Documents For Notarization
Sample Templates, Resources and Information for Apostille, Authentication, Legalization and Superlegalization, Documents for Notarization, Commissioned and Sealed.
1. STATUTORY DECLARATION COMMISSIONING
2. COMMISSIONING OATHS AFFIRMING AFFIDAVITS AND IDENTITIES
3. WITNESSING SIGNATURES, IDENTITY VERIFICATION AND CONFIRMATION
4. CERTIFIED TRUE COPIES - NOTARIAL TRUE COPIES CERTIFICATION SEALS - MUST BRING THE ORIGINAL COPY AS WELL AS THE PHOTOCOPY OF THE DOCUMENT:
If you require a sample template in relation to statutory declarations, affidavits, consent to travel for children traveling abroad, special/limited power of attorney, and visitor visa invitation letters, please email my office at vinhtranlaw@hotmail.com and I'll forward you a copy of the precedent.
Documents that this law office will NOT notarize:
1. Wills
2. Power of Attorney for Property
3. Power of Attorney for Personal Care
4. Affidavits of Execution of Wills and Powers of Attorney
5. ILA Certificate - Independent Legal Advice Certificate for Mortgages and all Agreements (including, but not limited to Divorce and Separation Agreements).
As a practising lawyer, I DO offer the above legal services and my fees will reflect the work and insurance coverage that I must consider when placing my seal on those documents. These are important documents that carry great risk of liability to my practice. The fees that I charge for notarization do not justify the risk of placing my good name and credentials on documents that have been drafted by lay persons or printed off the internet. The fees for these documents will start at $200. Please email my office for a specific quote.
If you wish to have your will and powers of attorney made or a proper independent legal advice conducted by a licensed, practising and insured lawyer, then text 647-209-7389 or email vinhtranlaw@hotmail.com
Policies Regarding Your Identity and Your Documents:
To combat fraud, the Law Society of Upper Canada (LSUC), which governs lawyers and law firms practicing in the Province of Ontario, Canada, has amended its Bylaw 7.1 which now requires all lawyers to make identification and verification of ALL clients; Similar regulations are now also in place in most other Canadian jurisdictions.
As a result, please NOTE the following information about yourself MUST now be obtained by my office to comply with the LSUC's identification requirements:
Individual Client:
Organization Client:
IF YOU ARE UNWILLING TO PROVIDE my office with the above mentioned information. PLEASE DO NOT CONTACT MY OFFICE FOR NOTARIAL SERVICES. YOU SHOULD BE WARY OF THOSE OTHER NOTARIES PUBLIC AND LAWYERS WHO DO NOT REQUIRE THESE INFORMATION FROM YOU.
For your protection, I am Vinh T. Tran, you can verify my name, pictures, and credentials. I am a sole practitioner, lawyer, notary public and commissioner of oaths. I do not employ anyone who can access your private information. I also do not work for any persons or companies who can dictate the use of your private information. I have given lectures to lawyers and companies on various subjects including creating public trust and how to protect private information from external contractors and agencies, and especially from internal employees. I am NOT associated with, affiliated with, or related to, any other law firm, organization, corporation, association or notaries public directory services.
Notarization 101 Explained
Children and Notarized Letter of Consent to Travel
Many countries around the world, including Canada, require that proper documents are presented to Customs Authorities before they will allow exiting from/ entry into their countries with minor children. Foreign Customs and Immigration Officials are trained to look for missing children and they have the legal right to ask questions about any children travelling with an adult, even if that adult is the children's own biological parent. Furthermore, it does not matter that the children and the adult travelling with them are Canadian Citizens, Canadian Customs and Immigration Officials may still seek to ask questions before allowing such persons re-entry into Canada. Therefore, when travelling with children, it is prudent to prepare to present various documents to Customs and Immigration Officials, both domestically and internationally. These documents may include, but not limited to:
As recommended by the Department of Foreign Affairs and International Trade Canada, in order to ensure that the Parental Consent Letter will not be questioned by Customs Authorities, the letter should be certified/notarized and sealed with a notary public stamp by a person who has the authority to administer oaths and solemn declarations. Vinh T. Tran is a PRACTISING LAWYER, a notary public, and a commissioner of oaths, in and for the Province of Ontario, can assist in swearing the consenting parent under oath, witnessing the signing of the consent letter and notarizing the consent letter to allow your children to travel.
