Last updated: June 23, 2026

Notarize Immigration Documents Online in Canada — IRCC Paperwork by Video

Quick answer: Many immigration documents can be notarized online in Canada by joining a secure video appointment with an Ontario notary public — statutory declarations, sworn affidavits, translator's declarations, and certified copies of documents that were issued electronically (like an eCOPR or a digital transcript). It costs a flat $19.90 per stamp plus HST and works for applicants from Toronto to Vancouver to Halifax. The one limit: a certified copy of a paper original still needs an in-person appointment, because the notary has to inspect the paper. Always match the exact wording your IRCC guide requires.

Immigration paperwork is high-stakes and time-sensitive, and a single mis-prepared document can stall an application. For a large share of the notarial steps IRCC applications need, you can now handle them online over video without an office visit — especially as IRCC moves more documents to digital-only delivery.

This guide explains which immigration documents can be notarized online, which still need an in-person seal, how the appointment works, and where the notary's role ends and an immigration lawyer or consultant's begins. If you know what your IRCC guide asks for, you can book online or call (613) 434-5555. For the bigger picture of what an online notary can and cannot do across Canada, see our guide to online and virtual notary services.

Caption: Many IRCC documents — declarations, translator's affidavits, and copies of born-digital files — can be notarized online; copies of paper originals still need an in-person seal.

Key Takeaways

What a Notary Can and Cannot Do for an Immigration File

What a notary can and cannot do: A notary public commissions affidavits and statutory declarations, certifies copies, and witnesses signatures and translator's declarations. A notary does not advise on which program to apply under, whether you qualify, how to fill in the forms, or how to respond to a refusal. Immigration advice is the role of an immigration lawyer or a regulated Canadian immigration consultant (RCIC).

This line protects you. A notary makes your declaration or copy official; the strategy of your application is a different profession. If your file involves a refusal, an appeal, or a misrepresentation concern, get advice before you book — see notary vs lawyer in Ontario.

Minute Notary commissions and certifies immigration documents as an Ontario notary public, including by video where the document allows.

Which Immigration Documents Can Be Done Online

For copies of documents issued electronically, see the dedicated guide on digital certified copies. For paper originals, an in-person certified true copy is required.

Common IRCC Programs and the Notarial Step

• Express Entry — certified copies of identity and credential documents; see the Express Entry document guide.
• Spousal sponsorship — common-law declarations and relationship-proof documents; see spousal sponsorship relationship proof.
• Study permits — custodianship declarations for minors and proof-of-funds copies.
• Work permits — supporting affidavits and certified copies.
• Visitor visas — notarized letters of invitation; see the letter of invitation guide.
• Citizenship and PR — certified copies of supporting documents.

In every case, the notary commissions or certifies — your IRCC guide decides what is required.

How to Notarize Immigration Documents Online — Step by Step

1. Read your IRCC guide. Note exactly what it asks for — a certified copy, a sworn declaration, a translated document.
2. Prepare the document, unsigned where a signature is needed. Keep declarations and affidavits unsigned for the appointment.
3. Book the service and a time. Choose immigration documents when you book online. Slots run on Ottawa time (America/Toronto).
4. Join the video call and verify identity. Hold up valid government photo ID — your passport is often the best choice for an immigration file.
5. Swear, sign, or download live. Swear declarations and affidavits on camera; for a born-digital file, download the native file on screen-share.
6. The notary commissions or certifies. The notary applies their seal and the required wording.
7. Pay and receive the document. The flat $19.90 per stamp plus HST and any small fee are shown first; nothing is confirmed until payment succeeds.

Available Online From Any Major City in Canada

Because IRCC is a federal body, an Ontario notary public's commission is commonly accepted regardless of which city you join from. Applicants connect from every province and territory:

Because the appointment is by video and IRCC is federal, where you sit during the call does not limit acceptance for IRCC purposes. Two things still matter:

• Match the IRCC requirement. Use the exact document type and wording your program guide asks for.
• Documents going to a foreign authority (for example, a police certificate going abroad) may need authentication and an apostille — see apostille vs notarization.

