Remote Online Notarization

Online notarization and commissioning is also called remote or online notarization, virtual notarization. It is the process for notarizing and commissioning oaths, affidavits, statutory declarations and other documents using web based platforms, most often Video conferencing instead of in-person meeting with a notary . Online notarization allows you to have your documents notarized via a secure video call with a certified notary public. This process is legal, safe, and convenient, enabling you to notarize documents from anywhere.

In Ontario, notaries must adhere to the requirements outlined in O. Reg. 431/20 when providing online notary services. Our online notary process fully complies with these legal obligations as follows:

Real-Time Communication for Online Commissioning: Online commissioning must be conducted via a platform where the notary and client can see, hear, and communicate in real time for the entire duration of the process. At Squaresealnotary.com, we use a secure videoconferencing system, allowing both the notary and the client to maintain real-time audio and visual communication throughout the session.

Identity Verification Before the Session Begins: The notary is responsible for confirming the client’s identity. Before the appointment, Squaresealnotary.com requires clients to complete an online intake form. Before the session begins, client is required to present a physical government-issued photo ID to the notary for verification.

Modified Jurat: A jurat, which records when, where, and before whom an affidavit is sworn, must be adjusted to indicate that the commissioning took place under O. Reg. 431/20. It must also specify the locations of both the notary and the client at the time of commissioning. We ensure that a modified jurat is included with all documents.

Ensuring Client Understanding of the Documents they are Signing: The notary must take reasonable steps to ensure the client understands the document they are signing. During the online meeting, the notary confirms that the client has read and comprehends the document. If the client is unsure what he is signing, then notary may not proceed with the process.

Record Keeping: The notary must maintain a record of each remote commissioning transaction. We, at Squaresealnotary.com records each online session to ensure compliance with proper procedures. These recordings are stored offline with security protocols and will only be shared if legally required, with the client’s consent.

Yes, you can avail Online Notary Services. However, keep in mind that Squaresealnotary.com complies with the legal requirements of Ontario. If you are outside of Ontario, the availability of these services will depend on the nature of the document, the jurisdiction in which it will be used, and whether the recipient accepts documents notarized in Ontario.

It is recommended that you confirm with the relevant authorities or organizations in your location whether they accept documents notarized remotely by an Ontario notary.

You will need the following:

1. Access to a Device with a Camera and Microphone: You will need a computer, smartphone, or tablet with a camera and microphone to facilitate real-time audio and video communication with the notary.
2. Government-Issued Photo ID: A valid, government-issued photo identification is required for identity verification.
3. Stable Internet Connection: A reliable internet connection is essential for uninterrupted communication during the notarization process.
4. Document(s) to be Notarized: You should have the document(s) that need notarization ready in a digital format (e.g., PDF) to share with the notary.
5. Completed Intake Form Before the Appointment: You are required to fill out an online intake form before the appointment to provide necessary details.
6. A Quiet and Well-Lit Space: A quiet and well-lit environment is recommended to ensure clear communication and proper document review during the session.
7. Payment Method: Be prepared to pay for the service before the notarization can occur.

Yes, if required more than one person can join the notarization session specifically, where there are multiple signers for the document.  A valid, government-issued photo identification is required from each person joining the session for identity verification.

• Schedule an Appointment: Book a session online at your convenience.
• Prepare Your Documents: Have your documents and a valid ID ready.
• Join the Video Call: Connect with a notary who will verify your identity and witness the signing of your documents.
• Receive Notarized Documents: Get your notarized documents digitally, ready for use or have them delivered to your location.

Not all documents can be notarized online. Refer to the list of documents that can be notarized online in this section.

Yes, remote notarization or online notarization is now legal in Ontario. On August 1, 2020, the Government of Ontario enacted O Reg 431/20, Administering Oath or Declaration Remotely, a regulation under the Commissioners for Taking Affidavits Act. This regulation allows remote commissioning in Ontario possible and sets out the requirements that must be met for remote commissioning. 

Yes, we can have the notarized documents delivered to you with next day delivery in our service area or choose the documents delivered to via courier or regular mail.  Next Day Delivery is NOT a Guaranteed Service. You will advised of delivery timelines at the time at the time of notarization. Check are rates for delivery service in our service area.

For delivery of documents not in our service area, we offer courier or mail the documents to your location outside our service area. Additional rates will apply.

Yes, we use secure platform to protect your documents and personal information throughout the notarization process.

Yes, but it’s important to confirm with the receiving party or institution if they accept documents notarized online. Requirements may vary by country.

The entire process typically takes about 15-30 minutes, depending on the number of documents and specific requirements.

We understand that plans can change. You can cancel or reschedule your appointment by contacting us at least 4 hours in advance without incurring a fee. You can cancel your appointment by clicking  on “Change/Cancel Appointment” in your booking confirmation, or feel free to contact us and we’ll be happy to accommodate your new schedule. 

Failure to provide 4 hours notice will incur a $20 fee. Review our Cancellation Policy for details. 

If your documents require witnesses, please inform us when scheduling your appointment. You would require the witness to be present with you at the time of the appointment for timely notarization. We can arrange for a witnesses at an additional fee however, contact us before booking the appointment as this requires planning.

We accept various payment methods for your convenience, including Credit Cards, PayPal, and Cash. Payment is due at the time of service.

At least one piece of a valid (not-expired), government-issued photo ID is required for notarization. Check the list of acceptable ID’s in the Service section.