🔍 Importance of Exhibit Stamping or Sealing:
1. ✅ Evidence Integrity
- •The exhibit stamp affirms that the attached document is directly referred to in the affidavit or declaration.
- •It prevents tampering or substitution of exhibits after the affidavit is sworn or affirmed.
2. ✅ Court Compliance
- •Required by courts and tribunals in Ontario and across Canada under Rules of Civil Procedure (e.g., Rule 4.06(3)).
- •Without proper exhibit marking, your documents may be rejected by a court clerk or not considered valid evidence.
3. ✅ Identification & Clarity
- •The stamp identifies the document with a letter (e.g., “Exhibit A”) and refers to the affiant/deponent.
- •It connects the document to the sworn testimony, allowing judges and parties to reference it clearly and accurately.
4. ✅ Legal Standardization
- •Ensures your affidavit and attached exhibits meet the standard legal format expected by lawyers, courts, and administrative bodies.
- •Used in litigation, immigration, real estate, business agreements, family law, and more.
🔄 Common Format of an Exhibit Stamp
“This is Exhibit ’A’ referred to in the Affidavit of [Name] sworn (or affirmed) before me on [Date] at [City/Province].”
[Signature of Notary or Commissioner]
[Name and Title (e.g., Notary Public)]
🔧 Steps to Complete Exhibit Stamping:
✅ A. For In-Person Notarization
- Bring the Affidavit and Exhibit(s) to a Notary Public or Commissioner.
- The notary:
- Administers the oath/affirmation.
- Reviews and verifies each exhibit to be referenced.
- Applies the Exhibit Stamp or Seal (physically, near the signature or corner).
- Signs and dates the exhibit and the affidavit.
- The notary may apply a notarial seal on both documents.
✅ B. For Remote Online Notarization (RON) in Ontario
- Upload Documents to a secure RON platform used by a licensed Ontario Notary Public.
- Online Meeting:
- You meet the notary via video.
- The notary verifies your identity and administers the oath/affirmation.
- Document Review:
- The notary reviews the affidavit and exhibits digitally.
- Digital Exhibit Stamping:
- The notary attaches a digital exhibit stamp (with software or custom stamp image).
- Includes a declaration like:
“This is Exhibit ’B’ referred to in the Affidavit of [Name] affirmed before me via RON on [Date].”
- Digital Signature and Seal:
- The notary applies a digital seal and signature to each exhibit and affidavit.
- Delivery:
- You receive the digitally signed and sealed package via secure download or email.
🧾 Best Practices:
- Each exhibit must be clearly labeled (A, B, C...).
- Ensure the affidavit specifically refers to the exhibit by name or letter.
- All documents should be bound or appended securely to the affidavit.
📌 Summary
The Exhibit Stamp or Seal:
- Confirms authenticity and inclusion in a legal affidavit.
- Prevents confusion or fraud.
- Is mandatory in many legal filings and proceedings.
- Can be done in-person or via Remote Online Notarization, with full legal effect if properly executed.