Steps to be a Notary Public in Ontario
Following from my 5 Things you need to do as soon as you get Called-to-the-Bar in Ontario, you may want to apply to become a Notary Public so that you can certify documents in addition to your commissioner abilities. Lawyers are by virtue of office, commissioners as well so you do not need to apply to become a commissioner as a lawyer, but you are not automatically a notary public. If you want to become a notary public, you must first apply to be appointed to be a notary public. The benefit as a lawyer seeking appointment is that it is a lifetime appointment and you will not have to reapply again. I’ve summarized the steps together for your convenience.
Applying to be a Notary
Step 1: Apply for a Notary Public appointment by downloading and completing the Ontario Notary Public Application form.
Step 2: Pay the $145 one-time fee (tax exempted) as a lawyer or if you’re a government lawyer then there is no fee.
You can pay in-person if you’re in Toronto or by mail with a certified cheque or money order:
Official Documents Services
Main Floor
222 Jarvis St
Toronto ON M7A 0B6
Step 3: You will receive a certificate of appointment by mail. It will also come with a form that you are to submit back with a pressed in specimen of your embossed seal and signature, once you get your seal.
Step 4: Buy an embosser to seal. I bought mine from Dominion Stamps & engraving, just like I did for my commissioner stamp I mentioned in my 5 Things you need to do as soon as you get Called-to-the-Bar in Ontario post. They have a good selection for a fair value relatively compared to other stores I found and ship across Canada. I was able to get a long desk reacher one for the price of a standard one at other stores. You can also buy your first set of seal stickers too while you’re buying your embosser.
Step 5: Complete the form that you received with your Certificate of appointment and mail it or drop it off in person. You need to send this in, so they have a record of your official embossed mark as a notary public.
If you’re not a lawyer and want to be a notary public you can too by applying with a different form and fee: https://www.ontario.ca/page/becoming-commissioner-taking-affidavits-or-non-lawyer-notary-public
How do you notarize copies of documents? This is how I do it in Ontario:
Step 1. You will need to see the original document that your client wants a copy of. For instance, if you’re asked if you could notarize a copy of someone’s drivers licence, then you will need the original drivers license, and check it’s authentic.
2. Next, you can make a photocopy yourself, or if someone comes in with a photocopy, you will have to do a comparison. For a drivers license/SIN card or other similar identifying document, you will need to look at the front and the back of the identity card and ensure the photocopy is of both. I photocopy both the front and back of the card on the same page myself. Does the copy represent the original document truly? If yes then continue:
3. I fill out and attach a notarial certificate to the copy. Click Here for a Word Document Precedent or template you can edit/modify. You will need to fill in your name that is the person who has notarized the document, what the document is that you’re certifying is a true copy , the date and sign on the line.
EXAMPLE – Pay attention to all highlighted parts in this image, change the yellow for sure, Blue you may use if that is the document:
4. Place a seal sticker on the certificate. Press your seal into the sticker. You don’t have to but I stamp my commission stamp next to my signature or seal as well.
5. Finally, I press an imprint of the seal on the copy of the document, just a bit on the corner of the copy of the ID. This gives a bit additional confidence I feel to people wanting to ensure they have something as close as possible to the original checked out, and in case someone accidentally ripped their notarized copy, they didn’t just tear off the certificate and place it on another copy.
I hope this guide helped!
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Tarrie Phillip | 28th Sep 20
Question: once you have received your seal from Dominion and already received the Certificate from the Ministry. The time between sending the seal back and them receiving it (the ministry that is) are you able to certify documents?
Virginia | 28th Sep 20
Yep. You can go ahead. You’ve received your certificate of notary appointment and you’ve got your seal embosser from Dominion. You need to send the seal sample to the ministry on the form you got when you got your certificate but you don’t need to wait anymore to start certifying docs. Hope that helps 🙂
Tom | 28th Sep 20
Question: once you have received your seal from Dominion and already received the Certificate from the Ministry. The time between sending the seal back and them receiving it (the ministry that is) are you able to certify documents?
