Remote Online Notarization in Ontario: What You Need to Know in 2025

The Current State of RON in Ontario (2025)

Ontario's Position on Remote Notarization

As of 2025, Ontario has not fully implemented comprehensive remote online notarization legislation similar to what exists in many U.S. states. However, the landscape is evolving.

Current situation:

• Traditional in-person notarization remains the standard
• Some remote options emerged during COVID-19 pandemic
• Virtual witnessing rules were temporarily expanded
• Permanent solutions are being developed

What Changed During COVID-19

The pandemic accelerated changes to how documents could be witnessed and signed:

Temporary Measures (2020-2021):

• Virtual witnessing of wills and powers of attorney permitted under specific conditions
• Some flexibility for remote commissioning of affidavits
• Video conferencing accepted for certain document types

Post-Pandemic Status:

• Many temporary measures have expired or been modified
• Permanent legislation is being considered
• Traditional notarization remains most widely accepted

Current Options for Remote and Virtual Services

While full RON isn't universally available in Ontario, several alternatives exist:

1. Virtual Commissioning (Limited)

What it is: Having documents commissioned (a related but different service) via video conference

Availability: Limited, depends on the commissioner and document type

Requirements:

• Live video connection
• Clear view of signer
• Identity verification
• Document must be mailed for physical signature and seal

2. Mobile Notary Services

What it is: The notary travels to your location

Benefits:

• Maintains in-person requirements
• Convenient for those who can't travel
• Available for homes, hospitals, offices
• Same legal validity as office visits

Ideal for:

• Mobility-challenged individuals
• Hospital or care facility residents
• Busy professionals
• Remote locations

3. Satellite or Partner Locations

What it is: Notaries with multiple locations or partnerships

Benefits:

• More location options
• Extended hours at some locations
• Same notary relationship maintained

4. Hybrid Approaches

What it is: Combination of virtual preparation and in-person execution

How it works:

1. Consultation and document preparation done virtually
2. Quick in-person visit for signatures
3. Documents can be delivered digitally afterward

Benefits:

• Minimizes in-person time
• Allows for thorough remote preparation
• Efficient for complex documents

Documents and Their Remote Notarization Status

Documents That Typically Require In-Person Notarization

Documents That May Have Virtual Options

The Technology Behind Remote Notarization

Understanding the technology helps you evaluate options:

Identity Verification Methods

Knowledge-Based Authentication (KBA):

• Questions based on personal history
• Information from credit bureaus and public records
• Multiple-choice format
• Real-time verification

Credential Analysis:

• Government ID scanning
• Facial recognition comparison
• Document authenticity verification
• Biometric matching

Multi-Factor Authentication:

• Something you know (password, security questions)
• Something you have (phone, email access)
• Something you are (biometric data)

Electronic Signature Technology

Types of e-signatures:

1. Simple electronic signature: Typed name, click-to-sign
2. Advanced electronic signature: Linked to signer, tamper-evident
3. Qualified electronic signature: Highest security, certificate-based

For notarization, advanced or qualified signatures are preferred

Video Conferencing Requirements

Minimum standards typically include:

• High-quality video (720p or higher)
• Clear audio
• Stable internet connection
• Screen sharing capability
• Recording functionality
• Secure, encrypted platform

When In-Person Notarization Is Non-Negotiable

Certain situations absolutely require in-person notarization:

Legal Requirements

1. Land registry documents: Ontario's land registration system requires traditional notarization
2. Court filings: Most court documents need in-person authentication
3. International documents: Foreign embassies and governments typically require physical seals
4. Financial instruments: Banks and lenders generally require in-person execution

Practical Considerations

1. Original document inspection: Certified copies require viewing the original
2. Complex documents: Multiple signatures, witnesses, or attachments
3. Capacity concerns: When mental capacity is in question
4. High-value transactions: Additional security for significant matters

Preparing for the Future of Remote Notarization

What's Coming to Ontario?

