Documents For Notarization

Sample Templates, Resources and Information for Apostille, Authentication, Legalization and Superlegalization, Documents for Notarization, Commissioned and Sealed.

Apostille Procedure Made Simple: Notarization + Authentication (Federal) (Provincial) + Legalization.

1. STATUTORY DECLARATION COMMISSIONING

• Custodianship Declaration for Foreign International Students
• Lost, Stolen, Damaged Passport Declaration
• Proof of Loss Motor Vehicle Insurance Declaration
• Medical Insurance Reimbursement Declaration
  
• Statutory Declaration of Common Law Union for work and immigration purposes
• Domestic Partnership Declaration
  
• Statutory Declaration of Single Status and Non-impediment Certificate for Marriage Abroad
• Statutory Declaration - Separation of Legal Spouses or Common-law Partners
  
• OSAP Application Marital Status Declaration - Common-law Union Relationship, Sole Support Parent, Single Independent Status Form.
• Canadian Construction Documents Committee - CCDC - Statutory Declaration of Progress of Payment and Distribution for Contractors and Construction
• Construction Material Bill of Sale Declaration Form
  
• Statutory Declaration in Lieu of a Guarantor for Passport and Immigration Matters
• Estate Documents for Settlement
• Statutory Declarations for Admission and Licensing Examinations/Good Character Confirmation for Professional Colleges, Universities, Legal Bars - New York Bar, Law Societies, Immigration Consulting, Medicine Residency and Fellowship Applications, Accounting, Registered Psychotherapist/ Psychoanalyst and Mental Health Workers, CPSO Annual Professional Corporation Re-newal, Acupuncture and Traditional Chinese Medicine, Nursing and Dental Hygiene Programs.
• Licensing Application/Examination/Registration with the Medical Council of Canada (MCC) and the College of Physicians and Surgeons of Ontario (CPSO) for Domestic and International Doctors. Degrees and Credentials Certifications and Identity Verifications Services.
• Independent Licensing to Practice Medicine Declaration
• United States Medical Licensing Examination
  
• Application for PEBC Pharmacist Evaluating Examination
  
• Statutory Declaration for Annual Renewal of a Corporate Professional Status - Dental, Medicine, Nursing, Accountants and Brokers.
  
• Statutory Declaration for Insurance Indemnification and Releases
• Statutory Declaration - Continuing Professional Development CPD Credit hours for Immigration Consultant in Ontario - ICCRC - CAPIC.
• Statutory Declaration for Proof of Identity and Verification
• Sex Change Application - Gender Change Application - Statutory Declaration by a Person for a Change of Sex Designation on a Birth Registration
  
• Statutory Declaration of a Translator
• Documents for loans, debts and finances
• Replacement of University Degrees / Diplomas Request - Lost & Destroyed Form
  
• Replacement of Birth Certificate Request for out-of-province
• Visitor Visa Invitation Letter and Responsibility Declarations
  

2. COMMISSIONING OATHS AFFIRMING AFFIDAVITS AND IDENTITIES

• Affidavit for Name Change Application
• Affidavit Explaining Spelling Errors and Discrepancies in Names and/or Date of Birth
• Sworn Statement for a Family Gift of a Used Vehicle between Family Members - Old/ Used Car/ Vehicle Transfer Tax Exempt Form Notarization.
  
• Children School Vaccination Exemption Form Notarization - Health and Long Term Care - Public Health - Sworn Statement of Conscience or Religious Belief Affidavit for Immunization of School Pupils Act.
• Provincial Nominee Program PNP - Nomination Affidavit for Immigration
• Lost Government Cheque Affidavits
• FRO Forms - Family Responsibility Office for collecting court order payment arrears and to provide financial statement declaration.
  
