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Identity and signature witnessing by a notary is a key function of notarial services where the notary public verifies the identity of the person signing a document and witnesses the act of signing to confirm its authenticity. This process is commonly required for legal, financial, or official documents to ensure the signer’s identity is verified and that the document was signed voluntarily.

Identity witnessing involves the notary verifying that the person signing the document is who they claim to be. This is done by reviewing official identification documents provided by the signer.

Steps Involved in Identity Witnessing:

1. • The individual must present valid identification documents to the notary, such as:
     • Passport
     • Driver’s license
     • Government-issued ID card
   • The ID must include a photograph, name, and signature.
   • The notary checks the identification to confirm it is valid, unexpired, and matches the appearance of the person signing the document.
   • Notary will keep a photo copy of the of the identification provided.
   • Once the notary is satisfied that the person’s identity matches the information on the presented ID, they will proceed with the witnessing of the signature.

Signature Witnessing by a Notary

Signature witnessing ensures that the document was signed by the person whose identity was confirmed and that the signature was provided voluntarily and without coercion. This adds an additional layer of authenticity and legal protection for the document.

Steps Involved in Signature Witnessing:

Signer’s Presence: The person must physically appear before the notary to sign the document. The notary cannot witness a signature after the document has already been signed.

Signing the Document: The individual signs the document in front of the notary. The notary must observe the actual signing to ensure that it is done by the person whose identity has been verified.

Notarial Certificate: After witnessing the signature, the notary affixes their official seal or stamp to the document, along with a statement certifying that they witnessed the signing.

Signing Notarial Records: In some cases, the notary may also require the signer to sign a notarial journal or record book, which the notary keeps as a permanent record of the transaction.

Common Documents Requiring Identity and Signature Witnessing by a Notary:

• Powers of Attorney
• Legal affidavits and statutory declarations
• Loan agreements and financial documents
• Contracts and agreements
• Immigration forms and visa applications
• Business documents (e.g., incorporation papers)

This service ensures that important documents are valid, properly executed, and legally recognized both within Canada and internationally.

Commission of Oaths, Solemn Affirmations and Declarations by a Commissioner of Oaths for any legal matter. We don’t draft Affidavits, Statutory, or Solemn Declarations. Some of the Common Affidavits are:

• Statutory Declaration Confirming Identity
• Statutory Declaration for Lost, Stolen or Damaged Passport
• Statutory Declaration of Marital Status
• Letter of Invitation for visitor’s visa application to Canada
• Affidavit to transfer ownership of vehicles
• Affidavit for single parent OSAP application
• Affidavit for professional accreditation
• Affidavit of service
• Any Affidavit or Statutory Declaration Required by Law
• Any Solemn Affirmation or Solemn Declaration you require 

What is a Certified True Copy?

A Certified True Copy is a photocopy of an original document that has been verified as a true and exact copy of the original. Notary public compares the original document with the photocopy and affirms that the photocopy matches the original. The certifier then stamps or signs the copy to indicate that it is an accurate reproduction of the original.

Why Does Someone Need a Certified True Copy?

Certified true copies are often required in situations where an original document cannot be submitted due to its importance, uniqueness, or difficulty in replacing. Some reasons someone might need a certified true copy include:

• Legal proceedings where original documents must be protected
• Government or visa applications where proof of identity or legal status is required
• Business transactions, such as verifying identity or professional qualifications
• Educational applications where diplomas or transcripts are needed
• Compliance with regulatory requirements

Certified true copies ensure the authenticity of the documents being presented without the risk of losing or damaging the original.

Examples of Certified True Copies

• Passport
• Birth Certificate
• Marriage Certificate
• Driver’s License
• Diplomas or Academic Certificates
• Educational Transcripts
• Power of Attorney
• Immigration or Visa Documents
• Business Registration Documents
• Professional Certifications (e.g., medical, legal, engineering)
• Court Orders or Legal Judgments
• Divorce Decree
• Tax Returns or Financial Statements
• Permanent Residency Card

These certified copies are commonly used in legal, educational, governmental, or business settings to confirm the authenticity of an original document without needing to provide the original itself.

A Travel Consent Letter (also known as a letter of consent to travel) is a document that gives permission for a child to travel domestically or internationally, typically when the child is traveling alone, with only one parent, or with someone who is not their legal guardian (e.g., relatives, friends, or a school group).

Many countries and airlines require a travel consent letter for minors to prevent child abduction or unlawful travel. It is especially important when a child is traveling without both parents or legal guardians. Immigration officials at border crossings may request a consent letter to confirm that the child has permission to travel and is not being taken out of the country without consent. The letter serves as a formal document that ensures everyone involved in the travel process understands the arrangements and responsibilities.

Notarization is not mandatory however, it is highly recommended to avoid border officials questioning the authenticity of the letter.

A Letter of Invitation is a formal document written by a Canadian citizen or permanent resident inviting a foreign national (such as a friend, family member, or business associate) to visit Canada. This letter is often required as part of a temporary resident visa (TRV) application, especially when the invitee is applying for a visitor, business, or super visa. It helps immigration officers assess the legitimacy of the visit and the relationship between the host and the visitor. Letter of Invitation serves an important purpose in supporting the visa application demonstrating demonstrates that the visitor has a legitimate reason to come to Canada, whether for tourism, a family visit, business, or a special event. The letter may indicate that the host will provide accommodation and, if applicable, financial support during the visitor’s stay in Canada.

The Statutory Declaration In lieu of Guarantor Form for Passport Canada is a specific form used in the Canadian passport application process. This form is utilized when an applicant is unable to provide a guarantor who meets the standard criteria set by Passport Canada. The form is used to support a passport application by providing a sworn declaration from an individual (the declarant) who attests to the identity and personal information of the applicant. This declaration serves as an alternative to the traditional guarantor process, which typically requires a person who has known the applicant for a certain period and meets specific criteria.

The notary will certify that a printout of an electronic document (viewed in an email or on a website) is a true copy of the original digital version.

This service is useful when the original document only exists in a digital format (such as an email or website) rather than as a physical paper document.

Disclaimer:

Institutions often require certified copies of original physical documents. Electronic certifications may not meet their standards, particularly if the institution specifically requests certified copies of the original document.

It is Client’s Responsibility to verify with the requesting institution whether an electronic certification will be accepted. The notary cannot guarantee its validity for all purposes.

Requirements for Using the Service:

Clients must bring a smartphone or laptop so the notary can view the electronic document in an email or on a website. Simply having a digital copy of the document on the device isn’t sufficient. The notary needs to observe the document being downloaded or viewed from its original source (email/website).

Clients must bring their own printed copy of the electronic document, as the notary office doesn’t have a copier or printer.

For multi-page documents, the notary will seal only the first page and stamp the remaining pages. There is an extra fee for documents with five or more pages.

Due to the additional time involved in handling electronic documents, there is an extra fee for this service.