A proof of loss is the statutory declaration your insurer asks for after a fire, flood, theft or storm. What goes in it, who declares it, and how to have it commissioned by video.
Last updated: October 19, 2026
Proof of Loss Form in Ontario: What It Is, How to Swear It
Quick answer: A proof of loss is the statutory declaration your property insurer asks for after a fire, flood, theft or storm: your inventory of what was destroyed or damaged and what you claim, when and how it happened, and your other insurance. For fire cover, Ontario's Insurance Act (s. 148, Statutory Condition 6) requires the insured to "deliver as soon as practicable to the insurer a proof of loss verified by a statutory declaration", and the loss is payable "within sixty days after completion of the proof of loss" (Condition 12). Fill in the insurer's own form, leave the signature and the "Declared before me" block blank, and declare it before a notary public or commissioner: online by secure video with Minute Notary, $24.95 plus HST. The notary commissions it; the inventory and the values are yours.
A burst pipe, a kitchen fire or a break-in starts with a phone call to your insurer. A week or two later, the adjuster sends a form called "Proof of Loss", "Sworn Statement in Proof of Loss" or "Statutory Declaration in Proof of Loss", with a line for your signature and a block that reads "Declared before me". That block is the part a notary or commissioner completes.
This guide is for Ontario homeowners, condo owners and tenants with a property claim. It explains what the form is, where the requirement comes from, what to put in it, who declares it, and how to have it commissioned as a statutory declaration by video. Auto claims run on their own forms and rules, so this guide leaves them out. Questions? Call (613) 434-5555.
Key Takeaways
| Decision point | What to check | Why it matters |
|---|---|---|
| The form | The insurer's or adjuster's own proof of loss form | It asks exactly what this insurer needs |
| What it is | A statutory declaration, solemnly declared, not an oath | Same force as if made under oath (Evidence Act, s. 43) |
| What goes in | Inventory, amount claimed, how it happened, other insurance | Statutory Condition 6 lists the particulars for fire cover |
| Who declares | The named insured; each named insured on the form is a signer | A second signer adds $24.95 |
| When | "As soon as practicable", or the date your adjuster gives | The 60-day payment clock starts only once the proof is complete |
| Exhibits | Receipts, photos or schedules the declaration calls exhibits | Each exhibit is marked by the notary and counts as one extra stamp |
| The notary's job | ID, the declaration, exhibits, the seal | Not the inventory, the values or the coverage |
| Price | $24.95 per seal plus HST, online or in person | Card processing fee online; travel fee on a mobile visit |
What Is a Proof of Loss?
A proof of loss is your formal account of a claim, made as a statutory declaration. You set out what you lost, what you claim for it and how the loss happened, then you solemnly declare that it is true in front of someone authorized to take declarations. Insurers and adjusters call it different names: a sworn statement in proof of loss, a proof of loss statutory declaration, or simply "the proof". It is the same document.
"Sworn" is the everyday word, but a statutory declaration is declared rather than sworn on an oath. Ontario's Evidence Act (s. 43) gives the wording for a declaration required by an Ontario statute: you declare the facts "conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath." The insurer's form prints its own version of that clause above your signature.
It is also not a formality. Statutory Condition 7 says: "Any fraud or wilfully false statement in a statutory declaration in relation to any of the above particulars, vitiates the claim of the person making the declaration." Fill it in carefully, and correct anything you are unsure of before the appointment, not after.
Where the Requirement Comes From
Section 148 of Ontario's Insurance Act sets out the Statutory Conditions. They are "deemed to be part of every contract in force in Ontario" to which that Part applies, and they must be printed in the policy under the heading "Statutory Conditions". Condition 6, "Requirements After Loss", says that after a covered loss the insured shall:
- (a) "forthwith give notice thereof in writing to the insurer"; and
- (b) "deliver as soon as practicable to the insurer a proof of loss verified by a statutory declaration".