Virginia | 28th Sep 20
Hi Tom,
Yes, if you’ve gotten your Notary certificate appointment, you can start notarizing/certifying docs. You need to send them the form back with your Seal specimen but you don’t need to wait until they receive it to start.
Sal | 16th Oct 20
Hello,
Quick question would you have any idea if you are allowed to notarize and commission for relatives? I cannot seem to find anywhere stating that you are unable to.
Thanks!
Virginia | 4th Nov 20
Hi Sal, I’m not entirely sure. I’ve asked another lawyer and it seems some do notarize for their relatives. I’ve always had someone else around that could notarize for family so I’ve never run into this problem before.
I don’t see it being a conflict notarizing copies of documents but there might be question for commissioning, or taking oaths from relatives
G Gill | 3rd Nov 20
I don’t have a question but just wanted to write how much I enjoy these blogs. They are really helpful for me and a few of my peers (all called in 2019).
Virginia | 3rd Nov 20
So glad you find it helpful and you enjoy these posts. Thank you so much for your kind words and checking out Ginnylawblogs.com
Alex | 10th Nov 20
I would also like to order the long reach stamp but I know the normal size seal stickers do not fit the long reach stamp. What size stickers do you order, where, and is there a maroon version of stickers I can get somewhere for the long reach stamp?
Thank you in advance and great blog!
Virginia | 11th Nov 20
That’s strange. I have the long reach embosser and I use the same stickers. I bought gold seal stickers from Dominion Stamps and red stickers from Staples. It just helps reach a little further but the size of the actual stamp should still be the same.
notario publico | 16th Nov 20
I totally enjoyed reading this article. This made me cleared my mind about the steps to be a notary public. Thanks for sharing.
Sein | 21st Nov 20
Hello Ginny,
I hope this message finds you well.
Thank you for this super informative article — what you are doing is great!
Can you provide some insight as to the process and procedure of record keeping? Also, if you could please advise on business registration process, etc. for notaries starting in private practice.
Thank you kindly!
Virginia | 25th Nov 20
Hi Sein, can you clarify? What do you mean by record keeping and business registration process? If you want to start up your own business providing Notary services, it’s the same as any other business in Ontario after you’ve gotten your qualifications i.e it depends on how you want to structure your business eg. Sole proprietorship, partnership, incorporated company, etc. If you make over a certain amount then you need to charge HST and register with CRA after applying for an Ontario business license as a sole or partnership… There isn’t a specific business listing for notary that I know of.
evgeny | 24th May 21
Hi,
Just wonder how you attach to the notarized list of documents the copies of the document listed there (the ones that embossed on the corner of the copy of the ID? do you attach them by means of ribbon or else?
Ginny | 20th Jun 21
I usually just staple them, but you can also attach by a ribbon.
Rabia Malik Jamil | 14th Jun 21
Hi Virgina,
Firstly, I would like thank you so much for simplifying the notarizing process. I was searching for help and you can came along as God sent.
I just a had a few questions to ask :
1. As a Notary Public business, I’m I required to keep any records of clients that I notarize ?
2. Should my stamp have my personal name or business name ?
Virginia | 20th Jun 21
Hi Rabia,
1. I usually take a photocopy or scan of the documents that I notarize for my records.
2. Your stamp should have your personal name, and then it would be optional to have your business name in addition on it.
Rabia Malik Jamil | 28th Jun 21
Thank you so much for answering my questions !
Khrysti | 8th Jul 21
Love your blog, it’s been a real life saver! Quick question, when you provide a specimen of the notarial seal, does it need the sticker as well or am I just embossing that part of the page? Thank you!
Ginny | 8th Jul 21
Just embossing it is fine (no sticker)
Parul Bhardwaj | 15th Sep 21
Hi
Just came across this conversation chain. It is really very informative. I have a question. Do I need an office or any commercial space to practice as a notary public in Ontario?
Anticipating your reply
Parul
Ginny | 18th Nov 22
Hi Parul,
No you don’t need an office or a physical commercial space to practice as a notary public in Ontario.
Ruchi | 4th Mar 22
Hi , I don’t have any lawyer or legal background. I live in Ontario and work as customer service representative.wondering if I am eligible to become notary public.
