Qualifications and Licensing Requirements
In Ontario, notaries public are authorized individuals who can witness signatures, certify documents, and administer oaths. To serve in this official capacity, a person must meet specific legal and professional requirements. Typically, a Notary Public in Ontario must be:
- A licensed lawyer or paralegal in good standing with the Law Society of Ontario (LSO)
- Appointed by the Ministry of the Attorney General, either by virtue of their legal profession or through a formal application process for non-lawyers in rare cases
Lawyers are automatically granted notarial powers upon being called to the bar in Ontario, while paralegals must apply for notary designation separately. Individuals who are not legal professionals may also apply, but approval is limited and subject to stringent review.
Before choosing a notary, it’s important to confirm that they are actively licensed and authorized to provide notarial services in Ontario. You can verify their status through the LSO’s online directory or request proof of their appointment from the Ministry.
Differences between Notaries Public and Commissioners for Oaths
While the terms “Notary Public” and “Commissioner for Taking Oaths” are sometimes used interchangeably, they hold different authorities under Ontario law:
| Feature | Notary Public | Commissioner for Taking Oaths |
| Powers | Administers oaths, certifies true copies, and authenticates documents for international and legal use | Can administer oaths and affirmations within Ontario only |
| Appointments | Appointed through the Ministry, typically lawyers or specially approved individuals | Appointed by the Ministry, often within government or legal roles |
| Use of Seal | Uses an official notarial seal or stamp for document authentication | Generally does not use a seal, only a signature and designation |
| Recognition | Accepted for both local and international purposes | Recognition often limited to Ontario-based or internal matters |
Verifying a Notary’s Credentials
Before you hire a Notary Public in Ontario, it’s essential to verify their credentials to ensure your documents are handled by a qualified professional. Here’s how:
1. Check Registration with the Law Society of Ontario (LSO)
Most notaries in Ontario are licensed lawyers or paralegals. You can confirm their legal standing by searching their name on the Law Society of Ontario’s online directory. This database provides details on their licence status, standing with the LSO, and disciplinary history, if any.
2. Review Experience with Your Specific Document Type
Not all notaries have experience with every kind of document. Whether you need to notarize a statutory declaration, affidavit, travel consent letter, or international document, ask if the Notary Public in Ontario is familiar with that document type. This ensures accuracy and avoids costly mistakes.
3. Ask About Liability Insurance Coverage
A reputable Notary Public in Ontario should carry errors and omissions insurance, especially if they are a practising lawyer or paralegal. This coverage protects you in the rare event of a mistake during the notarization process. Don’t hesitate to ask about their insurance as part of your due diligence.
See also: When Should You Hire a Personal Injury Lawyer in Nashville?
Location and Availability
When choosing a Notary Public in Ontario, convenience matters—especially if your documents are time-sensitive or require multiple signatures. Consider the following when evaluating location and availability:
1. In-Office vs. Mobile Notary Services
Some notaries operate from a fixed office location, while others offer mobile notary services, travelling to your home, workplace, or another agreed-upon location. Mobile services can be especially helpful for seniors, individuals with disabilities, or those with tight schedules. Be sure to confirm whether a Notary Public in Ontario offers remote or mobile appointments—and if additional travel fees apply.
2. Evening and Weekend Availability
Standard office hours may not work for everyone. Many Ontario notaries now offer evening and weekend appointments to accommodate working professionals, shift workers, and urgent needs. If flexibility is important to you, look for a notary who clearly states extended hours or availability by appointment.
3. Rural vs. Urban Considerations
Clients in urban centres like Toronto, Ottawa, or Mississauga may have access to dozens of notaries within a few kilometres, while those in rural or remote areas may face limited availability. In these cases, virtual notarization (where permitted), or mobile notary services become especially valuable. Ensure the notary you choose understands the logistics of your location and can deliver services accordingly.
Fees and Payment Transparency
Understanding the cost of notarial services upfront is essential to avoid unexpected charges. While the fees charged by a Notary Public in Ontario are not regulated by the province, transparency and fairness are key indicators of professionalism.
1. Flat Rates vs. Per-Document Pricing
Notaries may charge either a flat fee for their services or a per-document rate depending on the type and number of documents being notarized. For example, a travel consent letter might have a fixed price, while multiple affidavits could be priced individually. Always clarify whether pricing is per appointment or per signature/document.
2. Additional Costs for Travel or Document Preparation
If you’re using mobile notary services, expect additional charges for travel—especially in rural areas or outside standard service zones. Some notaries may also charge extra for document drafting or preparation, beyond simple notarization. Make sure these fees are disclosed in advance.
3. Getting a Written Estimate Before Proceeding
To ensure transparency, request a written estimate before confirming your appointment. This should outline the base fee, any applicable travel charges, HST (if applicable), and any additional costs. A trustworthy Notary Public in Ontario will have no issue providing this information and will explain their pricing structure clearly.