One point of scope matters. Section 148 sits in Part IV of the Act, "Fire Insurance", and s. 143 applies that Part to insurance against loss or damage from the peril of fire. The same section leaves automobile insurance, theft cover and cover for leakage from water pipes and plumbing outside Part IV. A home, condo or tenant policy that covers fire prints the Statutory Conditions; whether the same rules govern the water or theft part of your claim depends on your policy's wording. For a burst pipe or a break-in, read the conditions section of your own policy and follow the adjuster's instructions. Either way, the form the adjuster sends is what you complete.
What Goes Into a Proof of Loss Form
Statutory Condition 6(1)(b) lists what the declaration must contain. Insurer forms follow the same order, more or less:
| Particular (Condition 6(1)(b)) | What it asks, in the Act's words | What you write |
|---|---|---|
| (i) Inventory and amount | "a complete inventory of the destroyed and damaged property and showing in detail quantities, costs, actual cash value and particulars of amount of loss claimed" | Each item, how many, what it cost, its value and what you claim |
| (ii) When and how | "when and how the loss occurred", and for a fire or explosion, "how the fire or explosion originated, so far as the insured knows or believes" | The date, the cause as far as you know it, what happened |
| (iii) No wilful act | that the loss "did not occur through any wilful act or neglect or the procurement, means or connivance of the insured" | Usually a printed statement you confirm by declaring |
| (iv) Other insurance | "the amount of other insurances and the names of other insurers" | Any other policy covering the same property, or "none" |
| (v) Interests and liens | "the interest of the insured and of all others in the property with particulars of all liens, encumbrances and other charges" | Owner, co-owner, mortgage lender, any lien |
| (vi) Changes since the policy | "any changes in title, use, occupation, location, possession or exposures of the property since the issue of the contract" | A sale, a new tenant, a renovation, a move, or "none" |
| (vii) Where it was | "the place where the property insured was at the time of loss" | The address, and the room or storage unit |
Two more items appear in Condition 6(1) "if required": a complete inventory of the undamaged property, and, "if practicable", books of account, stock lists, and "invoices and other vouchers verified by statutory declaration". Condition 6(2) says that this extra evidence is not part of the proof of loss for the payment and repair clauses (Conditions 12 and 13).
Building the inventory. Go room by room. For each item, write what it is, how many, roughly when you bought it, what you paid and what you claim. The form asks for both cost and actual cash value; how your policy values an item (actual cash value or replacement cost) is a coverage question for your adjuster or your policy wording, not for the notary. Photograph damaged items before anything is thrown out, and keep the photos with the claim.
Who Makes the Declaration
The named insured makes the declaration: the person named on the policy. When two people are named, such as spouses who own the home together, and the insurer's form has a declarant line for each, each of them declares and signs. At the appointment each is a signer, and the second signer adds $24.95 plus HST. Both can join the same video call or be in the same room on a mobile visit.
Statutory Condition 8 covers the exceptions. Proof of loss "may be made by the agent of the insured named in the contract in case of absence or inability of the insured", that absence or inability "being satisfactorily accounted for", or, if the insured refuses, "by a person to whom any part of the insurance money is payable". If someone other than the named insured has to declare, ask the adjuster first how they want it done.
Whoever declares shows valid government photo ID on camera, such as a passport or driver's licence, in the same name as the form.
Deadlines: "As Soon as Practicable" and the 60-Day Clock
The Statutory Conditions set the timing for fire cover:
- Notice: "forthwith", in writing (Condition 6(1)(a)). Condition 15 lets you deliver written notice to the insurer by electronic means, such as email.
- The proof of loss: "as soon as practicable" (Condition 6(1)(b)). Your policy or the adjuster's letter may name a date; meet it.
- Appraisal: if you and the insurer disagree on the value or the amount, "there shall be no right to an appraisal until a specific demand therefor is made in writing and until after proof of loss has been delivered" (Condition 11).
- Payment: "The loss is payable within sixty days after completion of the proof of loss, unless the contract provides for a shorter period" (Condition 12).