It is equally important to confirm the travel advisories as well as the embassy to see whether there are any other requirement needed to be fulfilled before you can embark on your vacation. For example, in the near future, travelling to Mexico will require numerous documentation procedures including translation of the consent letter into Spanish, notarization of the consent letter, authentication of the notary public who notarized the letter then get it legalized at the embassy offices. For more information, please contact the:
CONSULATE GENERAL OF MEXICO IN TORONTO
Coverage: Ontario and Manitoba Address:
11 King Street West, Suite 350
Toronto, Ontario, M5H 4C7
Telephone: (416) 368-2875
Fax: (416) 368-8342
Email:cgmtoronto@consulmex.com
Website: http://www.sre.gob.mx/toronto/
If you require a sample template of the consent letter for children to travel abroad from my office, please email vinhtranlaw@hotmail.com and request for a free template.
True Copies - Identification - Notarization - Certifications - Certified True Copy of the Original Document - Certification, Validation, Verification.
In Ontario, only a notary public can certify and validate a photocopy of the original document as “certified true copy of the original document.”
The notary public is legally obligated to inspect/examine the photocopy and the original document and comparing the two documents to ensure that the photocopy is exactly the same as the original document.
When the notary public is satisfied that the two documents are identical, by the authority under the Notaries Act, R.S.O. 1990, he/she will insert a certifying statement on the document or through a cover letter certificate certifying and validating the photocopy document as the “true and accurate copy of the original document” as examined on a specified date. A signature of the notary public and his/her original notary public seal notary stamp will be signed and imprinted on the document to finalize the process.
Notarial True and Accurate Copies Certifications (MUST bring the ORIGINAL DOCUMENT AND PHOTOCOPY to be notarized and certified as true copy).
Foreign Document and Translation Requirement:
My office and legal authority permit me to notarize any and all documents to be used locally, national and international jurisdictions. Where a document is to be used in Canada but it is in a foreign language, it must first be translated into English or French. If the document is to be used outside of Canada, I am allowed to commission and notarize it but there may be additional steps that you must complete before such a document can be accepted and recognized as a legal document in such jurisdiction. These steps may include Notarization, Authentication, Legalization, and Superlegalization (Apostille).
Free Information Re: Notarization, Authentication, Legalization and Apostille of Documents. What is it? What's the procedure? DIY - How To:
Apostille of a document is to certify the document with a special Apostille stamp or by way of issuing a certificate so that the document could be used or be recognized in foreign countries. The Apostille procedure is meant to eliminate the chain of cumbersome and costly process of:
Many countries around the world wanted to eliminate the above required procedures to a single formality called Apostille. Hence, they agreed to be signatories to a treaty called the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalization for Foreign Public Documents, it is also known as the Apostille Convention. Unfortunately, Canada decided not to sign the said treaty. As a result, in order for public documents in Canada to be recognized in foreign jurisdictions, the traditional certification procedures mentioned above must be employed.
More information about the Apostille Convention can be found through the following links: Wiki and Hague Conference on Private International Law
Many lawyers, notaries public, commissioners of oaths, and various agencies will often charge you a fee to have the notarized documents authenticated and legalized. However, both the authentication and legalization processes are not as complicated as these individuals would like to have you believe. In fact, you can do it all on your own and save yourself a lot of money. Why pay someone ridiculous sum of money to mail your documents on your behalf? They cannot expedite the processing of your documents any faster than you personally attending at the governmental offices and embassies yourself.
The most important step is to verify the credential of the person who claims to be a lawyer, notary public, and commissioner of oaths. One of the easiest ways to verify the credential of these professionals is through the Law Society of Upper Canada's Lawyer Directory. Unless you are able to confidently confirm the person's name, contact information, and credential as found on the directory, do not use such services for notarization. In short, any delays or impediments to the processing time of your documents are usually due to the fact that the government agencies and embassies cannot quickly and easily verify the legal authority of the lawyer/notary public.
The second step is notarization. You will need to find a qualified and verifiable lawyer, notary public, and commissioner of oaths to notarize your documents.