We confirm your document is a fit on the call before any fee applies, and nothing is charged until it is.

Immigration Scenarios Across Canada

• A Toronto Express Entry applicant certifies a born-digital transcript and swears a supporting declaration in one session.
• A Vancouver spousal-sponsorship couple commissions a common-law statutory declaration (IMM 5409) by video.
• A Calgary student's parents complete a custodianship declaration (IMM 5646) for a minor studying in Canada.
• An Ottawa applicant has a translator's affidavit sworn so a non-English document can be submitted.

The notary commissions or certifies; which documents the application needs, and how to respond to IRCC, stays with an immigration lawyer or RCIC.

Online or In Person — How to Decide

How Identity Verification Works on the Call

Identity matters even more on an immigration file. The online check is the same as in person, done on camera. The notary will:

1. Ask you to hold your government photo ID to the camera — your passport is usually the best choice for an IRCC file.
2. Confirm the name on your ID matches the application and the document.
3. Check the ID is valid and unexpired — expired ID is generally not accepted.
4. For a certified digital copy, watch you log in and download the native file from the genuine portal.

If your name appears differently across documents, bring proof of the connection (for example, a marriage certificate or name-change document) so the notary can address it on the call.

What to Bring to Your Online Appointment

Booking note: Immigration files often need several documents. Each certified copy or commissioned document is the same flat $19.90 per stamp, so you can handle multiple items in one appointment. Mention how many when you book. Call (613) 434-5555 if you are unsure.

When to Call an Immigration Lawyer or RCIC Instead

• You need help choosing a program or confirming you qualify.
• Your file has a refusal, appeal, or misrepresentation issue.
• You are unsure which documents your application needs.
• The forms themselves need completion or strategy.

A notary makes your documents official; a lawyer or RCIC advises on the application.

Common Mistakes to Avoid

• Not matching the IRCC guide. Use the exact wording and document type the guide requires.
• Bringing a scan of a paper original for a digital copy. A scan is not a born-digital file; a paper original needs in-person certification.
• Signing declarations beforehand. Swear and sign in front of the notary.
• Using ID that doesn't match the application. Name and details should match; passport is usually best.
• Expecting immigration advice from the notary. That is a lawyer or RCIC's role.

Why Applicants Choose an Online Appointment

Immigration files are stressful enough without adding a trip across town to a notary. The online route removes travel and waiting, lets you join from any city in Canada, and is easy to fit around work — often with same-day slots when a submission deadline is close. It is especially useful as IRCC moves more documents to digital-only delivery: a born-digital file like an eCOPR or a MyCreds transcript can be certified on the same call where you swear a supporting declaration, so the whole notarial step for a file can happen in one sitting.

The honest limits are the same as any online appointment: you need a working camera, a quiet space, and valid government photo ID (a passport is best for an immigration file), and a certified copy of a paper original still requires an in-person appointment so the notary can inspect the paper. And remember the dividing line that matters most here — the notary makes your documents official, but only an immigration lawyer or a regulated immigration consultant (RCIC) can advise on the application itself.

Pricing and Booking

Online appointments add HST plus a small card processing fee, shown in full before you pay. To book, choose immigration documents when you book online, or call (613) 434-5555.

Frequently Asked Questions

Can I notarize immigration documents online in Canada?

Many IRCC-related documents can be handled online — statutory declarations, sworn affidavits, translator's declarations, and certified copies of documents that were issued electronically (such as an eCOPR or a digital transcript). You join a secure video appointment with an Ontario notary public from anywhere in Canada. Certified copies of paper originals still require an in-person appointment, because the notary must inspect the paper document. Always match the wording in your IRCC program guide.

Does IRCC accept documents notarized online?

