Understanding Certified True Copies and Notary Public Certification in Ontario

When dealing with important documents, you may be asked to provide a certified true copy instead of the original. But what does that mean in Ontario, and who is authorized to certify documents?

Understanding these basics can help you avoid delays when dealing with government offices, schools, employers, and foreign authorities.

A notary public certifying a document with an official stamp

Image caption: A notary public certifying a document with an official stamp

What Is a Certified True Copy?

A certified true copy is a photocopy of an original document that has been compared to the original and confirmed to be a true and complete reproduction. The person certifying the copy adds a statement, signature, and official stamp or seal confirming that the copy matches the original document.

Certified true copies are commonly required when:

• the original document must be kept by the owner, or

• the receiving organization does not want to risk losing the original.

  
  

In Ontario, certified true copies are typically prepared by a notary public or a lawyer, both of whom are authorized to certify copies of documents.

Why Certified True Copies Are Important

Certified true copies serve several important purposes:

• Protection of originals: You can keep valuable documents such as passports or diplomas safely in your possession.

• Acceptance by institutions: Many government bodies, schools, financial institutions, and foreign authorities require certified copies rather than regular photocopies.

• Proof of authenticity: Certification provides assurance that the document has not been altered or falsified.

For example, if you are applying for work or school outside Canada, the organization may require certified copies of your academic credentials instead of the original certificates.

What Is the Role of a Notary Public in Certifying Documents?

In Ontario, a notary public is authorized to certify that a copy of a document is a true copy of the original. When certifying a document, the notary will:

• examine the original document,

• compare it with the photocopy,

• confirm that the copy is complete and accurate, and

• apply their signature and official notarial seal to the copy along with a certification statement.

  
  

Keep in mind, the notary does not verify whether the contents of the document are true, only that the copy is a true reproduction of the original shown.

Types of Documents That Can Be Certified by a Notary Public

In Ontario, notaries commonly certify copies of the following types of documents:

Personal Identification

• Passports

• Driver’s licences

• Permanent resident cards

• Birth certificates

These are often needed for immigration, visa, or overseas applications.

Educational Documents

• Diplomas and degrees

• Academic transcripts

• Certificates of completion

Legal Documents

• Powers of attorney

• Court orders

• Government-issued certificates

Financial Documents

• Bank statements

• Tax returns

• Property titles and deeds

Business Documents

• Articles of incorporation

• Business registration records

• Share certificates

Documents That Usually Cannot Be Certified

Some documents cannot be certified as true copies by a notary public, including:

• A notary in Ontario will generally not certify:

  • documents that are not original, such as photocopies of photocopies,

  • documents that already state they must be obtained directly from the issuing authority,

  • documents that are altered, damaged, or incomplete, or

  • documents where certification must be done by a specific government body (for example, some vital statistics or medical records).

  If you are unsure whether your document can be certified, it is best to confirm in advance.

Always check with the notary or relevant authority before requesting certification.

How to Get a Document Certified as a True Copy

The process is straightforward:

1. Bring the original document and the photocopy you want certified.

2. Present valid photo identification if requested.

3. The notary compares the copy with the original.

4. If they match, the notary applies a certification statement, signature, and seal to the copy.

Book your appointment today to have your documents certified accurately and efficiently by a licensed Ontario notary public.