Certified vs. Notarized Documents
When dealing with official documents in Canada, you may often come across the terms “certified” and “notarized.” Though they sound similar, they refer to two distinct processes that are crucial in legal, governmental, or professional contexts. Whether you are submitting paperwork for immigration, real estate transactions, or other official matters, knowing the differences can save you time, effort, and potential legal issues.
In this article, we will break down what it means for a document to be certified versus notarized, when and why you might need each, and how these processes work in Canada. Our friendly guide will also help answer some of the most common questions people have about certified and notarized documents.
1. What is a Certified Document?
A certified document refers to a photocopy of an original document that has been verified as a true and accurate reproduction. Certification is typically performed by a person authorized to do so, such as a lawyer, notary public, commissioner for oaths, or other professionals in Canada. The certification process is particularly important when you need to submit copies of documents for official purposes, but you are required to keep the original.
Examples of Certified Documents:
Birth Certificates
Passports
Academic Transcripts
Driver’s Licenses
A certification stamp or signature indicates that the professional has inspected both the original and the copy and confirms that they are identical.
2. What is a Notarized Document?
A notarized document goes a step further than certification. When a document is notarized, it has been officially verified by a notary public—an individual authorized by the government to authenticate signatures and administer oaths.
The notarization process generally includes:
Verification of Identity: The notary confirms the identity of the signatory, often requiring government-issued ID.
Signing of the Document: The document must be signed in the presence of the notary public.
Affixing of the Notary Seal: The notary adds their official seal or stamp, attesting that the signing was conducted properly and that the signatory’s identity has been confirmed.
Notarization is required when documents need to be legally recognized, either within Canada or internationally. It is also often required in high-stakes situations, such as real estate contracts, affidavits, or powers of attorney.
Examples of Notarized Documents:
Affidavits
Wills
Property Deeds
International Documents (for immigration or cross-border legal matters)
3. Key Differences Between Certified and Notarized Documents
Though both certified and notarized documents are essential for verifying the authenticity of information, they serve different purposes.
Here are the main distinctions:
Certified Documents
Verification of a true copy of an original document
Certification can be performed by a variety of authorized professionals (lawyers, notaries, commissioners)
Mainly used for domestic purposes or less formal situations
Requires comparison between the original and the copy
Common for submitting copies when you need to retain the original
Notarized Documents
Authentication of a signature or a sworn statement
Must be performed by a licensed notary public
Used for legal, high-stakes matters and international documentation
Involves identity verification and witnessing of signatures
Common for legal contracts, affidavits, and powers of attorney
4. When Do You Need a Certified Document?
A certified document is often necessary when an official body, such as a government agency, employer, or educational institution, requires proof that a photocopy of a document is an exact replica of the original. Some situations include:
Job Applications: Some employers request certified copies of your qualifications and identification documents.
University Applications: Academic institutions may require certified copies of transcripts or diplomas for admission.
Government Procedures: When applying for a passport or benefits, certified copies of your identity documents may be necessary.
In these cases, a certified document ensures that you do not need to submit your original documents, which could be lost or damaged during the process.
5. When Do You Need a Notarized Document?
Notarized documents are required for more serious, legal, or formal purposes. Some examples of when notarization is necessary include:
Real Estate Transactions: Notarization may be needed to finalize property transfers or mortgage documents.
International Documentation: If you're moving to another country or need to submit documents internationally, notarized copies are often mandatory.
Affidavits and Legal Statements: Any document where you swear under oath about the truth of its contents generally requires notarization.
Powers of Attorney: Granting someone the legal right to act on your behalf in financial or medical matters usually requires notarization.
In Canada, some provinces may also require notarization for specific legal documents, making it essential to check the local regulations where you reside.
6. How to Get a Document Certified in Canada
If you need to have a document certified, follow these steps:
Find an Authorized Professional: Depending on the province, certified copies can be made by notaries public, lawyers, or commissioners for oaths.
Bring the Original and Copy: You must present both the original document and the photocopy that you want certified.
Certification Process: The professional will inspect the original and the copy to confirm that they are identical. They will then stamp and sign the photocopy to indicate that it has been certified.
7. How to Get a Document Notarized in Canada
To get a document notarized, you must:
Find a Notary Public: Notaries are available across Canada, and you can locate one through legal offices or notary public services.
Bring the Document and ID: You will need to present the document requiring notarization and valid government-issued ID.
Sign in Front of the Notary: You must sign the document in the presence of the notary, who will then affix their official seal, verifying your signature and identity.
8. How Much Do Certification and Notarization Cost in Canada?
The cost of certification and notarization can vary depending on the province and the complexity of the document.
Certification Fees: Certifying a document is usually less expensive than notarization. Fees range between CAD $10 to CAD $40 per document, depending on the certifying professional.
Notarization Fees: Notarization typically costs more, with fees ranging from CAD $20 to CAD $50 per document. However, the cost can increase if multiple documents are involved or if complex legal verification is required.
9. Can You Notarize or Certify Documents Online in Canada?
In response to modern demands, some provinces in Canada allow for online notarization and certification through video conferencing with a licensed notary public. During the pandemic, many provinces amended their laws to accommodate this need. However, the rules vary from province to province, so it’s crucial to verify whether your province permits online services.
Services such as DocuSign or Notarize.ca offer online notary services in provinces that allow virtual notarization. You’ll need a stable internet connection, valid ID, and a working webcam.
10. Certified vs. Notarized: Which One Do You Need?
The decision to use certified or notarized documents depends largely on the specific requirements of the institution or agency requesting the paperwork. If you are ever unsure which type is required, it’s best to ask the requesting body or consult a legal professional.
FAQs
1. Can a notary public certify a document in Canada? Yes, notaries public are authorized to certify documents, although other professionals like lawyers and commissioners for oaths can also perform this task.
2. Is there a difference in how certification and notarization are handled across provinces in Canada? Yes, each province in Canada may have slightly different rules about who can certify or notarize documents, so it’s essential to check provincial guidelines.
3. Can I use a certified document instead of a notarized one? No, certification and notarization serve different purposes. Certification confirms a copy matches the original, while notarization verifies a signature or sworn statement.
4. Do I need to provide an original document for certification? Yes, you must provide the original document along with a photocopy for certification.
5. How long is a notarized document valid in Canada? Generally, notarized documents don’t have an expiration date, but certain legal situations may require up-to-date notarization.
6. Can I notarize a document myself if I’m a notary public? No, you cannot notarize your own documents, even if you are a notary public.
7. Are digital notarizations legal in Canada? Yes, in some provinces, digital notarizations are allowed, provided the notary follows specific legal requirements.
8. What type of ID is needed for notarization in Canada? A government-issued ID, such as a passport, driver’s license, or provincial ID card, is typically required.
9. Can notarized documents be used internationally? Yes, notarized documents from Canada are often accepted internationally, but you may need an additional authentication step called an Apostille.
10. How long does the notarization process take? The notarization process is usually quick, often completed in a matter of minutes if all documents and IDs are in order.
Understanding the difference between certified and notarized documents in Canada is essential for ensuring your paperwork meets official requirements. Whether you need certification for personal copies or notarization for legal agreements, this guide has provided a clear path to make the process smooth and stress-free.