The legal profession and government are actively working on:

• Updated legislation: Modernizing notarization laws
• Technology standards: Establishing requirements for RON platforms
• Security frameworks: Ensuring fraud prevention
• Professional guidelines: Training and certification for remote services

How to Stay Informed

• Monitor Law Society of Ontario announcements
• Follow legislative updates
• Check with your notary about new service offerings
• Watch for technology platform certifications

Alternatives When You Can't Visit a Notary

Option 1: Mobile Notary Service

Best for:

• Medical situations
• Elderly or disabled individuals
• Extremely busy schedules
• Multiple signers at one location

How to arrange:

1. Contact notary office about mobile services
2. Describe your situation and document needs
3. Schedule convenient time
4. Prepare documents and ID
5. Notary comes to your location

Additional costs: Typically $50-150 extra for travel

Option 2: After-Hours Appointments

Best for:

• Working professionals
• Those with childcare challenges
• Scheduling conflicts

Availability: Many notaries offer:

• Evening appointments
• Weekend hours
• Lunch-hour express service

Option 3: Location-Based Services

Options include:

• Notary offices in shopping centers
• Services in legal clinics
• Bank notary services (limited)
• Real estate office notaries

Option 4: Document Preparation Services

Virtual preparation, in-person execution:

1. Consultation via phone or video
2. Documents prepared and reviewed virtually
3. Quick office visit for signing
4. Documents delivered digitally if appropriate

International Considerations

Documents for Foreign Use

When documents are destined for other countries:

Traditional notarization is almost always required:

• Authentication by Global Affairs Canada
• Apostille (for Hague Convention countries)
• Embassy legalization (for non-Hague countries)

Why remote doesn't work for international documents:

• Foreign governments require physical seals
• Authentication chain requires original notarizations
• Embassy processes are designed for physical documents

U.S. Remote Notarization

Important distinction: Some U.S. states have robust RON laws. If you need a document notarized by a U.S. notary for U.S. use, remote options may be available through American platforms.

This does NOT apply to:

• Documents requiring Canadian notarization
• Documents for use in Canada
• Documents requiring Ontario-specific notarization

Frequently Asked Questions

Can I get any document notarized online in Ontario right now?

True remote online notarization with all documents executed virtually is not yet fully available in Ontario. Limited virtual options exist for specific document types, but most require at least some in-person component.

Is a document notarized remotely in another jurisdiction valid in Ontario?

Possibly, depending on the document and its purpose. Documents notarized in other Canadian provinces or countries may be recognized, but you should verify with the receiving party before relying on remote notarization from another jurisdiction.

Why hasn't Ontario fully implemented RON?

Several factors are involved:

• Different legal framework than U.S. states
• Privacy and security considerations
• Need for updated legislation
• Professional regulation requirements
• Land registry system requirements

How soon will full RON be available in Ontario?

There's no definitive timeline. Legislative changes are being discussed, and technology is advancing, but no specific implementation date has been announced as of 2025.

Are there security risks with remote notarization?

All notarization methods carry some risk. RON platforms address security through:

• Multi-factor identity verification
• Session recording
• Tamper-evident technology
• Audit trails

However, in-person notarization provides additional security through physical presence and direct observation.

Tips for Getting Documents Notarized Efficiently

While waiting for remote options to expand, maximize efficiency with these tips:

Before Your Appointment

• Confirm exactly what type of notarization you need
• Prepare all documents in advance
• Verify ID requirements
• Consider mobile service if travel is difficult
• Ask about after-hours availability

During Your Appointment

• Bring all required documents
• Have valid ID ready
• Ask any questions upfront
• Verify accuracy before signing
• Get enough copies for your needs

After Your Appointment

• Store documents safely
• Make digital backups
• Submit to required parties promptly
• Keep notary contact information for future needs

Related Services

Minutes Notary provides comprehensive notarization services to meet your needs:

• Certified Copies: True copies of your important documents
• Notarizing Signatures: Witnessed and authenticated signatures
• Statutory Declarations: Sworn written statements
• Affidavits: Legal sworn statements
• Power of Attorney: Authorization documents
• Travel Consent Letters: Child travel permissions
• Immigration Documents: Immigration documentation services

Looking Forward

The notarization landscape continues to evolve. While full remote online notarization isn't yet standard in Ontario, the industry is moving toward more flexible, technology-enabled solutions. In the meantime, mobile services, flexible scheduling, and hybrid approaches help bridge the gap between traditional requirements and modern convenience.

Questions About Your Notarization Needs?

Contact Minutes Notary to discuss your specific situation. We'll help you find the most efficient solution for your document notarization needs, whether that's an in-office visit, mobile service, or guidance on what options may be available for your particular documents.

This article reflects the state of remote notarization in Ontario as of early 2025. Regulations and available services may change. Always verify current requirements with qualified notary professionals and receiving parties.