Someone has told you a document needs to be notarized. Now what? This guide answers a common question we often hear at Simpson Notaries: “Is this something a notary handles, and what do I need to bring?”
Below is a practical reference to documents commonly notarized in British Columbia, organized by use: real estate, estate and family matters, immigration and international use, travel, education and credentials, financial and business matters, and court or legal proceedings.
We’ve also included examples of matters that may fall outside a BC Notary’s scope or Simpson Notaries’ practice policies. When you call to schedule an appointment, describe the document and what it will be used for so we can confirm whether we can help.
Key takeaways
- Notarial services in BC can include witnessing or acknowledging signatures, administering oaths or affirmations, and certifying copies of documents.
- Simpson Notaries handles a broad range of standard notarizations at our Chilliwack, Abbotsford, and Hope offices.
- Common notarization requests involve real estate, estate and family matters, immigration and international documents, travel, affidavits, education and credentials, financial and business matters, and court or legal proceedings.
- Some matters require legal advice or have execution requirements outside a notary's scope. In those situations, we may refer you to a lawyer or another appropriate professional.
The two common types of notarization
Before looking at the different categories, it helps to understand what people usually mean when they say, “I need something notarized.”
Signature witnessing and related notarial acts
Depending on the document and the notarial act required, a notary may witness or acknowledge a signature, administer an oath or affirmation, or perform another authorized notarial act.
This can include affidavits, statutory declarations, consent letters, and other signed instruments. Depending on the type of document, the notary’s seal and signature provide
evidence or certification concerning the execution of the document and, where applicable, the oath or affirmation taken by the signer.
For documents that require you to sign before a notary, do not sign the document in advance. The notary will confirm your identity and direct you through the signing process.
Certified true copies
A Notary Public can, where authorized and appropriate, compare a copy of a document with the original and certify the copy as a true reproduction.
This is commonly requested for documents such as passports, driver’s licences, diplomas, degrees, and other records.
For a certified copy, bring the original document to the appointment. The notary must be able to examine the original before certifying a copy.
Keep in mind that a notarial certified copy is not necessarily accepted by every receiving organization. Always check the requirements of the organization, government authority, school, employer, or foreign authority requesting the document.
Real estate and property documents
Property matters are generally handled as part of a full conveyancing file rather than as standalone notarizations. Depending on the transaction, independent legal advice (ILA) may also be required.
Standard purchase, sale, and refinance documents
The signing package for a real estate transaction may include the Form A transfer of title, mortgage documents, and other instruments required to complete the transaction.
Refinancing packages may include new mortgage documents and, where applicable, documents relating to the discharge of an existing mortgage.
These documents are generally handled as part of a complete conveyancing transaction rather than as isolated notarizations. Depending on the circumstances, independent legal advice may also be required.
Ownership and exemption declarations
Certain Property Transfer Tax exemptions require statutory declarations or other supporting documentation confirming eligibility.
Other property transactions may involve declarations concerning ownership, beneficial ownership, family transfers, or other matters affecting title. These documents are generally handled in the context of the underlying conveyance or other property transaction.
Title corrections and clarifications
Land Title Office applications can require affidavits addressing specific issues with title. Examples include affidavits of execution, affidavits confirming identity, and affidavits explaining differences in names appearing on title or other documents.
The exact document required depends on the circumstances of the application.
Out-of-province signers
Real estate closing documents for a buyer, seller, or borrower who is outside BC are generally handled through an appropriate signing arrangement with a notary or lawyer in the signer’s jurisdiction.
The COVID-era remote witnessing process for land-title affidavits was retired on September 30, 2023. Execution requirements vary by document, so anyone signing from outside BC should confirm the requirements for the specific transaction before arranging an appointment.
Wills, estates, and family matters
BC Notaries can prepare and supervise the execution of certain wills within the scope authorized by the Notaries Act. BC Notaries can also provide certain estate-planning services involving Enduring Powers of Attorney, Representation Agreements, and Advance Directives.
For wills, Simpson Notaries prepares the document and supervises its execution. As a practical safeguard, witnesses should not be beneficiaries or spouses of beneficiaries. The law can affect gifts made to witnesses and their spouses.
Alongside estate-planning documents, several estate-related notarizations may arise.
Estate declarations and affidavits
These can include Statutory Declarations of Executor and affidavits used in estate administration where probate is not required, including certain transmission applications involving jointly owned property.
Copies of wills
Certified copies of wills may sometimes be requested by institutions or for particular administrative purposes. The receiving organization should be consulted to determine exactly what form of copy it requires.
