Immigration Documents Online in Canada — IRCC Declarations and Affidavits by Video

Last updated: September 23, 2026

Immigration Documents Online in Canada — IRCC Declarations and Affidavits by Video

Quick answer: Many immigration documents can be commissioned online in Canada by joining a secure video appointment with an Ontario notary public — statutory declarations, sworn affidavits, and translator's affidavits are sworn, affirmed or declared on camera under O. Reg. 431/20. It costs a flat $24.95 per stamp plus HST and works for applicants from Toronto to Vancouver to Halifax. Two limits: a certified copy of an original document still needs an in-person appointment, because the notary has to inspect the original, and a notary-witnessed signature is in person too. 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. Where an IRCC application calls for a sworn or declared document, you can often have it commissioned online over video without an office visit.

This guide explains which immigration documents can be commissioned 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 and translator's affidavits — can be commissioned online; copies of paper originals and witnessed signatures 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, statutory declarations and translator's affidavits, certifies copies, and witnesses signatures (the last two in person). 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

Certified copies and notary-witnessed signatures are done in person at our Orléans office in Ottawa or by mobile visit within Ottawa. A letter of invitation can be commissioned online when it is prepared as a statutory declaration — the host declares the contents and the notary commissions the declaration over secure video under O. Reg. 431/20. If the visa office, checklist or consulate asks for a notary-witnessed signature instead, that is an in-person appointment.

Common IRCC Programs and the Notarial Step

• Express Entry — IRCC takes scans of your originals; a statutory declaration or affidavit is used where a document such as a reference letter is unavailable, and a translator's affidavit where a translation is not by a certified translator; see the Express Entry document guide.
• Spousal sponsorship — the common-law declaration (IMM 5409) and any third-party affidavits; see spousal sponsorship relationship proof.
• Study permits — the custodian's part of the custodianship declaration (IMM 5646) for a minor.
• Work permits — supporting affidavits where a document is unavailable.
• Visitor visas — a letter of invitation may be requested, but IRCC does not generally require notarization; see the letter of invitation guide.
• Citizenship and PR — a statutory declaration where the instructions call for one; a certified copy only where a checklist specifically asks for it.

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

How to Commission 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 or declare live. You swear, affirm or declare the document and sign on camera while the notary takes it.
6. The notary commissions or certifies. The notary applies their seal and the required wording.
7. Pay and receive the document. The flat $24.95 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, where in Canada you sit during the call does not affect the notary's authority to commission the document under O. Reg. 431/20. Acceptance is still IRCC's decision — confirm with your program guide that a remotely commissioned document is accepted. 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 swears a supporting declaration over a secure video appointment.
• A Vancouver spousal-sponsorship couple commissions a common-law statutory declaration (IMM 5409) by video.
• A Calgary custodian commissions the custodian's part of a custodianship declaration (IMM 5646) for a minor coming to study 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.

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 $24.95 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.
• 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. You can swear several supporting declarations and affidavits on the same call, so much of the 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

Note: the first signer is included; if more than one person signs, each additional signer is charged an additional-signer fee of $24.95, shown before you pay.

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 immigration documents be commissioned online in Canada?

Many IRCC-related documents can be commissioned online — statutory declarations, sworn affidavits, and translator's affidavits are sworn, affirmed or declared on camera. You join a secure video appointment with an Ontario notary public from anywhere in Canada. Certified copies of original documents and notary-witnessed signatures still require an in-person appointment. Always match the wording in your IRCC program guide.

Does IRCC accept documents commissioned online?

Acceptance is program- and document-specific. Follow the exact IRCC checklist and confirm that remote commissioning is permitted for the requested act. Certified copies of physical originals cannot be completed online.

Which immigration documents need a notary?

Fewer than you might think — IRCC generally takes scans or photocopies. The notarial acts that do come up are statutory declarations of common-law union (IMM 5409), the custodian's part of the custodianship declaration for minor students (IMM 5646), translator's affidavits where a translation is not by a certified translator, and a certified copy only where a checklist specifically asks for one. 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 commission immigration documents online?

Minute Notary's base rate is $24.95 per seal plus HST for eligible online commissioned acts and for certified copies completed at a separate physical appointment. Online checkout also shows the applicable card-processing and additional-signer fees before payment, 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 commissioned document is the same flat $24.95 per stamp, so you can swear a declaration, affirm a translator's affidavit, and declare a second document 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 a document is not in English or French, IRCC accepts a translation by a certified translator (a member of a provincial or territorial translators' body) with no affidavit, or a translation by anyone else accompanied by the translator's affidavit swearing to their language proficiency and the accuracy of the translation. Online, the translator joins the video call, presents valid government photo ID, swears or affirms the affidavit, and signs on camera while the notary takes it. The notary commissions the translator's affidavit; it does not assess the translation's quality.

Will a foreign authority accept an immigration document commissioned 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.

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, 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 an IRCC application calls for a sworn or declared document, start with your IRCC guide and note exactly what it asks for. Declarations, affidavits, and translator's affidavits 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 an immigration declaration or affidavit commissioned online in Canada? Minute Notary commissions IRCC declarations and affidavits by secure video — flat $24.95 per stamp plus HST.

• Book online: Request an appointment
• Call: (613) 434-5555
• Service page: Immigration Documents
• Hours: Every day, Saturday and Sunday included, 8:00 AM to 8:00 PM (Ottawa time)

Sources

• IRCC — Guide 5256, Translation of documents
• IRCC — Application forms and guides
• Commissioners for Taking Affidavits Act (Ontario)
• O. Reg. 431/20: Administering Oath or Declaration Remotely (Ontario)