"Notarize a signature online" usually means one of two acts. Sworn statements and declarations can be commissioned by video under O. Reg. 431/20; witnessing a signature stays in person. How to tell which one you need.
Last updated: September 23, 2026
Notarize a Signature Online in Canada — What Video Can and Cannot Do
Quick answer: "Notarizing a signature online" covers two different notarial acts, and Ontario law treats them differently. Sworn statements, affidavits, and statutory declarations can be commissioned over secure video under O. Reg. 431/20 — fully online, from any city in Canada, flat $24.95 per stamp plus HST. Witnessing an ordinary signature (a contract, agreement, or letter with no oath) can only be done in the notary's physical presence — the Notaries Act permits remote acts only where a regulation provides for it, and none does — so it is handled in person at our Ottawa office or by mobile visit. Many witness-only documents can be prepared as statutory declarations so they qualify for the online route.
When someone asks for a "notarized signature," what they usually want is proof that the person who signed really is who they say they are, and that they signed in front of an official. Whether that can happen over video depends on the notarial act your document needs — and that single distinction decides everything else in this guide.
This guide explains the two acts, which documents can go fully online, how a witness-only document can often be converted into an online-eligible declaration, and what to have ready. If you already know what you are signing, you can book online or call (613) 434-5555. For the bigger picture, see our guide to online and virtual notary services.
Key Takeaways
| Decision point | What to check | Why it matters |
|---|---|---|
| Notarial act | Swearing/declaring vs. witnessing a signature | Oaths and declarations can be remote; witnessing is in person. |
| Document type | Affidavit, declaration, contract, consent, POA | Sworn documents go online; witness-only documents can often be prepared as declarations. |
| Identification | Valid government photo ID, name match | Required on camera (or in person) for every signer. |
| Signature | Unsigned until the appointment | You sign in front of the notary. |
| Receiver rules | Whether a declared version is accepted | The receiving organization decides what it accepts. |
| Price | Flat $24.95 per stamp plus HST | Same online or in person. |
The Two Acts Behind a "Notarized Signature"
What a notary can and cannot do: A notary public in Ontario verifies your identity and either commissions your oath or declaration or witnesses your signature, then records the act with a signature and seal. A notary does not confirm that the document's contents are true, fair, or legally effective, and does not give legal advice about what you are signing. If you need to know whether the document is sound, have a lawyer or paralegal review it first.
The legal line comes from two statutes:
- Commissioning (online-eligible). Under O. Reg. 431/20, made under the Commissioners for Taking Affidavits Act, an oath or declaration can be administered remotely: a live two-way video call, identity verification, a modified jurat that records both parties' locations, and a record of the transaction. This is permanent Ontario law, not a pandemic measure.
- Witnessing (in person). The Notaries Act (s. 3(3)) only allows a notary to act outside a person's physical presence where a regulation made under the Act provides for it — and no regulation has been made for witnessing a signature or certifying a copy. So plain signature witnessing, and notarial certificates that attest a document was signed in the notary's presence, stay in person.
Minute Notary offers both: remote commissioning by secure video, and in-person witnessing at our Ottawa office or by mobile appointment.
Which Documents Can Go Online — And Which Cannot
| Document | Online by video? | Note |
|---|---|---|
| Affidavits and sworn statements | Yes | Commissioned under O. Reg. 431/20. |
| Statutory declarations | Yes | Same remote-commissioning authority. |
| Consent and authorization letters | Often — as a declaration | Prepared as a statutory declaration; witness-only versions are in person. |
| Contracts and private agreements | In person | Signature witnessing requires physical presence. |
| Corporate resolutions and business documents | In person | Witnessing act, unless the document is a sworn/declared statement. |
| Powers of attorney | In person | Signed in person before two witnesses — our practice. |
| Real estate and mortgage documents | In person | Lenders and registries expect in-person, wet-ink signing. |
| Certified copy of a paper original | In person | The notary must inspect the paper original. |
The conversion that makes a document online-eligible
Many everyday documents — a travel consent letter, an invitation letter, a permission to act on your behalf — do not contain an oath, so on their face they only need a witnessed signature. Drafted that way, they are in-person documents. But the same facts can usually be stated as a statutory declaration: you solemnly declare that the contents are true (for example, that you are the child's parent and consent to the travel), and the notary commissions that declaration by video with the Reg. 431/20 jurat. The declared version carries the weight of a sworn document.