- Repair instead of payment: the insurer may repair, rebuild or replace, "giving written notice of its intention so to do within thirty days after receipt of the proofs of loss" (Condition 13).
So the clock that matters most to you starts when the proof of loss is complete. A form with blank lines, an unsigned page or a missing "Declared before me" block is not complete, and the insurer can send it back.
The Statutory Conditions also put a time limit on suing an insurer (Condition 14). If your claim is denied or disputed, talk to a lawyer or licensed paralegal promptly rather than waiting for the paperwork to settle.
What a Notary Can and Cannot Do
What a notary can and cannot do: A notary public checks your government photo ID, administers the statutory declaration, watches you sign, marks the attached inventory, receipts or photos as exhibits when the declaration refers to them, and applies the seal. A notary does not value your items, fill in the inventory, act as an adjuster or public adjuster, or advise on what your policy covers. The content is yours; coverage questions go to your adjuster, your broker or a lawyer.
Minute Notary commissions declarations as an Ontario notary public, in person or by video under O. Reg. 431/20. A notary public and a commissioner of oaths can both take a statutory declaration; our guide to notary public vs commissioner of oaths in Ontario explains the two titles.
Exhibits: Inventory, Receipts and Photos
Some insurer forms build the inventory into the form itself. Others say "see attached schedule", and some ask you to attach receipts, photos or estimates as exhibits. When the declaration refers to an attachment as an exhibit, the notary marks it with an exhibit stamp that ties it to your declaration and signs it, so the adjuster can see which documents you declared to.
Each exhibit the notary marks counts as one extra stamp at $24.95, and when you book online, exhibits cost less from the sixth one on. Before you number twenty receipts as twenty exhibits, ask the adjuster what they want: some insurers want only the form declared, with receipts and photos sent separately.
The Insurer's Form or Our Template?
The insurer's form comes first. It asks what this insurer needs, in the order its claims team reads it. Use it whenever the adjuster sends one.
Our free statutory declaration for an insurance claim is for the other case: an insurer that accepts a declaration in your own words, or asks you to explain one point in a separate declaration. Three more free templates fit common follow-up requests:
- a statutory declaration of loss of receipt, when a receipt for an item is gone;
- a statutory declaration of ownership of property, when you have to show an item was yours;
- a statutory declaration of value of goods, when you have to state what something was worth.
Use them only when the insurer accepts them. If the documents you lost in the fire or theft were IDs or certificates, our guide to what to do when you lose important documents covers the replacements.
How to Get a Proof of Loss Commissioned Online: Step by Step
- Complete the insurer's form on screen or by hand, every line, with the inventory or schedule. Write "none" or "nil" where nothing applies instead of leaving a blank.
- Leave it unsigned. Leave your signature line and the "Declared before me" block empty.
- Scan or save it as one PDF with any exhibits, in the order the form lists them.
- Book the appointment. Choose "Insurance Claim Sworn Statement" when you book online, upload the PDF, and say how many signers and exhibits there are.
- Join the video call and hold your government photo ID to the camera.
- Declare and sign. You solemnly declare the contents true and sign while the notary watches.
- The notary completes the jurat. For a video appointment it records that the declaration was taken under O. Reg. 431/20 and where each of you was, then the notary signs, marks any exhibits and applies the seal.
- Receive the sealed PDF by email and send it to the adjuster.
Online appointments average 3–4 minutes once your ID is ready, every day from 8:00 AM to 8:00 PM Ottawa (Toronto) time. No law obliges an insurer to accept a declaration commissioned by video, so ask your adjuster once before you book. For the general process, see our guide to commissioning a statutory declaration online.
