Notary and commission services: frequently asked questions

Acceptable Identification
  • Driver’s license
  • Canadian permanent resident card
  • Passport
  • Status card
  • Canadian military ID card
  • Birth certificate
  • Student card
  • Ontario Photo Card, or similar government-issued photo ID

An Ontario health card is not sufficient ID.

Identification Requirements

Please provide two pieces of valid government-issued ID.

At least one piece of ID contains your photo. At least one states your full name.

The name on your ID matches the name on all documents you are signing.

Photocopy Policy
  • McLeod Paralegal’s photocopy policy asks that clients bring all original documents and photocopies of these original documents to all in-person appointments.
  • McLeod Paralegal does not provide photocopies.
  • Photocopies in black and white are generally sufficient. Please confirm with the receiving organization that colour copies are a requirement.

What does ‘notarization’ mean?

Notarization involves certification of copies of documents, certification of original documents, or the in-person or virtual witnessing of a signature.

Notarizing and commissioning are often used interchangeably.

A notary cannot tell their client which functions need to be performed.

Can a true copy be notarized remotely?

True copies of physical documents cannot be notarized remotely.

By law, a true copy of a physical document (for example, identical copies of a passport or driver’s license) must be notarized in-person.

If a document is digital-only (for example, a digital paystub, bill, email or any document that was created online and exists only online), an identical digital copy can be notarized remotely.

Are remotely commissioned documents acceptable?

Some institutions will not accept documents commissioned remotely.

A notary cannot legally advise their client on the acceptability of a remotely commissioned document.

Are notarizing and commissioning services provided only remotely?

McLeod Paralegal provides in-person notarizing and commissioning services in Hamilton, Ontario.

Some documents, including true copies of physical documents, cannot be notarized remotely.

If you are unsure if your remotely commissioned document will be accepted, please contact your institution to determine the policy that applies to you.

How are documents commissioned or notarized?

What are the payment options?

McLeod Paralegal accepts Interac e-Transfer for online payments and cash for in-person payments.

Please see How Remote Commissioning Works and Pricing for payment particulars.

How can I prepare for my appointment?

  1. Your documents are important. Make sure you understand them.
    A notary cannot offer legal advice or explain a document to you.
  2. Determine where on each document the notary’s signature is required.
  3. Fill out and complete the documents to be notarized.
    Do not sign or date any documents. Signing and dating must be visible to the notary.
  4. Ensure your documents and ID are available to you when your appointment begins.

How can I photocopy a two-sided document?

If both sides of a single document have been photocopied onto separate pages, both pages must be notarized separately.

Both sides of many small documents can be photocopied onto a single page, requiring only one notarization.

How is a multi-page document notarized or commissioned?

A multi-page document generally requires only one notarization.

If you are unsure if one notarization is sufficient for your multi-page document, please contact your institution to determine the policy that applies to you.

How are multi-document photocopies notarized?

If separate documents are photocopied onto one page, each document on the page must be notarized separately.

How are documents that call for a witness commissioned remotely?

Witnesses can join you in-person or virtually in a remote appointment.

A notary cannot legally tell a client if a witness is required or how many witnesses are required.

What is the law for remote commissioning?

Ontario’s Commissioners for Taking Affidavits Act, R.S.O 1990, c. C.17 regulates Ontario commissioners.
The Act permits remote commissioning under O. Reg. 431/20.

Ontario’s Notaries Act, R.S.O 1990, c. N.6 regulates Canadian notaries public in Ontario.

McLeod Paralegal operates in accordance with the Ontario Ministry of the Attorney General’s Guide for Newly Appointed Commissioners for Taking Affidavits and the Law Society of Ontario’s Best Practices for Remote Commissioning and Remote Commissioning Checklist.

For more information on remote commissioning, refer to the Law Society of Ontario’s remote commissioning information page or contact McLeod Paralegal.

Can commissioned documents be mailed?

McLeod Paralegal can mail you a physical copy of your document with a wet-ink signature and a physical sticker seal. A document sent this way is considered to be commissioned remotely.

Postage is charged separately.

Is my appointment recorded?

McLeod Paralegal does not record the audio or video detail of any appointment. The notary will document all appointments manually.