The third step is authentication, the process of verifying the legal authority and registration of the lawyer/notary public/ commissioner of oaths, who officiated, notarized, and/or commissioned your documents to ensure that the person is not a fraudster and the documents he/she notarized is not rendered invalid. To authenticate, you will need to consult with the receiving embassy or consulate whether they wanted your documents to be authenticated federally or provincially. You will be required to submit your notarized documents (including the name and contact information of the notary public), your identifications and a fee to have your documents authenticated by one of the following Canadian Government Authorities:
a) Federally, through the office of the Foreign Affairs and International Trade Canada. Additional information can be found on that link in respect to authenticating your documents federally.
b) Provincially, through the office of the Ontario Ministry of Government Services, the Official Documents Services Branch. Additional information can be found on that link in respect to authenticating your documents provincially:
Official Documents Services
Jarvis Street and Dundas Street in downtown Toronto:
222 Jarvis Street, Main Floor, Toronto, M7A 0B6
The entrance for Official Documents Services is located on the north side of the building
Telephone: (416) 325-8416
Facsimile: (416) 325-8434
Email: official.documents@mgs.gov.on.ca
Once the Canadian Government Authority is satisfied that the signature and seal of the notary public on the document is not fraudulent, they will issue a certificate or another seal to confirm the authenticity of the document and the notary public's registration and credential.
The final step is legalization, or sometimes called superlegalization, which is done through the receiving embassy or foreign consulate located in Canada. Most consular offices will require that you contact them to make an appointment in advance. You will be required to submit your Canadian government authenticated documents, your identifications and a fee, to the receiving embassy who will place yet another seal or stamp and legalize your documents to be used and recognized in its country.
Sample Templates, Resources and Information for Apostille, Authentication, Legalization and Superlegalization, Documents for Notarization, Commissioned and Sealed.
1. STATUTORY DECLARATION COMMISSIONING
- Custodianship Declaration
- Lost, Stolen, Damaged Passport Declaration
- Proof of Loss Motor Vehicle Declaration
- Medical Insurance Reimbursement Declaration
- Statutory Declaration of Common Law Union for work and immigration purposes
- Statutory Declaration of Single Status and Non-impediment for Marriage Abroad
- Statutory Declaration of Progress of Payment and Distribution
- Statutory Declaration in Lieu of a Guarantor for Passport and Immigration Matters
- Estate Documents for Settlement
- Statutory Declarations for Admission and Examinations/Good Character Confirmation for Professional Colleges, Universities, Legal Bars - New York Bar, Law Societies, Immigration Consulting, Accounting, CPSO Annual Professional Corporation Re-newal, Acupuncture and Traditional Chinese Medicine, Nursing and Dental Hygiene Programs.
- Statutory Declaration for Annual Renewal of a Corporate Professional Status - Dental, Medicine, Nursing, Accountants and Brokers.
- Statutory Declaration for Insurance Indemnification and Releases
- Statutory Declaration of a Translator
- Documents for loans, debts and finances
- Visitor Visa Invitation Letter and Responsibility Declarations
2. COMMISSIONING OATHS AFFIRMING AFFIDAVITS AND IDENTITIES
- Affidavit for Name Change Application
- Sworn Statement for a Family Gift of a Used Vehicle between Family Members - Old/ Used Car/ Vehicle Transfer Tax Exempt Form Notarization.
- Provincial Nominee Program PNP - Nomination Affidavit for Immigration
- Lost Cheque Affidavits
- FRO Forms - Family Responsibility Office for collecting arrears
- Lost Saving Bonds Affidavits
- Transferring Shares Affidavits
- Insurance Claims Commissioning
- Documentations for Domestic and International Adoptions
- Affidavit of Service and other court related documents - Small Claims, Superior Court, Appeal Court, Family Court, Federal Court, Immigration, Landlord and Tenant Board.
3. WITNESSING SIGNATURES, IDENTITY VERIFICATION AND CONFIRMATION
- Witnessing Divorce/ Separation/ Custody/ Marriage/ Cohabitation Agreements
- Witnessing Corporation Minutes by the Directors
- Witnessing Contracts, Agreements, Leases, Promissory Notes, and Waivers
- Confirming Certificate of Life - For Old Age Foreign Pensions
- Graduate School Applications
- Real Estate Transactions
- International Adoption
- Security Clearance Identity Verification/Confirmation
- Private and Corporate Transactions
- Job Applications and Opinion Letters
- Special Powers of Attorney for 1) Use in Foreign Jurisdictions - India - China etc, 2) When you must be out of the country: NOT to be confused with General and Continuing Powers of Attorney.