• Lost Saving Bonds Affidavits
• Transfer Bonds Affidavit of a Deceased Estate
  
• Transferring Shares Affidavits
• New York State Bar Admission Affidavit
• New York State Traffic Violations Admission and Pleading Affidavit
  
• Affidavit of Identification for Release of Trust and Court Supervised Funds.
• Air Canada Affidavit for Designation of a Common-Law Partner
• Out of State Traffic Ticket Infraction Reduction Request and Pleading Affidavit
• Landlord and Tenant Board Affidavit Affirmation
• Out-Of-Province and Country - Statutory Declaration for Proof of Identity
  
• Insurance Claims Commissioning
• Affidavit For Application and Renewal of Indian Passports - Change of Name - Change of Signature - Change of Appearance - Application for a Minor
  
• Documentations for Domestic and International Adoptions
  
• Affidavit of Not-For-Profit organization - activity club status
• Affidavit of Service and other court related documents - Small Claims, Superior Court, Appeal Court, Family Court, Federal Court, Immigration, Landlord and Tenant Board.
  

3. WITNESSING SIGNATURES, IDENTITY VERIFICATION AND CONFIRMATION

• Witnessing Divorce/ Separation/ Custody/ Marriage/ Cohabitation Agreements
• Witnessing Corporation Minutes by the Directors
• Witnessing Contracts, Agreements, Leases, Promissory Notes, and Waivers
• Witnessing Board of Trade Waivers and Releases for International Tendering
• Toronto Board of Education Immunization and Vaccination Exemption Form
• Confirming Certificate of Life - For Old Age Foreign Pensions
• Certified Identity Confirmation for Candidate to the Medical Council of Canada
• Certification of Identification Form for Registration for Medical School Examination and Licensing
• Certification of Identity Form for Licensing Examination and Admission Application to the United States of America Bar - exp. New York State Bar and the California State Bar etc.
  
• Certification of Identity Form for Licensing Examination and Admission Application to the Law Society of Upper Canada as a Lawyer or Paralegal
  
• Out-of-Province - British Columbia - Alberta - Statutory Declaration for Proof of Identity
  
• Disposition of Frozen Embryos/Sperm/Eggs
  
• Certificate Confirming Residential Address for School Application
  
• Graduate School Applications
  
• Real Estate Transactions and Rental Agreements
  
• International Adoption - Certificate of Preparing Witnesses For Court Decorum via Telephone Conferencing.
• Security Clearance Identity Verification/Confirmation
  
• Private and Corporate Transactions
• Job Applications and Opinion Letters
• Employment Letter of Offer and Acceptance Confirmation
  
• Special/Limited/Specific Powers of Attorney for  1) Use in Foreign Jurisdictions - India - China etc, 2) When you must be out of the country: NOT to be confused with General and Continuing Powers of Attorney for use in Canada. 
  
• Children Consent Letter to Travel and Vacationing Abroad Notarization

4. CERTIFIED TRUE COPIES - NOTARIAL TRUE COPIES CERTIFICATION SEALS - MUST BRING THE ORIGINAL COPY AS WELL AS THE PHOTOCOPY OF THE DOCUMENT:

• University Degrees Notarization
• College and Highschool Diplomas Notarization
• Passport Notarization
• Work Permit Notarization
• Visitor Visa Permit Notarization
• Work Permit Notarization
• Foreign Work Visas Teaching Applications for Teachers to teach English in South Korea, Japan, Brazil, Vietnam, China etc.
• Student Study Permit Notarization
  
• University and College Transcripts Notarization
• Marriage/Birth/Death Certificate Notarization
• Police Record and Criminal Background Clearance Certificate/Letters Notarization
• Identification Notarization - PR Cards etc

If you require a sample template in relation to statutory declarations, affidavits, consent to travel for children traveling abroad, special/limited power of attorney, and visitor visa invitation letters, please email my office at vinhtranlaw@hotmail.com and I will forward you a copy of the precedent.

Documents that this law office will NOT notarize:
1. Wills
2. Power of Attorney for Property
3. Power of Attorney for Personal Care
4. Affidavits of Execution of Wills and Powers of Attorney
5. ILA Certificate - Independent Legal Advice Certificate for Mortgages and all Agreements (including, but not limited to Divorce and Separation Agreements).

