How to Become a Notary Public in Ontario
In Ontario, becoming a notary public isn’t just for lawyers and paralegals. While members of the legal profession have a fast track to appointment, the role is also open to civilians who need notarial powers for their work or other legitimate purposes. That said, the road to becoming a notary public looks very different depending on who you are — and it’s important to understand the responsibilities and ethical standards that come with the title.
This blog breaks down the full process for becoming a notary public in Ontario, the difference between notaries and commissioners, and what duties and ethical expectations come with the appointment. Whether you're a legal professional, a businessperson, or someone working in the public sector, this guide will help you navigate the process from start to finish.
What Is a Notary Public?
A notary public is a person authorized by the government to perform specific legal formalities, primarily around the verification of signatures, administering oaths, certifying documents, and affirming affidavits. Their role is essential in legal, financial, and administrative systems where trust in documentation is key.
In Ontario, a notary can:
Witness or certify the execution of documents (like contracts or deeds)
Administer oaths or affirmations
Certify true copies of original documents
Authenticate signatures for international or domestic use
These services are often used in immigration applications, real estate transactions, business agreements, or any situation where a party needs to prove a document’s authenticity.
Notary Public vs. Commissioner of Oaths: What’s the Difference?
It's common to confuse a notary public with a commissioner of oaths. The two roles overlap but are not the same. A commissioner of oaths can take affidavits and administer oaths within Ontario. A notary public can do all of that — plus they have the authority to certify documents and perform services that are valid both in and outside of the province or country.
So while both can help with sworn statements or declarations, notaries have broader powers and are typically more versatile, especially if documents are intended for use internationally.
How to Become a Notary Public in Ontario
If you're not a licensed lawyer or paralegal, the path to becoming a notary public involves a formal application to the Ministry of the Attorney General. You need to show that you have a legitimate, job-related need to perform notarial acts.
Here’s a breakdown of how the process typically works:
Determine if You’re Eligible
You don’t have to be a lawyer or paralegal to become a notary in Ontario, but you do need to meet several criteria:
Be at least 18 years old
Be a Canadian citizen or permanent resident
Reside in Ontario
Be proficient in English or French
Demonstrate a valid need to perform notarial duties (usually through your job)
Examples of civilians who may be eligible include administrative professionals in government, senior managers in international business, HR professionals handling immigration paperwork, or individuals working in industries where notarized documents are frequently required.
Obtain a Letter of Justification
Applicants must include a letter of support from their employer. This letter should clearly outline why you need notarial powers in your role and confirm that your position requires these tasks regularly.
For example, a government policy advisor might need to certify true copies of documents submitted by constituents. The letter would explain that notarizing is a consistent part of their duties and that it would be inefficient to outsource that work regularly.
Complete the Application
You’ll need to fill out the formal application provided by the Ministry. This includes:
Personal information
Employment details
A description of how you’ll use notarial powers
Your employer’s letter of justification
Submit and Pay the Fee
After preparing your application, you'll submit it along with the appropriate fee. The cost may vary depending on whether the appointment is for three years or for a longer term, and whether any restrictions apply to the use of your notarial powers.
Wait for Approval
If your application is approved, you'll receive an official appointment. You can then begin performing notarial acts in accordance with the terms and limits of your appointment.
How to Become a Notary Public (If You're a Lawyer or Paralegal)
Lawyers and paralegals in good standing with the Law Society of Ontario are generally appointed as commissioners of oaths automatically through their license. To be appointed as a notary public, they just need to submit an application and pay a fee — it’s much more straightforward than for non-legal professionals, since their legal training already satisfies the qualifications for performing notarial duties.
These appointments are usually lifelong and don’t require regular renewals, unlike civilian appointments that may be limited in time and scope.
Where Else Can You Get Notarial Services?
If you only need a notary public occasionally, you don’t necessarily need to become one yourself. There are several ways to access notarial services in Ontario:
Law Offices: Most lawyers and paralegals offer notarial services for a fee. Even if the document isn’t part of a legal case, they can often certify or witness it.
Commissioner Services: Some ServiceOntario locations or courthouses offer commissioner services, though these are more limited than full notarial powers.
Private Notaries: Some independent notaries or mobile notaries operate in Ontario and offer document certification, especially in cities.
Online Platforms: With changing regulations, some services now offer virtual notarization, provided certain conditions are met, though not all documents are eligible for online certification.
These alternatives are useful if you only need a few documents notarized per year and don’t want to go through the process of becoming a notary yourself.
What Are the Responsibilities of a Notary Public?
Once appointed, a notary public holds significant legal responsibilities. Notarizing documents is not just about stamping a piece of paper — you’re vouching for the authenticity of identities, signatures, and sometimes the content of the document itself.
Key responsibilities include:
Verifying Identity: A notary must always confirm the identity of the individual signing a document. This typically means checking a government-issued photo ID.
Ensuring Willingness and Understanding: The notary should confirm that the signer is acting voluntarily and understands what they are signing.
Certifying Accuracy: When making certified copies, the notary is confirming that the copy matches the original document. This must be done in person with both documents present.
Maintaining Records: Some notaries keep a log of their services, including who they served and what was notarized, for accountability.
Ethical Expectations and Professional Conduct
Being a notary is not just a function — it’s a position of trust. With that comes the expectation of ethical behavior and integrity.
Here are some key ethical guidelines:
Impartiality: Notaries cannot have a personal interest in the document being signed. For example, you shouldn’t notarize a document that benefits you or a close relative.
No Legal Advice (Unless Licensed): If you're not a paralegal or lawyer, you cannot provide legal advice. You can explain the role of a notary, but you should not interpret the content or offer guidance.
Accuracy and Diligence: Always double-check details before certifying. Errors can lead to legal issues or revocation of your appointment.
Confidentiality: Respect the privacy of people and the contents of their documents.
Failure to meet these standards can lead to the suspension or cancellation of your appointment and, in serious cases, legal consequences.
Becoming a notary public in Ontario is entirely possible for civilians, provided there's a legitimate need tied to your professional role. While lawyers and paralegals have a streamlined route due to their licensing, non-legal professionals must apply through the Ministry, justify the need, and meet a higher burden of proof.
The appointment comes with important responsibilities — you’re verifying people’s identities, certifying documents that may travel across borders, and serving as a gatekeeper of trust. Whether you’re doing it for your career or to better serve your community, being a notary public in Ontario is both a useful credential and a respected public role.
If you decide to apply, be sure to take the responsibility seriously and understand the legal and ethical boundaries of the role. The stamp or seal you receive isn’t just a symbol — it represents your commitment to accuracy, impartiality, and professionalism.
If you require notary (or commissioning) services, contact Oduraa Legal Services today!