Notary Services
We offer notary services for apostille to ensure your documents are properly prepared for international use. As a part of our document services, we have built long-standing relationships with Notary Public offices across Canada. Whether you need a document notarized or require certified true copies, our friendly experts are here to help.
Notary services are often required when preparing your documents to for apostille, or authentication and legalization. Notarization can be required for documents that require an official signature, for documents that need to be signed, and for true copies of documents.
Notarization
Document notarization involves having a notary public witness the signature on a document, and then certify that this signature is authentic. A “Notary Public” is typically a lawyer (except in Quebec where the function of lawyers and notaries are separate – in Quebec these notarizations are done by a Notary), who can witness signatures and make true copies of documents. The Notary Public who is notarizing your document will stamp (embossed seal) and sign your document, certifying that they witnessed the signature or made a true copy.
In many cases, having your document notarized is an essential first step in the document Apostille process.
Certified True Copies
A certified true copy is a copy of your document that a Notary Public (or Notary in Quebec) has certified as being an accurate representation of the original. A Notary Public will compare a copy of your document to the original, and then stamp (embossed seal) and sign this copy, marking it as a “certified true copy”.
Certified true copies can be used when you do not want your original documents to be marked up by the apostille process. However, care must be taken because not all diplomatic missions or foreign authorities will accept certified true copies.
Global Recognition – Document Apostille
From document apostille, to authentication and legalization, our specialized services ensure global recognition of your documents.
We are your trusted document apostille partner, handling everything from procurement, preparation, translation, notarization, and more. Bringing our expertise to each step, so you can trust that your documents will be accepted anywhere in the world.
Contact us for your free consultation – we will explain your options and answer your questions.
The Document Apostille Process
To have a document recognized abroad, it must go through the apostille process. This allows your document to be accepted in other apostille signatory countries. The document apostille process involves the following steps.
Document Preparation
Preparing your document for the document apostille process can involve multiple steps including notarization, translation, obtaining new documents, and more.
Document Apostille
Document apostille is the final step of the process to have your document officially recognized in another signatory country of the Hague Apostille Convention.
Frequently Asked Questions
The following are answers to the most common questions we get about the document notarization process.
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Notarization is a general term to describe the act of a Canadian Notary Public adding their signature and seal to a document.
To have a document notarized, you will be doing one of two things:
1) The Notary Public will witness the signing of the document. The Notary Public will then place their signature and stamp/seal on the document, certifying that they have witnessed the signature and verified the identify of the parties involved.
2) The Notary Public will make a Certified True Copy of your document. They will make a copy of the document, then mark the copy as a “Certified True Copy” of the original. Only a Canadian Notary Public can make a Certified True Copy.
Contact our friendly staff to discuss your situation and find out more about document notarization. We would be happy to answer your questions. Call us toll-free at 1-888-433-1011 or send us a quick online enquiry.
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A certified true copy is a photocopy of an original document that was made and certified by a Canadian Notary Public (simply called a Notary in Quebec). The Notary Public places their signature and seal on the document while making a statement that it is a “true copy” of the original document.
Looking for more information, or still have questions? Contact our friendly specialists for a free consultation.
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If you are unsure whether your document needs to be notarized, contact us! We would be happy to help you determine how to prepare your documents. We will make sure you have prepared the documents correctly, ensuring they are accepted the first time. Whether a document needs to be notarized can depend on several factors, including the type of documents, where the documents were issued, and the destination country to which you will be sending the documents.
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Yes, in most cases we can make a certified true copy on your behalf. We would require the original document, which we will take to a Canadian Notary Public, who will make the certified true copy. The Notary Public will add their signature and seal, as well as a statement that it is a certified true copy of the original document.
However, there are some cases where a certified true copy may not be acceptable. For example, Global Affairs Canada and most provincial offices do not accept copies of Vital Statistics documents. In addition, there are some diplomatic missions that only accept original documents.
We also recommend that before you have a certified true copy made, you first verify with the recipient abroad that a copy will be acceptable.
Feel free to contact our friendly staff for assistance and to answer your questions. We will make sure your documents meet the criteria of the apostille, or authentication and legalization, process.
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It is not always necessary for you to be present when your document is being notarized. This may depend on the type of notarization, the purpose of the notarization, or where the document will be used.
To make a certified true copy of a document, only the original document is required by the Notary Public. You do not need to be present to have a certified true copy made.
If you need to sign a document, such as a declaration or Power of Attorney, you may need to be present at the time of signing. The Notary Pubic will witness your signature, verify your identity, and then add their statement of execution (such as “sworn before me”) to your document.
There are exceptions to these rules based on the regulations as outlined by the Canadian Law Society. In some cases, a remote notarization or electronic signature verification may be accepted. This usually applies to documents that will be used within their jurisdiction and not internationally.
Contact our friendly staff to discuss your situation and find out more about document notarization. We would be happy to answer your questions. Call us toll-free at 1-888-433-1011 or send us a quick online enquiry.
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Yes, if you are using the services of IDC to manage the apostille process, you can check the progress of your documents. Within our proprietary system, we have built in a progress tracker that allows you to monitor the progress of your documents through every stage of the process. By logging in to your workform, you will be able to see which steps have been completed and what will be completed next.
In addition to the progress module that allows you to check the status of your document request, you will also be personally notified by our expert staff when your documents arrive at our office, whether we require any additional documents or information, when your documents have been completed, and finally when they have been shipped to the final destination. It is important to us that you know exactly what is happening with your important documents and when to expect them to be safely returned.
Whether you still have questions, or you want to get started with our services, we encourage you to contact our office. Call us toll-free at 1-888-433-1011, or send us an online enquiry.
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Our head office in Ottawa works with an excellent local notary – talk to Brandon at Valu Notary. For our clients from all across Canada we can recommend NotaryPro, with offices in communities from coast to coast. If you still need assistance to find a Notary Public near you, feel free to reach out to our friendly staff. We have made Notary connections all across Canada.
Documents
We are your trusted service for document apostille, or authentication and legalization. We offer services for a wide range of personal and commercial documents. Our team helps to ensure your documents meet global standards securely and efficiently. For a detailed list of the most common documents, visit our Documents Page.
Pricing
Our prices for document services, such as apostille, authentication, legalization, and more, can vary depending on many factors. These factors may include the origins of your documents, the destination country where they will be used, or the desired speed of service. For a list of our service fees, visit our Pricing page.
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In-Depth Articles
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Additional Resources
We have a wealth of information for you about apostille, authentication, and legalization (also called attestation) services.
Do you have any questions?
If you have any questions about our services or about the apostille process, we welcome you to contact us. Our friendly experts are here to help – no pressure and no obligation.