As a practising lawyer, I DO offer the above legal services and my fees will reflect the work and insurance coverage that I must consider when placing my seal on those documents. These are important documents that carry great risk of liability to my practice. The fees that I charge for notarization do not justify the risk of placing my good name and credentials on documents that have been drafted by lay persons or printed off the internet. The fees for these documents will start at $200. Please email my office for a specific quote.

If you wish to have your will and powers of attorney made or a proper independent legal advice conducted by a licensed, practising and insured lawyer, then text 647-209-7389 or email vinhtranlaw@hotmail.com

Policies Regarding Your Identity and Your Documents:

To combat fraud, the Law Society of Upper Canada (LSUC), which governs lawyers and law firms practicing in the Province of Ontario, Canada, has amended its Bylaw 7.1 which now requires all lawyers to make  identification and verification of ALL clients; Similar regulations are now also in place in most other Canadian jurisdictions.

As a result, please NOTE the following information about yourself MUST now be obtained by my office to comply with the LSUC's identification requirements:

Individual Client:

• Full name - VERIFICATION VIA PHOTO ID'S (non-expired photo IDs.).
• Home address and home telephone number
• Business address and phone number 
• E-mail address
• Occupation
• Copy or photograph of the document where the seal lands.
  

Organization Client:

• Organization’s full name
• Organization’s business address and phone number
• Organization’s incorporation or business identification number and the place of issuance, if applicable.
• The general nature of the type of business or businesses of activity or activities engaged in by the organization (not required if the organization is a financial institution, government body or a company that is not a private company).
• Name, position and contact information of all individuals authorized to provide instructions on behalf of the organization.
• Copy or photograph of the document where the seal lands.

IF YOU ARE UNWILLING TO PROVIDE my office with the above mentioned information. PLEASE DO NOT CONTACT MY OFFICE FOR NOTARIAL SERVICES. YOU SHOULD BE WARY OF THOSE OTHER NOTARIES PUBLIC AND LAWYERS WHO DO NOT REQUIRE THESE INFORMATION FROM YOU.

For your protection, I am Vinh T. Tran, you can verify my name, pictures, and credentials. I am a sole practitioner, lawyer, notary public and commissioner of oaths. I do not employ anyone who can access your private information. I also do not work for any persons or companies who can dictate the use of your private information. I have given lectures to lawyers and companies on various subjects including creating public trust and how to protect private information from external contractors and agencies, and especially from internal employees. I am NOT associated with, affiliated with, or related to, any other law firm, organization, corporation, association or notaries public directory services.

101- Explained: Notarization, Authentication, Legalization, Apostille - FREE information

Children and Notarized Letter of Consent to Travel

Many countries around the world, including Canada, require that proper documents are presented to  Customs Authorities before they will allow exiting from/ entry into their countries with minor children. Foreign Customs and Immigration Officials are trained to look for missing children and they have the legal right to ask questions about any children travelling with an adult, even if that adult is the children's own biological parent. Furthermore, it does not matter that the children and the adult travelling with them are Canadian Citizens, Canadian Customs and Immigration Officials may still seek to ask questions before allowing such persons re-entry into Canada. Therefore, when travelling with children, it is prudent to prepare to present various documents to Customs and Immigration Officials, both domestically and internationally. These documents may include, but not limited to:

1. Birth certificates showing the names of both parents;
2. Death certificate, if one of the parents is deceased.
3. Legal Documents pertaining to custody order granted by a family court judge;
4. Citizenship and/or other relevant ID's as required by the country you want to enter with the children;
5. Valid Passports; and
6.  Notarized Letter of Parental Consent for the children to travel.
   