- Children Consent Letter to Travel and Vacationing Abroad Notarization
4. CERTIFIED TRUE COPIES - NOTARIAL TRUE COPIES CERTIFICATION SEALS - MUST BRING THE ORIGINAL COPY AS WELL AS THE PHOTOCOPY OF THE DOCUMENT:
- University Degrees Notarization
- College and Highschool Diplomas Notarization
- Passport Notarization
- Work Permit Notarization
- Visitor Visa Notarization
- Student Study Permit Notarization
- Transcripts Notarization
- Marriage/Birth/Death Certificate Notarization
- Police Record and Clearance Letters Notarization
- Identification Notarization - PR Cards etc
If you require a sample template in relation to statutory declarations, affidavits, consent to travel for children traveling abroad, special/limited power of attorney, and visitor visa invitation letters, please email my office at vinhtranlaw@hotmail.com and I'll forward you a copy of the precedent.
Documents that this law office will NOT notarize:
1. Wills
2. Power of Attorney for Property
3. Power of Attorney for Personal Care
4. Affidavits of Execution of Wills and Powers of Attorney
5. ILA Certificate - Independent Legal Advice Certificate for Mortgages and all Agreements (including, but not limited to Divorce and Separation Agreements).
As a practising lawyer, I DO offer the above legal services and my fees will reflect the work and insurance coverage that I must consider when placing my seal on those documents. These are important documents that carry great risk of liability to my practice. The fees that I charge for notarization do not justify the risk of placing my good name and credentials on documents that have been drafted by lay persons or printed off the internet. The fees for these documents will start at $200. Please email my office for a specific quote.
If you wish to have your will and powers of attorney made or a proper independent legal advice conducted by a licensed, practising and insured lawyer, then text 647-209-7389 or email vinhtranlaw@hotmail.com
Policies Regarding Your Identity and Your Documents:
To combat fraud, the Law Society of Upper Canada (LSUC), which governs lawyers and law firms practicing in the Province of Ontario, Canada, has amended its Bylaw 7.1 which now requires all lawyers to make identification and verification of ALL clients; Similar regulations are now also in place in most other Canadian jurisdictions.
As a result, please NOTE the following information about yourself MUST now be obtained by my office to comply with the LSUC's identification requirements:
Individual Client:
- Full name - VERIFICATION VIA PHOTO ID'S (non-expired photo IDs.).
- Home address and home telephone number
- Business address and phone number
- E-mail address
- Occupation
- Copy or photograph of the document where the seal lands.
Organization Client:
- Organization’s full name
- Organization’s business address and phone number
- Organization’s incorporation or business identification number and the place of issuance, if applicable.
- The general nature of the type of business or businesses of activity or activities engaged in by the organization (not required if the organization is a financial institution, government body or a company that is not a private company).
- Name, position and contact information of all individuals authorized to provide instructions on behalf of the organization.
- Copy or photograph of the document where the seal lands.
IF YOU ARE UNWILLING TO PROVIDE my office with the above mentioned information. PLEASE DO NOT CONTACT MY OFFICE FOR NOTARIAL SERVICES. YOU SHOULD BE WARY OF THOSE OTHER NOTARIES PUBLIC AND LAWYERS WHO DO NOT REQUIRE THESE INFORMATION FROM YOU.
For your protection, I am Vinh T. Tran, you can verify my name, pictures, and credentials. I am a sole practitioner, lawyer, notary public and commissioner of oaths. I do not employ anyone who can access your private information. I also do not work for any persons or companies who can dictate the use of your private information. I have given lectures to lawyers and companies on various subjects including creating public trust and how to protect private information from external contractors and agencies, and especially from internal employees. I am NOT associated with, affiliated with, or related to, any other law firm, organization, corporation, association or notaries public directory services.