Two caveats. The wording has to be a genuine declaration — adding a casual "I swear" line is not enough, and we confirm the wording is right before the appointment. And the receiving organization decides what it accepts: most accept a remotely commissioned declaration, but if yours insists on an in-person witnessed original, book the office or mobile visit instead.
How Online Remote Commissioning Works — Step by Step
- Confirm the act. If the document is (or can be prepared as) a sworn statement or statutory declaration, it qualifies. If it must stay witness-only, book in person.
- Have the document ready and unsigned. You sign in front of the notary on the call.
- Book the service and a time. Choose the matching service when you book online. Slots run on Ottawa time (America/Toronto).
- Join the video call. Use a device with a working camera and microphone in a quiet, well-lit room. If several people declare, each joins on camera.
- Verify identity. Each declarant holds up valid government photo ID.
- Swear or declare, and sign, while the notary watches. The notary administers the oath or declaration live.
- The notary completes the modified jurat. It records that the act was administered under O. Reg. 431/20 and the location of each party, with the notary's signature and seal.
- 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
Remote commissioning is by video, so declarants connect from every province and territory:
| Province / Territory | Major cities clients book from |
|---|---|
| Ontario | Toronto, Ottawa, Mississauga, Brampton, Hamilton, London, Markham, Vaughan, Kitchener–Waterloo, Windsor, Oshawa, Barrie, Kingston, Guelph, Sudbury, Thunder Bay |
| Quebec | Montreal, Quebec City, Laval, Gatineau, Longueuil, Sherbrooke, Trois-Rivières |
| British Columbia | Vancouver, Surrey, Burnaby, Richmond, Victoria, Kelowna, Abbotsford, Nanaimo, Kamloops |
| Alberta | Calgary, Edmonton, Red Deer, Lethbridge, Fort McMurray, Medicine Hat, Grande Prairie |
| Manitoba | Winnipeg, Brandon, Steinbach |
| Saskatchewan | Saskatoon, Regina, Prince Albert, Moose Jaw |
| Nova Scotia | Halifax, Dartmouth, Sydney |
| New Brunswick | Moncton, Saint John, Fredericton |
| Newfoundland & Labrador | St. John's, Mount Pearl, Corner Brook |
| Prince Edward Island | Charlottetown, Summerside |
| Territories | Whitehorse (YT), Yellowknife (NT), Iqaluit (NU) |
Where you join the call does not decide acceptance — the party receiving the document does:
- Documents used federally or across Canada commonly accept an Ontario commissioner's remote jurat, from any city.
- Documents for use in Ontario are squarely within an Ontario notary's authority.
- Documents tied to another province's registry, or a foreign authority, may have their own rules — confirm first.
- Quebec institutions often expect a Quebec notaire; federal documents are commonly accepted.
We confirm your document is a fit on the call before any fee applies, and nothing is charged until it is.
Online or In Person — How to Decide
| Your situation | Best channel | Why |
|---|---|---|
| Affidavit, sworn statement, statutory declaration | Online by video | Commissioned live under O. Reg. 431/20. |
| Consent or authorization letter | Either | Online when prepared as a declaration; in person as a witnessed letter. |
| Contract or agreement needing a witnessed signature | In person | Witnessing requires the notary's physical presence. |
| Power of attorney | In person | Signed in person before two witnesses — our practice. |
| Real-estate or mortgage signing | In person | Lenders and registries expect wet-ink signing. |
| Certified copy of a paper original | In person | The notary must inspect the paper original. |
| Several declarants in different cities | Online by video | Each joins the same call with their own ID. |
How Identity Verification Works on the Call
Remote commissioning uses the same identity check as in person, done on camera, for every declarant. The notary will:
- Ask each declarant to hold their government photo ID to the camera so name, photo, and signature are visible.
- Confirm the name on the ID matches the document; ask for proof where a name has changed.
- Check each ID is valid and unexpired — expired ID is generally not accepted in Ontario.