As recommended by the Department of Foreign Affairs and International Trade Canada, in order to ensure that the Parental Consent Letter will not be questioned by Customs Authorities, the letter should be certified/notarized and sealed with a notary public stamp by a person who has the authority to administer oaths and solemn declarations. Vinh T. Tran is a PRACTISING LAWYER, a notary public, and a commissioner of oaths, in and for the Province of Ontario, can assist in swearing the consenting parent under oath, witnessing the signing of the consent letter and notarizing the consent letter to allow your children to travel.

1. If your child is travelling with one parent, the other parent (the parent NOT travelling must give consent) MUST be present before Vinh T. Tran to be sworn under oath, to witness the signing of the consent letter, and finally sign, date and sealing the the letter with a notary public seal stamp in order to give permission for the child to travel with his/her spouse or the parent who is travelling with the child;
2. If your child is travelling alone, then BOTH parents MUST be present before Vinh T. Tran to be sworn under oath, sign and date the letter in order to give permission for the child to travel alone.
3. If your child is travelling with neither parents, i.e. with a relative exp. Grandparent/ Older sibling/ Aunt/ Uncle etc., then BOTH parents MUST be present before Vinh T. Tran, to be sworn under oath, sign and date the letter in order to give permission for the child to travel with an accompanying adult/ relative.
4. If you are in a blended family, all parents may need to be present with proper photo ID's before Vinh T Tran, to be sworn under oaths, sign and date the letter in order to give permission for the child/children to travel out of the country.
   

Although there is a sample consent letter for children travelling abroad on the government website, it is not the formal and official letter that must be used. As every situation is unique, there is no formal template for which you can download. As such, you may draft your own letter to fit the dynamic of your family exp. blending family, multiple children, restrictions due to court order or by agreement etc, as long as you include the relevant information, including but not limited to:

• Parents' full legal names and profession, contact information and support identification number (DL or passport #).
  
• Child or list the names of all the children, including DOB and passport numbers and citizenship.
• Information about the adult travelling with the minor, including full legal name, relationship, profession, citizenship and contact information.
• Information about the location(s) and duration you permit the consent letter to take effect.
• The name and contact information of the lawyer/notary public who will seal the letter.

It is equally important to confirm the travel advisories as well as the embassy to see whether there are any other requirement needed to be fulfilled before you can embark on your vacation. For example, in the near future, travelling to Mexico will require numerous documentation procedures including translation of the consent letter into Spanish, notarization of the consent letter, authentication of the notary public who notarized the letter then get it legalized at the embassy offices. For more information, please contact the:

CONSULATE GENERAL OF MEXICO IN TORONTO
Coverage: Ontario and Manitoba Address:
11 King Street West, Suite 350
Toronto, Ontario, M5H 4C7
Telephone: (416) 368-2875
Fax: (416) 368-8342
Email:cgmtoronto@consulmex.com
Website: http://www.sre.gob.mx/toronto/

If you require a sample template of the consent letter for children to travel abroad from my office, please email vinhtranlaw@hotmail.com and request for a free template.

True Copies - Identification - Notarization - Certifications - Certified True Copy of the Original Document - Certification, Validation, Verification.

In Ontario, only a notary public can certify and validate a photocopy of the original document as “certified true copy of the original document.”

The notary public is legally obligated to inspect/examine the photocopy and the original document and comparing the two documents to ensure that the photocopy is exactly the same as the original document.

When the notary public is satisfied that the two documents are identical, by the authority under the Notaries Act, R.S.O. 1990, he/she will insert a certifying statement on the document or through a cover letter certificate certifying and validating the photocopy document as the “true and accurate copy of the original document” as examined on a specified date. A signature of the notary public and his/her original notary public seal notary stamp will be signed and imprinted on the document to finalize the process.

Notarial True and Accurate Copies Certifications (MUST bring the ORIGINAL DOCUMENT AND PHOTOCOPY to be notarized and certified as true copy).