Notarization 101 Explained
Children and Notarized Letter of Consent to Travel
Many countries around the world, including Canada, require that proper documents are presented to Customs Authorities before they will allow exiting from/ entry into their countries with minor children. Foreign Customs and Immigration Officials are trained to look for missing children and they have the legal right to ask questions about any children travelling with an adult, even if that adult is the children's own biological parent. Furthermore, it does not matter that the children and the adult travelling with them are Canadian Citizens, Canadian Customs and Immigration Officials may still seek to ask questions before allowing such persons re-entry into Canada. Therefore, when travelling with children, it is prudent to prepare to present various documents to Customs and Immigration Officials, both domestically and internationally. These documents may include, but not limited to:
- Birth certificates showing the names of both parents;
- Death certificate, if one of the parents is deceased.
- Legal Documents pertaining to custody order granted by a family court judge;
- Citizenship and/or other relevant ID's as required by the country you want to enter with the children;
- Valid Passports; and
- Notarized Letter of Parental Consent for the children to travel.
As recommended by the Department of Foreign Affairs and International Trade Canada, in order to ensure that the Parental Consent Letter will not be questioned by Customs Authorities, the letter should be certified/notarized and sealed with a notary public stamp by a person who has the authority to administer oaths and solemn declarations. Vinh T. Tran is a PRACTISING LAWYER, a notary public, and a commissioner of oaths, in and for the Province of Ontario, can assist in swearing the consenting parent under oath, witnessing the signing of the consent letter and notarizing the consent letter to allow your children to travel.
- If your child is travelling with one parent, the other parent (the parent NOT travelling must give consent) MUST be present before Vinh T. Tran to be sworn under oath, to witness the signing of the consent letter, and finally sign, date and sealing the the letter with a notary public seal stamp in order to give permission for the child to travel with his/her spouse or the parent who is travelling with the child;
- If your child is travelling alone, then BOTH parents MUST be present before Vinh T. Tran to be sworn under oath, sign and date the letter in order to give permission for the child to travel alone.
- If your child is travelling with neither parents, i.e. with a relative exp. Grandparent/ Older sibling/ Aunt/ Uncle etc., then BOTH parents MUST be present before Vinh T. Tran, to be sworn under oath, sign and date the letter in order to give permission for the child to travel with an accompanying adult/ relative.
- If you are in a blended family, all parents may need to be present with proper photo ID's before Vinh T Tran, to be sworn under oaths, sign and date the letter in order to give permission for the child/children to travel out of the country.
- Parents' full legal names and profession, contact information and support identification number (DL or passport #).
- Child or list the names of all the children, including DOB and passport numbers and citizenship.
- Information about the adult travelling with the minor, including full legal name, relationship, profession, citizenship and contact information.
- Information about the location(s) and duration you permit the consent letter to take effect.
- The name and contact information of the lawyer/notary public who will seal the letter.
It is equally important to confirm the travel advisories as well as the embassy to see whether there are any other requirement needed to be fulfilled before you can embark on your vacation. For example, in the near future, travelling to Mexico will require numerous documentation procedures including translation of the consent letter into Spanish, notarization of the consent letter, authentication of the notary public who notarized the letter then get it legalized at the embassy offices. For more information, please contact the:
CONSULATE GENERAL OF MEXICO IN TORONTO
Coverage: Ontario and Manitoba Address:
11 King Street West, Suite 350
Toronto, Ontario, M5H 4C7
Telephone: (416) 368-2875
Fax: (416) 368-8342
Email:cgmtoronto@consulmex.com
Website: http://www.sre.gob.mx/toronto/
If you require a sample template of the consent letter for children to travel abroad from my office, please email vinhtranlaw@hotmail.com and request for a free template.
True Copies - Identification - Notarization - Certifications - Certified True Copy of the Original Document - Certification, Validation, Verification.
In Ontario, only a notary public can certify and validate a photocopy of the original document as “certified true copy of the original document.”
The notary public is legally obligated to inspect/examine the photocopy and the original document and comparing the two documents to ensure that the photocopy is exactly the same as the original document.
When the notary public is satisfied that the two documents are identical, by the authority under the Notaries Act, R.S.O. 1990, he/she will insert a certifying statement on the document or through a cover letter certificate certifying and validating the photocopy document as the “true and accurate copy of the original document” as examined on a specified date. A signature of the notary public and his/her original notary public seal notary stamp will be signed and imprinted on the document to finalize the process.
