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Mon-Fri: 9:00 AM - 5:00 PM Sat: 10:00 AM - 2:00 PM
Ready to Get Your Documents Notarized?
Walk-ins welcome or book an appointment today!
Professional Notary Public services in Ottawa, Ontario. Licensed and authorized by the Province of Ontario to serve your notarization needs.
© 2026 Minute Notary. All rights reserved.
How to Prepare for Your Notary Appointment: Complete Checklist and Tips | Minute Notary Blog | Minute Notary
Guides January 10, 2025 11 min readHow to Prepare for Your Notary Appointment: Complete Checklist and Tips Maximize your notary appointment efficiency with our complete preparation guide. Learn what to bring, common mistakes to avoid, and how to ensure your documents are processed correctly the first time.
MN
Minutes Notary
Notary Public • Ottawa, ON
A little preparation goes a long way when it comes to notary appointments. Whether you're getting a document notarized for the first time or you're a seasoned professional who regularly requires notary services, proper preparation ensures your appointment runs smoothly and your documents are processed correctly the first time.
This comprehensive guide covers everything you need to know before walking into a notary's office, from essential documents to common pitfalls to avoid.
Why Preparation Matters
Being prepared for your notary appointment offers several benefits:
Benefit Description Time savings Complete your business in one visit Cost efficiency Avoid multiple appointments and additional fees Accuracy Reduce errors that could invalidate your documents Reduced stress Walk in confident and ready Professional impression Important for business and legal matters
The Universal Checklist: What Everyone Needs
Regardless of what type of document you're having notarized, these items are always required:
Valid Government-Issued Photo ID
Acceptable forms of identification:
✅ Primary ID (one required):
Valid Canadian passport
Valid provincial driver's license
Ontario Photo Card
Canadian Citizenship Card (photo)
Permanent Resident Card
NEXUS, FAST, or Global Entry Card
✅ Secondary ID (may be requested):
Provincial health card (with photo)
Canadian Forces ID
Bank card with photo
Student ID card
Employee ID card
The Document(s) to Be Notarized
Payment
Document-Specific Preparation Checklists Different types of notarizations require different preparation. Here's what to bring for common document types:
For Certified True Copies When you need notarized copies of original documents:
Common documents for certified copies:
Passports
Birth certificates
Degrees and diplomas
Professional licenses
Marriage certificates
Immigration documents
For Affidavits and Statutory Declarations When making a sworn statement:
Swear an oath (religious) or affirm (non-religious)
Confirm all statements are true to your knowledge
Sign in front of the notary
For Powers of Attorney When authorizing someone to act on your behalf:
The person receiving power does NOT need to be present
Both witnesses may need to be present (for certain POAs)
Consider bringing a trusted friend/family member as witness
For Real Estate Documents When notarizing property-related documents:
Common real estate documents:
Mortgage documents
Deeds and transfers
Lease agreements
Statutory declarations regarding property
For Corporate Documents When notarizing business documents:
Common corporate documents:
Board resolutions
Corporate authorizations
Business contracts
Shareholder agreements
Certificate of incumbency
For Immigration Documents When preparing documents for immigration purposes:
Common immigration documents:
Relationship proof for sponsorship
Employment letters
Financial documents
Educational credentials
Police certificates
For Travel Consent Letters When authorizing child travel:
Timing Your Appointment
How Long Does Notarization Take? Service Type Typical Duration Single document certification 10-15 minutes Affidavit or statutory declaration 15-25 minutes Multiple certified copies 15-30 minutes Power of attorney 20-30 minutes Complex document package 30-60 minutes
Best Times to Book Fastest service typically:
Mid-week (Tuesday, Wednesday, Thursday)
Mid-morning (10am-12pm)
Early afternoon (1pm-3pm)
Busier times to avoid if possible:
Monday mornings
Friday afternoons
Month-end (many business deadlines)
Tax season (April)
Planning for Urgency If your notarization is time-sensitive:
Common Mistakes That Delay Appointments Avoid these frequent errors that can prevent or delay your notarization:
Mistake 1: Signing Before the Appointment ❌ The problem: Documents must be signed in the presence of the notary
✅ The solution: Bring unsigned documents; sign only when instructed by the notary
Exception: Some documents (like mortgage papers from banks) may be pre-signed. Confirm with your notary if unsure.
Mistake 2: Expired or Incorrect ID ❌ The problem: Cannot verify identity with invalid ID
✅ The solution: Check expiration dates before your appointment; ensure name matches document
Mistake 3: Incomplete Documents ❌ The problem: Blanks that should be filled are empty
✅ The solution: Review documents thoroughly; know what information goes in each field
Mistake 4: Missing Required Parties ❌ The problem: All signatories must be present (unless explicitly not required)
✅ The solution: Confirm who needs to attend; coordinate schedules before booking
Mistake 5: Not Knowing What You Need ❌ The problem: Vague requests waste time
✅ The solution: Know specifically what service you need (certified copy, witnessed signature, sworn affidavit, etc.)
Mistake 6: Forgetting Payment ❌ The problem: No payment means no notarization
✅ The solution: Confirm fees and payment methods before arriving
Special Situations
When You Can't Be Present in Person Options for remote or assisted notarization:
Mobile notary services: Notary comes to your location
Hospital/care facility appointments: Available for medical situations
Power of attorney: Have someone else sign on your behalf (limited situations)
Remote online notarization: Available in some jurisdictions (not yet universal in Ontario)
When the Person Signing Has Limited Capacity
Notary may ask capacity-confirming questions
Consider having a lawyer present
Provide medical documentation if helpful
Ensure appropriate support persons are available
When Documents Are in a Foreign Language
Original foreign language document
Certified translation into English or French
Translator's certification
Both documents may need notarization
When You Have Multiple Documents
Organize documents in order of priority
Number or label documents
Bring a list of what needs to be done to each
Separate originals from copies
Indicate how many certified copies of each you need
Questions to Ask When Booking Make the most of your initial call or booking:
"What identification do you accept?"
"What is the fee for [specific service]?"
"How long should I expect the appointment to take?"
"Is there parking available?" (or ask about accessibility)
"Do I need witnesses, and can you provide them?"
"What payment methods do you accept?"
"Do I need to book an appointment or can I walk in?"
"Can you notarize documents in [foreign language]?"
Day-of Checklist The morning of your appointment, verify you have:
Documents
Identification
Practical
After Your Appointment
Verify Your Documents Before leaving the notary's office:
Keep Records
Next Steps Depending on your document:
Submit to the requesting party
Proceed with authentication if needed for international use
File with relevant government offices
Provide to lawyers or other professionals
Frequently Asked Questions
Do I need an appointment or can I walk in? Many notaries accept walk-ins, but appointments are recommended for:
Complex documents
Multiple documents
Time-sensitive matters
Peak business hours
Can someone else pick up my notarized documents? Generally yes, unless the documents contain confidential information. Some offices may require authorization.
What if I realize I need additional copies later? You'll need to return with the original document to have additional copies certified. Keep your originals safe!
What if the notary finds an error in my document? Minor corrections may be possible with proper initialing. Significant errors typically require a new document.
Minutes Notary offers comprehensive notarization services for all your document needs:
Book Your Appointment Today Proper preparation makes all the difference. Use this guide to ensure your notary appointment is efficient, effective, and stress-free.
Ready to Get Started? Contact Minutes Notary to schedule your appointment. Our friendly staff can answer any questions and help you prepare for a smooth notarization experience.
Bring this checklist with you to your appointment! Print it out or save it on your phone for easy reference.
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