Certified copies and commissioned documents from an Ontario notary public are accepted by IRCC, and because many IRCC documents are now issued only electronically, an online appointment is often the natural way to handle them. Follow the exact requirement in your application guide, and confirm any extra step (such as a certified translation) the program asks for.

Which immigration documents need a notary?

It depends on the program. Common ones include certified copies of identity and civil documents, statutory declarations of common-law union (IMM 5409), custodianship declarations for minor students (IMM 5646), invitation and support letters, and translator's affidavits where a document is not in English or French. Your IRCC guide states what it requires; the notary commissions or certifies, but does not advise on the application.

Can a notary give me immigration advice?

No. A notary public commissions affidavits and declarations, certifies copies, and witnesses signatures. A notary does not advise on which program to apply under, whether you qualify, or how to respond to a refusal. That is the role of an immigration lawyer or a regulated immigration consultant (RCIC).

How much does it cost to notarize immigration documents online?

Minute Notary charges a flat $19.90 per stamp plus HST, the same online or in person, with no tiers. Each certified copy or commissioned document is the same flat rate. Online appointments add HST plus a small card processing fee, shown before you pay, and nothing is confirmed until payment succeeds.

Can I handle several immigration documents in one online appointment?

Yes, and it is usually the most efficient way. Each certified copy or commissioned document is the same flat $19.90 per stamp, so you can certify a digital transcript, swear a declaration, and witness a letter in one session. Tell us how many items you have when you book so the appointment is the right length, and have each one ready and unsigned where a signature is needed.

How does a translator's affidavit work online?

When an IRCC document is not in English or French, IRCC often wants a certified translation with a translator's affidavit or declaration. Online, the translator joins the video call, presents valid government photo ID, and swears or affirms that the translation is accurate and complete, then signs while the notary watches. The notary commissions the translator's affidavit; it does not assess the translation's quality.

Will a foreign authority accept an immigration document notarized online?

For documents used inside Canada and with IRCC, an Ontario notary's commission is commonly accepted. For documents leaving Canada, acceptance depends on the foreign authority — some require a physical wet-ink original and an apostille, and will not accept a remotely commissioned document. Confirm the foreign authority's requirement before you book, and see apostille vs notarization for the authentication chain.

Is the online immigration appointment secure and private?

The appointment runs over a secure video connection, and the notary keeps a record of the act as required. Immigration files contain sensitive personal information, so join from a private space and share documents and your screen only with the notary. For digital certified copies, you log in to your own portal — never share your password; you simply download the file while the notary watches.

Do I need to print anything for an online immigration appointment?

For most immigration documents, no. You share the document digitally, swear or sign on the call, and the notary applies their certification — and for a digital certified copy you download the native file live, so nothing is printed at all. If IRCC or a foreign authority specifically asks for a wet-ink paper original, tell us when you book so we can confirm whether an in-person appointment is needed.

Final Recommendation

If you need to notarize immigration documents online in Canada, start with your IRCC guide and note exactly what it asks for. Declarations, affidavits, translator's affidavits, and copies of born-digital files can usually be done online; copies of paper originals need an in-person appointment. Match the wording, bring your passport as ID, and handle multiple documents in one session. For advice on the application itself — programs, eligibility, refusals — speak to an immigration lawyer or RCIC, not the notary.

Book Your Appointment

Need to notarize immigration documents online in Canada? Minute Notary commissions and certifies IRCC paperwork by secure video — flat $19.90 per stamp plus HST.

• Book online: Request an appointment
• Call: (613) 434-5555
• Service page: Immigration Documents
• Hours: Monday to Friday, 9:00 AM to 5:00 PM (Ottawa time)

Sources

• IRCC — Certified true copies of documents
• IRCC — Application forms and guides
• Commissioners for Taking Affidavits Act (Ontario)
• O. Reg. 431/20: Administering Oath or Declaration Remotely (Ontario)