Notarial True and Accurate Copies Certifications (MUST bring the ORIGINAL DOCUMENT AND PHOTOCOPY to be notarized and certified as true copy).
Foreign Document and Translation Requirement:
My office and legal authority permit me to notarize any and all documents to be used locally, national and international jurisdictions. Where a document is to be used in Canada but it is in a foreign language, it must first be translated into English or French. If the document is to be used outside of Canada, I am allowed to commission and notarize it but there may be additional steps that you must complete before such a document can be accepted and recognized as a legal document in such jurisdiction. These steps may include Notarization, Authentication, Legalization, and Superlegalization (Apostille).
Free Information Re: Notarization, Authentication, Legalization and Apostille of Documents. What is it? What's the procedure? DIY - How To:
Apostille of a document is to certify the document with a special Apostille stamp or by way of issuing a certificate so that the document could be used or be recognized in foreign countries. The Apostille procedure is meant to eliminate the chain of cumbersome and costly process of:
- notarization (by a notary public);
- authentication (by the government agency that holds records of registered notaries public); and
- legalization (by the foreign consulate or embassy where the document is to be used)
Many countries around the world wanted to eliminate the above required procedures to a single formality called Apostille. Hence, they agreed to be signatories to a treaty called the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalization for Foreign Public Documents, it is also known as the Apostille Convention. Unfortunately, Canada decided not to sign the said treaty. As a result, in order for public documents in Canada to be recognized in foreign jurisdictions, the traditional certification procedures mentioned above must be employed.
More information about the Apostille Convention can be found through the following links: Wiki and Hague Conference on Private International Law
Many lawyers, notaries public, commissioners of oaths, and various agencies will often charge you a fee to have the notarized documents authenticated and legalized. However, both the authentication and legalization processes are not as complicated as these individuals would like to have you believe. In fact, you can do it all on your own and save yourself a lot of money. Why pay someone ridiculous sum of money to mail your documents on your behalf? They cannot expedite the processing of your documents any faster than you personally attending at the governmental offices and embassies yourself.
The most important step is to verify the credential of the person who claims to be a lawyer, notary public, and commissioner of oaths. One of the easiest ways to verify the credential of these professionals is through the Law Society of Upper Canada's Lawyer Directory. Unless you are able to confidently confirm the person's name, contact information, and credential as found on the directory, do not use such services for notarization. In short, any delays or impediments to the processing time of your documents are usually due to the fact that the government agencies and embassies cannot quickly and easily verify the legal authority of the lawyer/notary public.
The second step is notarization. You will need to find a qualified and verifiable lawyer, notary public, and commissioner of oaths to notarize your documents.
The third step is authentication, the process of verifying the legal authority and registration of the lawyer/notary public/ commissioner of oaths, who officiated, notarized, and/or commissioned your documents to ensure that the person is not a fraudster and the documents he/she notarized is not rendered invalid. To authenticate, you will need to consult with the receiving embassy or consulate whether they wanted your documents to be authenticated federally or provincially. You will be required to submit your notarized documents (including the name and contact information of the notary public), your identifications and a fee to have your documents authenticated by one of the following Canadian Government Authorities:
a) Federally, through the office of the Foreign Affairs and International Trade Canada. Additional information can be found on that link in respect to authenticating your documents federally.
b) Provincially, through the office of the Ontario Ministry of Government Services, the Official Documents Services Branch. Additional information can be found on that link in respect to authenticating your documents provincially:
Official Documents Services
Jarvis Street and Dundas Street in downtown Toronto:
222 Jarvis Street, Main Floor, Toronto, M7A 0B6
The entrance for Official Documents Services is located on the north side of the building
Telephone: (416) 325-8416
Facsimile: (416) 325-8434
Email: official.documents@mgs.gov.on.ca
Once the Canadian Government Authority is satisfied that the signature and seal of the notary public on the document is not fraudulent, they will issue a certificate or another seal to confirm the authenticity of the document and the notary public's registration and credential.
The final step is legalization, or sometimes called superlegalization, which is done through the receiving embassy or foreign consulate located in Canada. Most consular offices will require that you contact them to make an appointment in advance. You will be required to submit your Canadian government authenticated documents, your identifications and a fee, to the receiving embassy who will place yet another seal or stamp and legalize your documents to be used and recognized in its country.