Remote Online Notarization in Ontario: What You Need to Know in 2025 | Minute Notary Blog | Minute Notary
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January 9, 202510 min read
Remote Online Notarization in Ontario: What You Need to Know in 2025
Explore the current state of remote online notarization (RON) in Ontario. Understand what is available, limitations, alternatives, and what the future holds for virtual notary services.
MN
Minutes Notary
Notary Public • Ottawa, ON
The world has increasingly moved online, and notary services are no exception. Remote Online Notarization (RON)—the ability to have documents notarized via video conference without being physically present with a notary—has transformed how many jurisdictions handle document authentication. But what about Ontario?
This comprehensive guide explores the current state of remote notarization in Ontario, what options are available, and how you can get documents notarized when in-person visits aren't convenient.
What Is Remote Online Notarization (RON)?
Remote Online Notarization is a process where:
The signer and notary connect via live video conference
The signer's identity is verified through digital means
Documents are signed electronically
The notary applies a digital notarial seal
The entire session is recorded and stored securely
Key Features of True RON
Feature
Description
Video conferencing
Live, two-way audio-visual communication
Identity verification
Knowledge-based authentication (KBA) or credential analysis
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:
Consultation and document preparation done virtually
Quick in-person visit for signatures
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
Document Type
In-Person Required?
Notes
Affidavits
Generally yes
Some flexibility exists
Statutory declarations
Generally yes
Similar to affidavits
Powers of attorney
Yes with witnesses
Specific witnessing rules
Real estate documents
Yes
Title insurance requirements
International documents
Yes
Foreign governments require traditional notarization
Certified copies
Yes
Original must be inspected
Documents That May Have Virtual Options
Document Type
Virtual Possible?
Conditions
Wills
Limited
Specific witnessing requirements
Simple declarations
Sometimes
Depends on accepting party
Internal corporate documents
Possibly
If recipient accepts
Personal statements
Sometimes
Non-legal contexts
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
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:
Contact notary office about mobile services
Describe your situation and document needs
Schedule convenient time
Prepare documents and ID
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:
Consultation via phone or video
Documents prepared and reviewed virtually
Quick office visit for signing
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:
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.