Foreign Document and Translation Requirement:

My office and legal authority permit me to notarize any and all documents to be used locally, national and international jurisdictions. Where a document is to be used in Canada but it is in a foreign language, it must first be translated into English or French. If the document is to be used outside of Canada, I am allowed to commission and notarize it but there may be additional steps that you must complete before such a document can be accepted and recognized as a legal document in such jurisdiction. These steps may include Notarization, Authentication, Legalization, and Superlegalization (Apostille).

Free Information Re: Notarization, Authentication, Legalization and Apostille of Documents. What is it? What's the procedure? DIY - How To:

Apostille of a document is to certify the document with a special Apostille stamp or by way of issuing a certificate so that the document could be used or be recognized in foreign countries. The Apostille procedure is meant to eliminate the chain of cumbersome and costly process of:

• notarization (by a notary public);
• authentication (by the government agency that holds records of registered notaries public); and 
• legalization (by the foreign consulate or embassy where the document is to be used)

Many countries around the world wanted to eliminate the above required procedures to a single formality called Apostille. Hence, they agreed to be signatories to a treaty called the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalization for Foreign Public Documents, it is also known as the Apostille Convention. Unfortunately, Canada decided not to sign the said treaty. As a result, in order for public documents in Canada to be recognized in foreign jurisdictions, the traditional certification procedures mentioned above must be employed. 

More information about the Apostille Convention can be found through the following links: Wiki and Hague Conference on Private International Law

Many lawyers, notaries public, commissioners of oaths, and various agencies will often charge you a fee to have the notarized documents authenticated and legalized. However, both the authentication and legalization processes are not as complicated as these individuals would like to have you believe. In fact, you can do it all on your own and save yourself a lot of money. Why pay someone ridiculous sum of money to mail your documents on your behalf? They cannot expedite the processing of your documents any faster than you personally attending at the governmental offices and embassies yourself.

The most important step is to verify the credential of the person who claims to be a lawyer, notary public, and commissioner of oaths. One of the easiest ways to verify the credential of these professionals is through the Law Society of Upper Canada's Lawyer Directory. Unless you are able to confidently confirm the person's name, contact information, and credential as found on the directory, do not use such services for notarization. In short, any delays or impediments to the processing time of your documents are usually due to the fact that the government agencies and embassies cannot quickly and easily verify the legal authority of the lawyer/notary public.

The second step is notarization. You will need to find a qualified and verifiable lawyer, notary public, and commissioner of oaths to notarize your documents.

The third step is authentication, the process of verifying the legal authority and registration of the lawyer/notary public/ commissioner of oaths, who officiated, notarized, and/or commissioned your documents to ensure that the person is not a fraudster and the documents he/she notarized is not rendered invalid. To authenticate, you will need to consult with the receiving embassy or consulate whether they wanted your documents to be authenticated federally or provincially. You will be required to submit your notarized documents (including the name and contact information of the notary public), your identifications and a fee to have your documents authenticated by one of the following Canadian Government Authorities:

a) Federally, through the office of the Foreign Affairs and International Trade Canada. Additional information can be found on that link in respect to authenticating your documents federally.

b) Provincially, through the office of the Ontario Ministry of Government Services, the Official Documents Services Branch. Additional information can be found on that link in respect to authenticating your documents provincially.

Once the Canadian Government Authority is satisfied that the signature and seal of the notary public on the document is not fraudulent, they will issue a certificate or another seal to confirm the authenticity of the document and the notary public's registration and credential.

The final step is legalization, or sometimes called superlegalization, which is done through the receiving embassy or foreign consulate located in Canada. Most consular offices will require that you contact them to make an appointment in advance. You will be required to submit your Canadian government authenticated documents, your identifications and a fee, to the receiving embassy who will place yet another seal or stamp and legalize your documents to be used and recognized in its country.


PLEASE NOTE: I DO NOT USE RED SEAL NOTARY STAMPS. MY PREFERRED CHOICE IS THE GOLD SEAL FOIL STAMP. THE GOLD NOTARY STAMP IS THE MOST USED AND ACCEPTABLE GOLDEN STANDARD FOR COURTS, GOVERNMENT AGENCIES, LAW OFFICES AND SCHOOLS ACROSS THE COUNTRY AND AROUND THE WORLD.