Common-law declarations
A Statutory Declaration of Common-Law Union may be requested by organizations such as government agencies, pension administrators, insurers, or immigration authorities.
For matters requiring a probate application in the BC Supreme Court, you will generally need to work with a lawyer. BC Notaries can assist with estate planning and certain non-probate estate matters within their authorized scope.
Immigration, travel, and international use
Documents intended for use across borders are common at our offices. They generally fall into two broad groups.
Identity and credential documents
Certified copies of passports, driver’s licences, PR cards, and BC Services Cards may be requested for immigration applications, background checks, identity verification, education applications, and other purposes.
Bring the original document to the appointment if a certified copy is being requested. The receiving organization may have specific requirements about what type of copy it accepts, so check those requirements before arranging notarization.
Signed declarations and letters
Common requests include:
- Invitation letters for visitors, where the receiving authority requests or accepts one
- Statements of support for immigration or sponsorship
- Statutory declarations of common-law union
- Travel consent letters for children
- Statutory declarations of single status for use in jurisdictions where they are required
- Affidavits relating to foreign marriage or divorce registration
- Translator affidavits where a translator is required to swear or affirm the accuracy of a translation
For immigration applications, always check the applicant’s current IRCC document checklist or instructions to determine whether a document, signature, copy, or notarization is actually required.
For children travelling without both parents or guardians, the Government of Canada strongly recommends carrying a consent letter and recommends having the signature witnessed by a notary or other appropriate professional.
Authentication and apostilles
Documents notarized in BC and intended for use in another country may require an additional authentication or apostille step.
Canada’s accession to the Hague Apostille Convention took effect on January 11, 2024. For eligible documents notarized in BC, the BC Authentication Program handles the applicable BC authentication or apostille process, provided the document meets the program’s requirements. Global Affairs Canada is responsible for certain federal documents and circumstances. The appropriate authority depends on the document and where it was issued.
Apostille or authentication does not guarantee that a foreign authority will accept the document or its contents. The destination country’s government, embassy, consulate, court, school, employer, or other receiving organization determines its own requirements.
Before notarizing a document for use outside Canada, confirm the requirements of the organization that will receive it.
Education, credentials, and professional records
Schools, licensing bodies, employers, and foreign authorities may request certified copies of academic or professional records rather than original documents. Depending on the requirements of the receiving organization, a BC Notary may be able to certify copies of documents such as:
- diplomas and degrees;
- transcripts;
- professional licences;
- trade qualifications;
- apprenticeship records;
- identity documents; and
- certain other official records.
Bring the original document to the appointment.
There is an important exception for authentication purposes: notarized photocopies of BC Vital Statistics documents are not accepted for authentication through BC’s authentication process. If you need a birth, marriage, or death certificate authenticated for use abroad, check the current BC Authentication Program requirements before arranging a notarized copy.
Name and credential declarations
Some education and credential matters involve signature witnessing rather than certified copies. Examples include: Statutory Declarations of Name Change or Name Correction; and Statutory Declarations of Lost Diploma or Certificate.
Financial, insurance, and business documents
Insurance and loss claims
Insurers may require notarized Proof of Loss forms for certain claims. A Statutory Declaration of Lost or Stolen Documents may also be used in connection with lost passports, share certificates, cheques, vehicle ownership documents, or other records.
Ongoing financial matters
Clients may require notarized pension or annuity life certificates for foreign pension authorities, particularly when a pension recipient resides in Canada. Consent-to-release-of-information forms and certain bank or financial forms may also require a witnessed signature. Always confirm the requirements of the financial institution or pension administrator before booking.
Business documents
For non-contentious matters within a notary’s scope and practice policies, services may include witnessing corporate resolutions and directors’ consents and certifying copies of certain business licences or corporate documents.
Some guarantees, indemnities, and other contractual documents may also be suitable for notarial services, depending on the circumstances. If a transaction is complex, disputed, or requires legal advice about the parties’ rights or obligations, we may refer you to a lawyer.
Court and legal proceedings
BC Notaries can provide certain notarial services relating to non-contentious court and legal matters. Common requests include:
- affidavits and statutory declarations;
- Small Claims Court affidavits;
- Affidavits of Execution;
- Affidavits of Service; and
- certified copies of documents where the receiving authority permits a notarial certified copy.
Some applications require a certified copy issued directly by the court rather than a copy certified by a notary. Confirm the requirements of the court or receiving authority before obtaining a copy.
Contested litigation, court appearances, and complex legal disputes generally require a lawyer.
