Notarial Services
What Is a Notarized Letter
Someone has asked you for a notarized letter and you are not entirely sure what that means or where to get one. It is a common request from banks, schools, embassies, and border authorities, and it is simpler than it sounds. Here is what a notarized letter actually is, when you need one, and how to get it done.
What makes a letter notarized
The letter itself can be perfectly ordinary. What makes it notarized is the step that happens when you sign it. You bring the unsigned letter to a notary public, the notary checks your identification, watches you sign, and then signs and applies their seal to confirm that this took place.
The seal is what the receiving organization is actually looking for. It tells them that an independent official confirmed your identity and watched you put your name to the document, which makes the letter far harder to dispute or forge later.
What the notary is confirming, and what they are not
This distinction matters and it is often misunderstood. A notary is confirming three things. That you are who you say you are, that the signature is yours, and that you signed voluntarily rather than under pressure.
A notary is not confirming that the contents of your letter are accurate. If your letter states that you earn a certain income or that a set of facts occurred, notarizing it does not make any of that true or verified. The substance of the letter remains entirely yours, and the responsibility for it stays with you.
The letters people most often need notarized
- Travel consent letters, where a child is travelling abroad alone or with only one parent or guardian. Border authorities frequently ask for these and they are the most common notarized letter we see.
- Invitation letters, supporting a visitor visa application for family or friends coming to Canada.
- Authorization letters, giving somebody permission to act on your behalf on a specific matter, for example collecting documents or dealing with an institution for you.
- Proof of employment or income letters, where a lender, a landlord, or a foreign authority wants the signature verified.
- Letters going to another country, which very often need notarization before they will be accepted, and sometimes need authentication afterwards as well.
A notarized letter is not the only option
People often ask for a notarized letter when what they actually need is something slightly different. It is worth knowing the three things that get confused with each other.
| What it is | What it does |
|---|---|
| A notarized letter | Your letter, signed in front of a notary who verifies your identity and witnesses the signature. |
| A certified true copy, or a notarial copy | A photocopy of an original document that a notary has compared against the original and certified as a true copy. This is used for passports, diplomas, and licences rather than letters. |
| An affidavit or statutory declaration | A formal sworn statement, where you swear or affirm that the contents are true. Unlike a notarized letter, here you are making a statement under oath, and there are consequences for saying something untrue. |
If you are not sure which one the organization wants, read their instructions carefully or call and ask them. Turning up with the wrong one means a second trip. If you are still uncertain, reach out to us and we will tell you which one you need.
Does a notarized letter make something legally binding
Not on its own, and this surprises people. Whether a letter creates any legal obligation depends on what it says and the law that applies to it. Notarizing does not turn a letter into a contract.
What it does is make the letter significantly harder to challenge, because there is an independent record of who signed it and when. Many organizations also simply will not accept a letter without it, which is usually the practical reason you are being asked.
How to get a letter notarized in Ontario
- Write the letter first, but do not sign it. The notary has to watch you sign.
- Bring two pieces of identification, including at least one government issued photo identification.
- Bring any written instructions from the organization asking for it, since they often specify particular wording.
- Fill in any blanks before you attend, unless you have been told otherwise. Blank spaces are a common reason a document gets sent back.
At James Deep Law notarizing a document is 40 dollars per notary signature or seal. A travel consent letter, drafted and notarized, is 100 dollars. Please note that payment cannot be made by debit or credit card. Appointments are often available the same day, and we offer both notarial and commissioning services, so you are covered either way.
Frequently asked questions
What is a notarized letter?
A notarized letter is a letter that has been signed in front of a notary public, who verifies the signer's identity, witnesses the signature, and then adds their own signature and seal. It confirms who signed the letter and that they did so willingly.
Does a notarized letter mean the contents are true?
No. A notary confirms identity and the signature, not the accuracy of what the letter says. If you need to swear that the contents are true, what you need is an affidavit or a statutory declaration rather than a notarized letter.
Is a notarized letter a legal document?
It is a document with independent verification of the signature, which makes it far harder to dispute. It does not automatically create a legal obligation though. Whether the letter binds anyone depends on what it says and the law that applies to it.
Should I sign the letter before I see the notary?
No. The notary has to watch you sign, so bring the letter unsigned along with two pieces of identification, including at least one government issued photo identification.
How much does it cost to get a letter notarized in Ontario?
Fees vary between offices. At James Deep Law notarizing a document is 40 dollars per notary signature or seal, and a travel consent letter drafted and notarized is 100 dollars. Payment cannot be made by debit or credit card.
Where can I get a letter notarized in Oakville?
James Deep Law offers notary public and commissioning services in Oakville, including travel consent letters, invitation letters, and documents for use outside Canada. Appointments are often available the same day.
Oakville notary public
Need a letter notarized
James Deep Law offers both notarial and commissioning services in Oakville, with clear fees and appointments often available the same day.
This article provides general information about Ontario law and is not legal advice. For advice about your own situation, please contact James Deep Law.