- Confirm each declarant is acting freely and understands the document.
If a signer's primary ID is missing a detail, have a second piece of government ID ready. Every declarant must be present on the call — an oath cannot be administered to someone who is not there.
What to Bring to Your Online Appointment
| Item | Why you need it |
|---|---|
| The document, unsigned | You sign and swear/declare in front of the notary. |
| Valid government photo ID (each signer) | Ontario rules require valid government ID on camera. |
| A second piece of ID when possible | Some receivers want stronger identity proof. |
| All declarants present on camera | Each must be identified and administered the oath. |
| A device with camera and microphone | The appointment is a live video session. |
| A payment method | The flat fee plus HST is taken before release. |
Booking note: A standard appointment covers one signer and one document. Multiple signers or documents can take longer — mention it when you book. Call (613) 434-5555 if you are unsure which service applies.
When to Call a Lawyer or Paralegal Instead
- You need someone to review or draft the document, not just notarize it.
- The agreement involves a dispute, large sums, or complex terms you are unsure about.
- The document is a power of attorney, will, or real-estate instrument with specific legal requirements.
- A signer's capacity to sign is in question.
A notary commissions or witnesses the signing; a lawyer advises on whether you should sign.
Common Mistakes to Avoid
- Signing before the appointment. The notary must administer the oath or witness the signature live. Bring it unsigned.
- Assuming any document can be done by video. Only oaths and declarations can be remote; plain witnessing is in person.
- A signer missing from the call. Every declarant must appear on camera with ID.
- Booking the wrong service. A power of attorney or property transfer needs an in-person appointment.
- Expired ID. Valid government photo ID is required on camera.
- Assuming the notary vetted the contract. Notarization proves the signing, not the terms.
Documents We Often Handle
Commissioned online by video — sworn statements and declarations of every kind: OSAP affidavits, common-law declarations (IMM 5409, ISP-3004), vehicle-transfer sworn statements, name-change declarations, insurance sworn statements, and consent or authorization letters prepared as statutory declarations.
Witnessed in person at our Ottawa office or by mobile visit — private contracts and agreements, vendor and service agreements, corporate resolutions signed by an officer, acknowledgements and undertakings an institution requires witnessed, and any document the receiver insists on as a witnessed wet-ink original.
Authorization letters
An authorization letter lets one named person do one thing for you: collect a document or a package, obtain information from an institution, or complete a single transaction. It is narrower than a power of attorney, which grants broad, ongoing authority under statutory rules and needs a formal revocation. Government agencies, banks, property transactions, medical authorizations, and anything used abroad usually ask for the letter to be notarized; employers, schools, and courier pickups usually do not. When in doubt, ask the receiver: notarization records your identity, your signature, and the date, and does not oblige the receiver to accept the letter.
How we handle it depends on what the receiver wants. A letter that must be witnessed is signed in front of the notary in person. A letter the receiver will accept as a sworn statement is written as a statutory declaration and can be commissioned online by video like any other declaration. Bring the letter unsigned, with the named person's full legal name spelled the way it appears on their ID.
If your document is a power of attorney, a will, or a property instrument, tell us when you book — we sign wills and powers of attorney in person before two witnesses (our practice) and handle property signings in person as well, so none of them can be completed in an online appointment.
Pricing and Booking
| Service | Fee | Note |
|---|---|---|
| Notarial act (per stamp) | $24.95 per stamp | Flat rate plus HST, online or in person |
| Each additional stamp / seal | $24.95 | Same flat rate, no bulk tiers |
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 the matching service when you book online, or call (613) 434-5555.
Frequently Asked Questions
Can I get a signature notarized online in Canada?
It depends on the notarial act. If your document is a sworn statement, affidavit, or statutory declaration, an Ontario notary can commission it by secure video under O. Reg. 431/20 — you show valid government photo ID and swear or declare on the call. If what you need is a notary to witness an ordinary signature (a contract, agreement, or letter with no oath), no regulation under the Notaries Act allows that act to be done remotely, so it is handled at our Ottawa office or by mobile appointment. Many documents can be prepared as a statutory declaration so they qualify for the online route — ask before you book.
What does it mean to notarize a signature?