Ginny | 15th Aug 22
Hi Ruchi, this may be a bit more complex of a process. You will have to complete the application to apply as a notary public for non-lawyers or non-paralegals that require being a notary public for their work in order to get a notary public appointment in Ontario. For Notary Public in Ontario, you can apply, if your work requires notarizing work. You will have to get an authorization or letter from your business or organization nominating you to be a notary public. You will not be eligible if you want to become a notary public just to offer notary services or expand a current business service in Ontario. In short, it depends on your business, I’m not sure what customer service you offer but if you require notarizing services, or if you need to notarize documents in Ontario for senior government officials, patent and trademark agents, cross-jurisdictional trading corporations in Ontario or for head offices of national/provincial unions then you may qualify but if not, then chances are you won’t be eligible.
Kiren | 9th Aug 22
thanks for given information on notary public.
Arjun | 15th Aug 22
How many stamps and seals do you need ordered in total as a lawyer and notary?
Ginny | 15th Aug 22
Hi Arjun, this depends on your practice, the area(s), jurisdiction and convenience level. In Ontario, as an associate with a firm set up already or working with others, I would have at least my embosser for notarizing and a commissioner stamp and then get a large pack of seal stickers for notarizing to use with the embosser. However, really needed… you can get away without a commissioner stamp and just write your name and lawyer under the commissioner line neatly in most cases on forms to commission. A commissioner stamp just makes it easier. If you have your own firm or will be taking care of the bank accounts, having convenient banking stamps like for deposit, or a trust account detail stamp might be convenient. If you are regularly sending out mail, then some lawyers have their own letterhead and stationary, and other firms will get address stamps.
Junwon Jung | 6th Sep 22
Hello, thanks for your insight. I’m currently an active optometrist in Ontario. Can I follow these steps to become Notary Public in Ontario? Thanks in advance!
Ginny | 7th Sep 22
Hi,
As an optometrist, I don’t think you will be qualified to become a Notary Public in Ontario.
Peter | 29th Sep 22
Thank you so much for sharing your experience.
Toi | 18th Oct 22
Hi there, how long did it take from the time you submitted your application until you received the certificate ?
Ginny | 18th Nov 22
Hi Toi,
I don’t remember exactly but it was less than 3 months I believe.
Jordan Bisaillon-Dema | 22nd Oct 22
Hi Ginny,
Do you know of any CPD courses available through the LSO which provides information for notaries?
Ginny | 18th Nov 22
Hi Jordan,
I currently don’t know any CPD courses provided by the LSO that provides information specifically for notaries.
Divya | 18th Nov 22
Hi Ginny,
I am a newly appointed notary public and wanted to start certifying the documents. But I don’t understand what is the difference between the seal and the embosser. Can we just notarize documents by attesting a seal?
Thank you in advance
Ginny | 18th Nov 22
Hi Divya,
The embosser is the device that creates an imprint with your name and notary public title. A seal refers to the sticker or the sticker that the embosser has already been pressed onto. So what I do as the above described is place a red or gold seal sticker which you can get at office supply stores such as Staples, Walmart, or order them also from Dominion Stamps and then I use my embosser to go over the paper where I’ve placed my sticker seal on and then press down my embosser over it so that I now have created a personal seal on the document.
Divya | 19th Nov 22
Hi Ginny,
Thank you very much for your reply. Could you also please advise me that while notarizing, do we need to write our P1 license number?
Ginny | 19th Jan 23
Hi Divya,
When you commission documents as a paralegal, I believe you may as I’ve seen most paralegals do. With notarizing, I’m not sure you would be required as it’s a separate appointment as a notary public that you’ve received, however I tend to use my commissioner stamp anyway on my certificate page, and so it wouldn’t hurt if you had your P1 number on it.
Jen | 25th Jan 23
Hi Ginny,
Love your blog! I just had a quick question – is there a difference in the red and gold seals?
Thanks!
Ginny | 19th Mar 23
Hi Jen,
Thanks. No there’s no difference really, just preference and colour.
Michael S | 21st Feb 23
This has been so very informative, thank you for taking the time to put this post together.
Once designated as a lawyer and a notary, do you need to have an incorporated business to do the notarial work?
