves a seal (commonly mistaken as a stamp)- this is the round imprint you can feel on paper. Sometimes there is a sticker under the seal. A notary public's seal is more widely recognized than a commissioner's signature.

Documents Commonly Notarized in Ontario

• Letters of invitation / sponsorship letters

• Consent letters for children travelling abroad

• Affidavits of all kinds

• Life certificates for pensions

What to Prepare Before Visiting a Notary Public

A way to make your meeting smooth and timely is proper preparation:

1. Get clear instructions from the party requesting the notarized document. This may be your bank, a government office, a lawyer et cetera. Simply instructing “I need this notarized” isn’t clear — notarization can mean one of several things. Your notary public takes direction from you on how to handle the document, so it's important to know what specifically the third party is requiring.

2. Bring the document, unsigned (if a signature is required).

3. Bring valid photo ID of each signing party.

With the above preparation, appointments can take less than 15 minutes! If you have multiple pages to get notarized, it may take more time.

Conclusion

A Notary Public plays a role in preventing fraud and ensuring documents are executed properly. Whether you need a signature witnessed, an oath administered, or a certified true copy, a notary public helps ensure the document is trusted wherever it needs to go.

If you’re prepared the process can be quick and painless. And if you’re visiting a quick, walk-in office like ours, it usually is!