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Why Do I Need to Get This Document Notarized?

Why Do I Need to Get This Document Notarized?

This is one of the most common questions we receive at Walk-In Notary. While it might seem like the notary public is the one requiring the notarization, that’s not actually the case.

Notaries do not decide which documents need to be notarized. The requirement usually comes from a third party—such as a government agency, corporation, university, or other institution—that will be receiving your document. So the more accurate question is this: Why does the recipient of my document require it to be notarized?

There isn’t a one-size-fits-all answer, but most of the reasons fall under a few key categories:

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1. To Confirm the Identity of the Signer and Prevent Fraud

This is the most common reason a document is notarized. The recipient wants to ensure that the person signing the document is in fact who they claim to be. This serves two critical functions:

• It prevents impersonation. A third party cannot easily forge your signature or assume your identity if a notary has verified and witnessed the signing.

• It provides legal assurance. Once notarized, the signer cannot later deny having signed the document, which adds a layer of legal reliability.

This is the core of what notaries do: they witness and confirm signatures—often under oath, depending on the document type.

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2. To Certify a Copy of an Original Document

In many cases, the original document cannot or should not be shared directly. For example, you may be applying to a foreign university or submitting important records to an international agency. Instead of sending originals—which risks loss or damage—a notarized copy assures the recipient that:

• The original exists.

• The copy has not been tampered with.

• The copy is a true and accurate representation of the original.

Notarizing a certified copy allows the recipient to trust the document without needing to see the original in person.

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3. To Begin the Apostille or Authentication Process

When submitting documents for use in another country, you may be told that the document must be “apostilled” or authenticated.

While Canada is not a party to the Hague Apostille Convention, we do have a similar multi-step authentication and legalization process. In this process, notarization is often the first step.

Here’s how it works:

• A notary public first verifies and notarizes the document.

• Then, Global Affairs Canada or the relevant provincial body authenticates the notarization.

• Finally, the embassy or consulate of the receiving country legalizes the document.

This process is essential for many cross-border legal and business transactions.

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4. To Follow Custom, Convention, or Internal Policy

Sometimes, the recipient themselves may not even know why notarization is required. It may simply be an internal policy, a customary practice, or a precautionary measure. For example:

• A landlord might require notarized letters of reference.

• A private school might ask for a notarized parental consent form.

• A business might ask for notarized shareholder declarations.

In these cases, notarization is seen as a safeguard that promotes diligence and accountability.

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5. To Create Independent Proof for Future Use

In some instances, the document does not have a specific recipient at all. Rather, the individual wants to establish proof that the document was signed on a specific date and by a specific person—themselves.

This can be useful for:

• Personal declarations.

• Statements of fact.

• Future legal matters where proof of signature may be required.

A notarized document is far more likely to be accepted as evidence than an unsigned or self-signed document.

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In Conclusion

Notarization provides credibility, authenticity, and legal standing to documents. It assures third parties that a document was properly signed, that it hasn’t been tampered with, and that it can be trusted in a court of law, government office, or international setting.

At Walk-In Notary, we don’t decide whether your document needs notarization. But we do help verify your identity, witness your signature, and prepare your documents properly so they will be accepted wherever you send them.

Have questions about your specific document? Contact us today or simply walk in to any of our locations across Ontario. We’re here to help.