Notarizing a signature means a notary public verifies your identity and watches you sign, then certifies the act with their signature and seal. The notary confirms who signed and that they signed in the notary's presence — not that the content of the document is true or legally sound.
Why can't a notary witness my signature over video?
Ontario's Notaries Act only allows a notary to act outside a person's physical presence where a regulation made under the Act provides for it — and no regulation has been made for witnessing a signature or certifying a copy. The only remote authority is O. Reg. 431/20 under the Commissioners for Taking Affidavits Act, which covers administering oaths and declarations, not witnessing. That is why sworn documents can be done by video while plain signature witnessing stays in person.
Can my document be changed so it qualifies for the online route?
Often, yes. A document that only needs a witnessed signature can usually be prepared as a statutory declaration — you solemnly declare the facts, and the notary commissions that declaration by video with the modified Reg. 431/20 jurat. Whether the receiving organization accepts a declared version is their call, so confirm with them first; we review suitability before the appointment.
What do I need for an online commissioning appointment?
A device with a working camera and microphone, a stable internet connection, valid government photo ID, and the document itself, unsigned. You sign and swear or declare in front of the notary on the call. If more than one person declares, each joins on camera and presents their own ID.
How much does it cost?
Minute Notary charges a flat $24.95 per stamp plus HST, the same online or in person, with no tiers. Online appointments add HST plus a small card processing fee, shown in full before you pay, and nothing is confirmed until payment succeeds. If more than one person is signing, an additional signer fee also applies.
Can several people in different cities be on the same call?
Yes — for sworn statements and declarations. Each declarant joins the same secure video appointment, presents their own valid government photo ID, and swears or declares while the notary commissions the document. Tell us how many signers there are when you book so the appointment is the right length.
Is the online appointment secure and private?
The appointment runs over a secure video connection, and the notary keeps a record of the act as O. Reg. 431/20 requires. Join from a private, quiet space and share your screen and documents only with the notary. For a sensitive document, you can ask how your information is handled before the call.
Does notarizing a signature make my contract legally binding?
No. Notarizing proves who signed and that they signed in front of the notary — it does not make an otherwise invalid agreement valid, and it does not mean the notary checked the terms. Whether the contract is enforceable depends on its content and the law that applies. For that, have a lawyer or paralegal review it before you sign. The longer answer — what the seal proves, what it cannot fix, and when swearing is the real requirement — is in are notarized documents legally binding?.
Which documents cannot be done in an online appointment?
Certified true copies of paper originals (the notary must hold the paper document) and plain signature witnessing, because the Notaries Act allows remote work only where a regulation provides for it and none exists for those acts. Wills and powers of attorney are signed in person before two witnesses as our practice, so they cannot be completed in an online appointment. Real-estate and mortgage signings, and any document the receiving authority requires as an in-person, wet-ink original, also stay in person. Many witness-only documents can be prepared as declarations and commissioned online instead.
Final Recommendation
If you need to notarize a signature online in Canada, start with the act: a sworn statement or statutory declaration can be commissioned by video under O. Reg. 431/20, and many witness-only documents can be prepared as declarations so they qualify. If the document must stay witness-only — or it is a power of attorney, property instrument, or paper original to be certified — book the in-person appointment. Either way, confirm the receiving party accepts the format before you book, bring valid photo ID and the unsigned document, and get legal advice on the terms of anything with real stakes — the notary proves the signing, not the soundness of the deal.
Book Your Appointment
Need to notarize a signature online in Canada? Minute Notary commissions sworn statements and declarations by secure video, and witnesses signatures in person — flat $24.95 per stamp plus HST.
- Book online: Request an appointment
- Call: (613) 434-5555
- Service page: Notarizing Signatures
- Hours: Every day, Saturday and Sunday included, 8:00 AM to 8:00 PM (Ottawa time)
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About the author
Kai Mai
Content Editor, Minute Notary
Kai Mai writes and edits the Minute Notary guides, working from the published federal and Ontario guidance each article links, and from what Ottawa clients actually run into with certified copies, affidavits, statutory declarations, travel consent letters, and immigration paperwork. These guides are general information written by our editorial team — not legal advice, and not a professional opinion on your document. The receiving authority always has the final say.