Blog Detail

The Truth About Online Notarization in Ontario: Why We Prefer In-Person Service

There seems to be a lot of confusion surrounding “online notarization,” much of it fuelled by companies that use inaccurate terminology and fail to explain the differences properly.

The first thing to understand is that, in Ontario, it is not legally   permitted to have documents notarized online. Documents can only be commissioned remotely.

So what is the difference?

Notarization vs. Commissioning

Although the terms are often used interchangeably, they are not the same thing.

A commissioner’s role is generally limited to administering oaths, affirmations, and declarations. Many affidavits and statutory declarations fall into this category.

A notary public, on the other hand, has broader powers. Notaries can perform commissioner functions, but they can also certify true copies, witness signatures, and notarize documents intended for governments, banks, lawyers, and foreign authorities. Many official documents require notarization and cannot simply be commissioned.

This distinction matters because many companies advertise “online notarization” when what they are actually offering is remote commissioning. Clients often don’t realize there is a difference until their documents are rejected.

Online Commissioning vs In Person Notarization

At Walk-In Notary, we performed thousands of remote commissions, particularly during the COVID-19 pandemic when in-person meetings were difficult or impossible.

After years of experience, we came to an unexpected conclusion: even when remote commissioning is legally available, in-person service is usually better.

Here are some of the reasons.

1. It Often Takes Longer

People assume online service will be faster. In our experience, the opposite is usually true.

Documents need to be emailed back and forth. Identification has to be uploaded and reviewed. Video meetings have to be scheduled. Technical issues arise. Pages are sometimes missing. Signatures are overlooked. Clients may not have access to a printer or scanner.

By contrast, an in-person visit is remarkably simple. You walk in, show your identification, sign your document, and leave. Most visits take only a few minutes.

2. Many Documents Require Notarization, Not Commissioning

One of the biggest problems with online commissioning is that many clients don’t actually need a commission. They need a notarization.

Documents for foreign countries, certified true copies, powers of attorney, travel consent letters, and many other legal documents often require a notary public.

Unfortunately, some clients discover this only after paying for an online service and submitting their documents. They then have to start the process all over again.

3. Problems Are Easier to Catch in Person

When we meet clients face-to-face, we can review documents immediately and identify issues before they become bigger problems.

Pages may be missing. Signatures may be required in multiple places. A document may require a witness, a notary, or additional identification. In some cases, clients have brought the wrong document entirely.

These issues are much easier to resolve when everyone is sitting in the same room.

4. There Are Fewer Technology Headaches

Not everyone is comfortable with video meetings, printers, scanners, PDF software, or uploading documents.

Even for people who are comfortable with technology, internet problems and software glitches can create unnecessary delays.

Paper documents and face-to-face meetings are refreshingly simple.

5. Some Recipients Are Unfamiliar With Remote Commissioning

Although remote commissioning is legally valid in Ontario, not everyone receiving your document is familiar with it.

Banks, employers, foreign authorities, and even some lawyers may have questions about electronically signed or remotely commissioned documents. In some cases, documents are rejected simply because the recipient is unfamiliar with the process.

Traditional ink signatures and seals are universally understood and rarely raise questions.

6. In-Person Service Is Surprisingly Convenient

People often assume that online service is more convenient, but that assumption comes from a time when visiting professional offices involved long waits and appointments.

At Walk-In Notary, no appointment is necessary. Most clients are in and out within minutes.

For many people, driving to one of our offices is actually quicker and easier than coordinating emails, uploading documents, and attending a video call.

The Bottom Line

Remote commissioning served an important purpose during the pandemic, and it remains available in certain situations. However, after handling thousands of these transactions, we have found that in-person service is usually faster, simpler, and less prone to costly mistakes.

Despite what some companies may advertise, there is no such thing as online notarization in Ontario. There is only remote commissioning.

That said, we understand that sometimes clients simply have no other option. You may live in a remote area, have mobility issues, be travelling, or be unable to attend one of our offices.

In those situations, we are still happy to assist. If remote commissioning is your only practical option, please email us at online@walkinnotary.com and we will do our best to help.

Sometimes the old-fashioned way is still the best way.