Ginny | 19th Mar 23
Hi Michael,
No, you don’t need to incorporate to do the notarial work. You can do it as a sole proprietor or individual.
Darsh | 12th Mar 23
Hey Ginny,
Thanks for such an informative blog. I have recently acquired my Notary Public Certificate and I was wondering whether a seal is enough or do I need a stamp as well for notarizing (other than a commissioner’s stamp). Also, I’m a licensed paralegal in Ontario.
Ginny | 19th Mar 23
Hi Darsh,
That’s great news about your certificate! And no it is not necessary to get another stamp for notarizing. Some people however find it to be more convenient and faster to use a stamp with some writing than create a notarial certificate page on the front each time when notarizing true copies of documents. For a stamp, it can be something like “I certify this to be a true copy of the document shown and reported to be the original. Dated this _ day of ___ 20__.” Then a signature line ________and under [Your name], Notary Public .
then they would would still put a seal sticker and seal it with the embosser.
That’s optional, some people do both, some people use a stamp instead but it’s up to you on your preference, however if you want to do the notarial certificate page as I have shown above style then no you don’t need an additional stamp.
Peter | 14th Apr 23
Thanks for your blog. Do you know if we may expense the notary stamps as individual notary? Also, any idea if we may own different sizes of notary seal – both the 2 inch and the standard size of the same pattern???
Ginny | 18th Apr 23
Maybe I would call the documents/info office or the office that you are required to send in your specimen to after you get your notary appointment certificate, as I’m not sure if they would want 2 specimen if you have 2 different seal sizes instead of just 1. In terms of expensing the notary stamps, if you’re running your own business, for example as a paralegal or lawyer that is providing notary services, in terms of taxes, I would think you could claim it as a business expense.
Daniella | 8th Jun 23
Hi Ginny, great blog! I am just curious if you can tell me which “direction” you chose for your embosser? There are so many choices on the Dominion Stamps site, the default is “bottom up” but I’m wondering which one you chose so that I may follow suit! For reference, the directions can be seen at the bottom of this page:
https://dominionstamps.com/products/ontario-notary-public-seal-embosser-official-long-reach-desk-embosser/
And is this the embosser you chose? Thank you so much! 🙂
Ginny | 10th Jun 23
Hi Daniella,
I chose the default direction, “bottom up’. Yes, this is the long-reach embosser I chose.
Asmaa | 9th Jul 23
Hi Ginny,
Love this blog! Thank you for your efforts! I just have a question; I am a new licensed paralegal but I did not start yet providing legal services, so, can I apply to be a notary public in Ontario? Or I have to wait to set up my practice and then to apply for the notary public?
Ginny | 18th Jul 23
Hi Asmaa,
Congrats on becoming licensed! No, you don’t have to wait to set up your practice first to apply to be a notary public. You can definitely apply already as a paralegal now that you’re licensed.
Jen | 4th Sep 23
Hi Ginny, thanks for the helpful information. As a lawyer starting a side business as a notary public, is insurance required? Thanks!
NOTARY IN THE EAST | 20th Nov 23
The blog post on “Steps to Be a Notary Public in Ontario” by Ginny Law Blogs is an excellent and practical guide for individuals aspiring to become a notary public in Ontario. The step-by-step breakdown of the process is not only informative but also provides a clear roadmap for those navigating the requirements and responsibilities associated with this role.
Ginny Law Blogs effectively communicates the legal and procedural aspects of becoming a notary public, covering everything from eligibility criteria to the application process. The inclusion of practical tips and insights adds a valuable layer of real-world advice, making the blog post a comprehensive resource for prospective notaries.
The user-friendly language and organized structure contribute to the accessibility of the information, ensuring that readers can easily follow and understand the necessary steps. Moreover, the blog’s focus on the importance of ethical considerations and professional conduct underscores the gravity of the notary public role.
In conclusion, Ginny Law Blogs has crafted a valuable resource for anyone considering a career as a notary public in Ontario. The combination of clear information, practical tips, and a focus on ethical considerations makes this blog post an essential read for those embarking on this professional journey.