Online or In Person
| Your situation | Best channel | Why |
|---|---|---|
| The adjuster emailed the form and accepts a scan | Online by video | 3–4 minutes, any day, 8:00 AM to 8:00 PM Toronto time |
| Two named insureds in different places | Online by video | Each joins the call; the jurat records where each was |
| The insurer insists on a wet-ink original | In person | A mobile visit: the notary comes to you anywhere in Ontario |
| No working camera, or the home has no power or network | In person | The notary must see and hear the declarant clearly throughout |
On a mobile visit you sign the insurer's paper form in front of the notary, who seals it on the spot. Do not sign the form beforehand in either case: a form signed before the appointment has to be signed again on a clean copy.
Three Short Scenarios
A burst pipe in a condo. In July, a supply line under the kitchen sink in a Kanata condo fails while the owner is at work. The water ruins the flooring and the lower cabinets and stains the ceiling of the unit below. Her insurer's adjuster emails a proof of loss with a two-page schedule. She fills in the schedule from photos and card statements, writes "none" for other insurance, and leaves the form unsigned. That evening she declares it on a video call from her kitchen, and the sealed PDF goes back to the adjuster the same night.
A basement flood in a house. In October, heavy rain floods a finished basement in Orléans. The homeowners are both named on the policy. They photograph the sofa, the carpet and the boxes of stored books before the restoration crew removes them, list each item with what they paid, and attach the contractor's estimate as an exhibit because the form refers to it. Both declare on the same call: two signers, one exhibit.
A break-in. A tenant's laptop, camera and a folder of papers are stolen. The proof of loss lists the items and the police report number. The folder held the vehicle ownership too, so she also needs a lost or stolen vehicle ownership affidavit to replace it.
These are illustrations of common situations, not real clients.
Common Mistakes
- Signing before the appointment. You declare and sign in front of the notary.
- Blank lines. Write "none" or "nil"; a blank can send the form back.
- Values with no inventory. Condition 6 asks for quantities, costs and actual cash value item by item.
- Using our template when the insurer sent a form. The insurer's form comes first.
- Numbering every receipt as an exhibit when the adjuster only wanted the form declared.
- Only one spouse declaring on a form with a line for each named insured.
- Expired ID. Valid government photo ID is required on camera.
- Waiting on a dispute. If the claim is denied or the amount disputed, talk to a lawyer or licensed paralegal; time limits apply.
Pricing
| Service | Fee | Note |
|---|---|---|
| Proof of loss commissioned | $24.95 per seal plus HST | Online or in person; one declarant on one form is one seal |
| Each additional signer | +$24.95 plus HST | For example, the second named insured |
| Each exhibit marked by the notary | One extra stamp | Online, exhibits cost less from the sixth one on |
| Mobile visit in Ontario | $24.95 per seal plus HST, plus $60 | Travel fee once per trip, up to 30 km from our nearest office in Ottawa or Toronto; beyond that, an additional travel fee applies |
Online card payment adds a small processing fee, shown before you pay. Several declarations can be made in one appointment, each with its own seal.
Frequently Asked Questions
What is a proof of loss form?
A proof of loss form is the statutory declaration a property insurer asks for after a loss. You list what was destroyed or damaged and what you claim, state when and how the loss happened, and declare your other insurance and who else has an interest in the property. For fire cover in Ontario, Statutory Condition 6 of the Insurance Act requires "a proof of loss verified by a statutory declaration".
Do I need a notary for a proof of loss?
A proof of loss is a statutory declaration, so you declare it before a person authorized to take declarations: a notary public or a commissioner for taking affidavits. Either can complete the "Declared before me" block. Minute Notary's notary is an Ontario notary public and commissioner, checks your government photo ID, takes the declaration and applies the seal.
How long do I have to submit a proof of loss in Ontario?
For fire cover, Ontario's statutory conditions say to deliver the proof of loss "as soon as practicable", not within a fixed number of days. Your policy or the adjuster's letter may name a date; meet it. The insurer's 60-day payment clock starts only once the proof of loss is complete, and there are time limits on suing an insurer, so if a claim is denied or disputed, talk to a lawyer or licensed paralegal promptly.
Can I get a proof of loss sworn online?