What a BC Notary may not be able to do
Not every document that contains a signature is appropriate for a notarial service. A BC Notary may decline or refer a matter where:
- The document or transaction appears illegal, fraudulent, or misleading. A notary must act consistently with professional obligations and cannot knowingly participate in improper conduct.
- The signer does not understand the document or appears to be acting under duress. The notary must be satisfied that the signer understands the nature of the document and is signing voluntarily.
- The matter requires legal advice outside the notary's authorized scope. Complex or disputed matters may need a lawyer.
- The matter involves contested family law. We do not provide legal advice on contested family-law matters or negotiate separation agreements. Where independent legal advice is required or advisable, we refer clients to a lawyer.
- The document is incomplete or presented as a blank form. Bring the document substantially complete. Do not sign it until instructed by the notary.
- A certified copy is requested without the original. A standard certified true copy requires the notary to compare the copy with the original.
- The document has foreign execution requirements that a BC Notary cannot satisfy. A BC notarial act may not meet the requirements of a foreign jurisdiction.
- The receiving authority specifically requires a US Notary Public or another particular notarial authority. A BC Notary's act may not satisfy that requirement. Confirm the requirements before signing.
- The document or transaction falls outside Simpson Notaries' practice policies. Even where a notarial act may be legally possible, our office may refer certain matters to a lawyer or another professional.
Private loans, guarantees, and contracts
Private loan agreements, promissory notes, guarantees, indemnities, and other contractual documents require particular care. Depending on the circumstances, these documents may involve legal advice, complex contractual obligations, or issues outside our firm’s practice policies. We may refer such matters to a lawyer where the transaction is complex, contested, or requires legal advice.
What to bring to your appointment
Whatever your document type, arrive prepared:
- The document itself, unsigned. If you are signing a document before a notary, do not sign it in advance. The notary will tell you when to sign.
- Valid, current identification. A driver's licence, passport, BC Services Card with photo, or BCID may be acceptable. Simpson Notaries requires two pieces of acceptable identification for most notarizations. Contact the office in advance if you are unsure whether your identification will be accepted.
- The original document for any certified copy. Bring the original so the notary can compare it with the copy.
- All required accompanying information. Bring any information or supporting documents required to complete the document. Do not sign until instructed.
- A general understanding of what you are signing. The notary will need to be satisfied that you understand the nature of the document and are signing voluntarily.
If you do not have a traditional paper original—for example, you only have an electronic record or online printout—contact the office before your appointment. Depending on the circumstances, we may be able to draft an affidavit and attach the document as an exhibit. This is not the same as certifying a true copy of an original document.
Book with confidence
If you have a document that needs notarization and you’re not sure what is required, give us a call. We can help determine whether the document is something our office handles and what you should bring.
It’s better to call first and confirm the requirements than make a trip only to discover that the document requires a different type of certification, a lawyer, a court-issued copy, or additional authentication.
You can reach our Chilliwack office at (604) 824-5500 and our Abbotsford office at (604) 855-7228, or contact us through our website.
We serve clients from across the Fraser Valley, including Chilliwack, Abbotsford, Sardis, Agassiz, Mission, and Hope. Depending on the service and availability, we may be able to accommodate same-day, same-week, or next-day appointments for straightforward notarizations.
Frequently asked questions
Do I need an appointment, or can I walk in?
For simple notarizations, we can often accommodate walk-ins during business hours, but an appointment helps ensure a notary will be available when you arrive. For multiple documents or anything unusual, please book ahead.
Can I get a document notarized if I've already signed it?
The safest approach is to bring the document unsigned and sign it in front of the notary.
In some circumstances, a signer may be able to acknowledge an existing signature, but the appropriate procedure depends on the document and the notarial act required. Do not assume that an already-signed document can simply be notarized afterward. Contact the office first if you have already signed.
Can a notary certify a printout from an online account?
A “certified true copy” normally involves comparing the copy with an original document. A printout from a website or online account may not qualify as an original for ordinary certified-copy purposes.
Depending on the circumstances, a notary may instead be able to prepare or witness an affidavit concerning the printout. That is not the same as certifying a true copy of an original document and may not satisfy the receiving organization.
Confirm the requirements with the organization requesting the document before booking.
How much does notarization cost?
Fees depend on the service, number of documents, and complexity of the matter. Contact the office you plan to visit for a current quote. GST is added where applicable.
Can you notarize documents for use in another country?
Yes, depending on the document and the destination country’s requirements.
A notarized document may require additional authentication or an apostille before it can be used abroad. The correct process depends on the document, where it was issued, and the destination country’s requirements.
We can help you understand the notarization and authentication steps for your particular document, but the final requirements are determined by the receiving authority.