COPYRIGHT and TRADEMARKS STRICTLY ENFORCED as to the use of some, all, the combination, or the ordering, of the words, terms, symbols, tags, and contents used in this website ad and those found on other websites provided by Vinh T. Tran, is strictly prohibited.

The following Registered Trade Names are registered to The Law Offices of Vinh T. Tran, Esq.

ONeLAW.ca
1LAW.ca
Toronto Mobile Lawyer
Toronto Mobile Notary Public
House Call Notary Public

The following Domain Names are registered to the Law Offices of Vinh T. Tran, Esq.:

Toronto Mobile Lawyer: www.torontomobilelawyer.ca
Ontario Estate Law: www.ontarioestatelaw.ca
House Call Notary: www.HouseCallNotary.ca 
House Call Notary Public: www.HouseCallNotaryPublic.ca 
House Call Notary Public: www.HouseCallNotaryPublic.com 
Mobile Notary Public: www.MobileNotaryPublic.ca 
ONELAW: www.ONeLAW.ca ; www.1law.ca 
Brampton Notary Public: www.BramptonNotaryPublic.com 
Burlington Notary Public www.burlingtonnotarypublic.com
Newmarket Notary Public www.newmarketnotarypublic.com
Richmond Hill Notary Public: www.RichmondHillNotaryPublic.com 
Markham Notary Public: www.MarkhamNotaryPublic.com 
Vaughan Notary Public: www.VaughanNotaryPublic.com 
North York Notary Public: www.NorthYorkNotaryPublic.com 
Toronto Mobile Notary Public: www.TorontoMobileNotaryPublic.ca 
Toronto Mobile Notary www.torontomobilenotary.ca
Upper Canada Notary Public: www.UpperCanadaNotaryPublic.com 
Upper Canada Notary www.uppercanadanotary.com/
Mississauga Notary Public: www.MississaugaNotaryCommissioner.com 
Mississauga Notary Public; www.Mississauga-Notary-Public.com
Scarborough Notary Public: www.ScarboroughNotaryCommissioner.com 
Scarborough Notary Public: www.scarborough-notary-public.com
Etobicoke Notary Public: www.etobicoke-notary-public.com
Oakville Notary Public www.oakville-notary-public.com
Woodbridge Notary Public: www.WoodbridgeNotaryPublic.com 
Commissioner of Oaths: www.Commissioner-of-Oaths.ca 
Commissioner of Oaths: www.commissioner-of-oaths.com
Commissioner for Taking Affidavits: www.Affidavits-Commissioner-Oaths.com 
Toronto Commissioner of Oaths www.torontocommissionerofoaths.com
Ontario Notary Public www.ontario-notary-public.com/
Canada Notary Public www.canada-notary-public.com/

*NOTICE to Competitors* Intellectual Property In Full Effect: Adding the letter "s" to a word such as "Housecalls Notary Public" or adding a word before or after "Mobile Notary Public" such as "24/7 Mobile Notary Public Services" is STILL plagiarism and an intellectual infringement. As legal professionals, you are expected to come up with your own terms and ideas when conducting your legal practice. Your reputation is everything. Violating my copyrighted materials and registered trade names while refusing to disclose your identity and credentials is unethical and contrary to the Rules of Professional Conducts. Attempts to passing off my registered trade names and goodwill will be reported to the Law Society of Upper Canada and challenged in court. Take note that violating my copyrighted materials without prior written permission at your own peril.


Vinh T. Tran, Esq, Barrister & Solicitor, Notary Public, reserves all rights, including but not limited to, the right to seek civil damages and other remedies including costs thereof on a substantial indemnity scale basis against the violators and reporting the violators to their governing body, in Ontario, violators who are lawyers and paralegals will be reported to the Law Society of Upper Canada.