Yes. Under O. Reg. 431/20 an Ontario notary or commissioner can take your declaration over live video: you show government photo ID on camera, declare the contents true and sign while the notary watches, and the jurat records where each of you was. Ask your adjuster once whether the insurer accepts a declaration commissioned by video.
What goes into a sworn statement in proof of loss?
Statutory Condition 6 lists it: a complete inventory of the destroyed and damaged property with quantities, costs, actual cash value and the amount claimed; when and how the loss occurred; that it did not occur through your wilful act or neglect; other insurance; everyone's interest in the property and any liens; changes in title, use or occupation since the policy was issued; and where the property was at the time of loss.
Who signs the proof of loss if two people are on the policy?
The named insured makes the declaration. When two people are named on the policy and the insurer's form has a declarant line for each of them, each one declares and signs, and each is a signer at the appointment. The second signer adds $24.95 plus HST. Both can join the same video call or be in the same room.
Does the notary help fill in the inventory or value my items?
No. The notary checks your identity, takes your declaration, marks any exhibits and applies the seal. The notary does not fill in the inventory, value items, act as an adjuster or public adjuster, or advise on what your policy covers. The inventory and the amounts are yours; questions about coverage go to your adjuster, your broker or a lawyer.
What if I do not have receipts for everything?
Ask the adjuster what they accept in place of a receipt, such as photos, card or bank statements, or a statutory declaration. Statutory Condition 6 lets the insurer ask for invoices and vouchers verified by statutory declaration. Our free templates cover a lost receipt, ownership of property and the value of goods, if the insurer accepts a declaration in your own words.
How long does the insurer have to pay after a proof of loss?
For fire cover, Statutory Condition 12 says "The loss is payable within sixty days after completion of the proof of loss, unless the contract provides for a shorter period." Under Condition 13 the insurer may instead repair or replace the property, giving written notice within 30 days after receiving the proofs of loss.
What if my insurer wants a wet-ink original?
If the insurer insists on a paper original with a wet-ink signature, book a mobile visit: the notary comes to you anywhere in Ontario, you sign the paper form in front of the notary, and the notary seals it. The fee is $24.95 per seal plus HST and a $60 travel fee per trip within 30 km of our nearest office in Ottawa or Toronto; beyond that, an additional travel fee applies.
How much does it cost to commission a proof of loss?
Minute Notary charges $24.95 plus HST to commission one proof of loss for one declarant. Each additional signer adds $24.95, and each exhibit the notary marks counts as one extra stamp, with exhibits costing less from the sixth one on when booked online. Online card payment adds a small processing fee, shown before you pay.
Final Recommendation
Treat the proof of loss as the document that starts your payment clock. Use the insurer's form, fill in every line, build the inventory item by item, write "none" where nothing applies, and leave the signature and the jurat blank. Ask the adjuster once whether a declaration commissioned by video is fine and which attachments they want as exhibits. Then declare it on a short video call and send the sealed PDF back the same day. The notary makes it official; the inventory, the values and any dispute about coverage stay with you, your adjuster and, if it comes to that, a lawyer or licensed paralegal.
Book Your Appointment
Need a proof of loss commissioned? Minute Notary takes statutory declarations by secure video, $24.95 per seal plus HST.
- Request an appointment: Contact us
- Call: (613) 434-5555
- Service page: Statutory Declarations
- Free template: Statutory declaration for an insurance claim
- Hours: Every day, Saturday and Sunday included, 8:00 AM to 8:00 PM (Ottawa time)
Sources
- Insurance Act, R.S.O. 1990, c. I.8, s. 143 (application of Part IV) and s. 148 (Statutory Conditions)
- Evidence Act, R.S.O. 1990, c. E.23, s. 43 (form of a solemn declaration)
- O. Reg. 431/20: Administering Oath or Declaration Remotely
- Commissioners for Taking Affidavits Act (Ontario)
- Notaries Act (Ontario)
This article was written using AI.
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About the author
Kai Mai
Co-founder & Chief Technology Officer, 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.