Rajesh Acharya | 10th Feb 24
You are giving excellent service to the new comers God bless you for the service you are providing.
Rajesh Acharya
Liz | 18th Feb 24
Hi Ginny! Thank you so much for this informative blog. Honestly, its a life saver to get some practical help. I was just wondering whether stickers are necessary in any situation or for the most part they are just for esthetics and personal preference? I thought all that’s really needed was an embosser. Also, if you have multiple documents to notarize do you typically use your emobosser on all of them in addition to the certificate? Thanks!
Ginny | 19th Feb 24
Hi Liz! The stickers aren’t absolutely necessary but they do help with visibility. Some people I know have had communications with 3rd parties at time where they’ve asked for them to get a document notarized and then scanned to them as odd as that seems. If you have multiple documents or pages, usually what I do is put them together with the certificate page in front and then press my embosser all down in the same spot so you can feel it embossed through out in each of the documents in the same place, and then maybe I will go over some of the pages, particularly the back ones if I can’t feel the embossed mark on them.
Clare Martin | 22nd Feb 24
I appreciate you informing us that there is usually an application form to fill up to become a notary public and we will receive a certificate once we get appointed for it. My brother became a lawyer just recently, and he wants to get certified to become a notary public soon to help expand his services. I’ll take note of this while I help him find a notary service that can help him become one soon.
Mary Furtado | 31st Mar 24
Hello,
I really enjoyed this post!
amandeep singh | 7th Apr 24
Wait so to become a notary public (non-lawyer and non-paralegal) I do not need to complete any courses or obtain a bachelors? If I do not need to do education, then how do I apply as a notary public and establish my business?
Ginny | 7th Apr 24
If you’re applying as a non-lawyer and non-paralegal, you’ll have to apply showing that your job requires notary type services.You won’t be able to just set up a notary public office on it’s own if you are applying as a non-legal professional and it doesn’t have some attachment to a current job you have. As a non-lawyer/paralegal, for example applying as a courthouse clerk for notary or commission based services you may be able to get the appointment approval. You will likely have to have a letter from your employer or something to show that it requires you to be a notary public.
Man | 16th Jul 24
Hi Ginny, You are doing amazing work in helping others with information. Really appreciate your time and efforts !. Could you please provide insights on how the notary business should be structured? Paralegals are required to form a Paralegal firm – sole proprietorship or an incorporation, to operate their business and then there is a trust account requirement. For notary business, can we operate under another firm (not the paralegal one) as notary business cannot provide legal services ? Or are we required to operate under the Paralegal firm ? Thanks !
Carrie | 23rd Aug 24
Hi there,
I noticed in your true copy example that you simutaneously certified two documents. EG.
I Do certify and attest etc. Etc.
● SIN card for …
● confirmation of permanent residence for …. doc. # 1224…
The said copies compared by me … etc. Etc.
Question: is it okay to notarize multiple documents at once? You don’t have to do them separately?
Ginny | 23rd Aug 24
Hi Carrie,
Yes you can notarize multiple documents at once with one certificate cover page. In my example if you are notarizing a copy of a SIN card and a permanent residence card for someone, you can put list both descriptions on the cover as in the example, bind or staple it to the copies and then press your embosser all the way through both copies and the certificate page so the imprint goes through all the pages.
Ryan | 10th Sep 24
Very informative post! Can you discuss the legal aspects of mergers and acquisitions and how businesses can prepare for such processes?
Ginny | 23rd Sep 24
Hi Ryan,
I would refer you to check out our other blog posts in the Legal Issues Section. Particularly this one on mergers and acquisitions: https://ginnylawblogs.com/unraveling-the-maze-of-mergers-and-acquisitions-privacy-and-employees/
S | 28th Sep 24
Hi Ginny, Have you thought about creating a new notarial certificate that uses more of a plain-language approach? There seem to be much simpler ways to certify true copies, sometimes with a simple stamp on the copied page.
Ginny | 2nd Oct 24
There’s other ways to do it. Some do it with a stamp certifying it with their seal directly on the copy. That’s a faster way. It’s up to each notary public official though on how s/he wants to do it.This is just 1 way of doing it that I’ve done and share with others in my method.