✅ Definition: What Are "Specialized Documents"?
"Specialized documents" are documents that:
- ◦Require strict legal formalities or additional declarations,
- ◦May require multiple witnesses or specific qualifications from the commissioner/notary,
- ◦Are intended for use internationally or in formal government/legal contexts.
📑 Examples of Specialized Documents in Ontario
- ◦Affidavit of Execution of Will or Codicil
- ◦Statutory Declaration in Lieu of Guarantor (PPTC 132/326)
- ◦Travel Consent Letters for Minors
- ◦Invitation Letters for Visa Applications (with affidavit)
- ◦Affidavits for Name Changes
- ◦Power of Attorney for Property or Personal Care (especially for submission abroad)
- ◦Letters of Authorization for Vehicle Export
- ◦Affidavits or Declarations for use in Foreign Jurisdictions
- ◦Real Estate Transaction Documents (some forms, e.g., survivorship applications)
- ◦Apostille-bound documents (post-Jan 2024 Hague Convention changes)
🛠️ Requirements to Notarize / Commission Specialized Documents
1.
Legal Authority
Must be a Notary Public or a Commissioner for Taking Affidavits appointed under the Notaries Act or Commissioners for Taking Affidavits Act.
Some documents explicitly require a Notary, not just a Commissioner (e.g., for foreign or federal use).
2.
Photographic ID
Present valid, government-issued photo identification.
Identity must be verified and matched to the person signing.
3.
Document Format
Document must be fully completed but unsigned prior to meeting with the notary/commissioner.
Originals must be presented where applicable (for certified true copies).
4.
Oath or Affirmation
Signatory must take an oath or solemn affirmation in front of the notary/commissioner.
Applies to affidavits, declarations, and statutory documents.
✍️ Signatures Required
- One signature from the client/declarant (in person, before the notary/commissioner).
- One signature from the notary public or commissioner, accompanied by:
- Official notary seal or stamp (mandatory for Notary Public).
- Commissioner's designation (if applicable).
- Additional witness signatures may be required, depending on the document (e.g., POAs or Will affidavits).
📌 Steps to Notarize or Commission a Specialized Document in Ontario
- Prepare the document – complete all fields except the signature.
- Book an appointment with a Notary Public or Commissioner.
- Bring required ID and supporting documents.
- Take an oath or affirmation (if required by the document).
- Sign the document in front of the notary/commissioner.
- Receive the notarized/commissioned document, which includes:
- Signatures
- Date
- Jurisdiction
- Seal or stamp