Who Can Certify Documents in Canada?

Numerous situations may require submission of essential documents like your identification cards, academic records, birth certificates, or passports as supporting documents. As is evident, these are crucial documents, and replacing them can not only be time consuming, but also expensive. As such, most situations require that applicants submit notarized copies (certified true copies), commonly known as certified copies, instead of submitting the original documents.

What are Certified Copies?

Certified copies are photocopies of original documents containing statements made by professionals affirming that they have seen and inspected the original documents and that all the information on the copies match the original documents, and the photocopies haven’t been altered in any way.

Who can certify a document in Canada

Who Can Certify a Copy?

Most people often find themselves in a position where they require answers to questions such as, “who can sign a true copy in Canada?” Well, only professionals in specific fields may sign or certify copies. Most of these professionals are regulated, and whoever is to certify these copies depends on where the copies are to be submitted.

Applicants who intend to submit their documents to the Canadian government have various options because several professions can certify copies. They include:

  • Chief of First Nations Band

  • Chief of First Nations Band

  • Councillor of First Nations Band Council

  • Council members of the Métis Settlements General Council

  • Saskatchewan Provincial Métis Council Members

  • Dentist

  • Executive Officer of Nunavut Tunngavik Inc.

  • Executive Officer of Inuvialuit Regional Corporation

  • Executive Officer of an Inuvialuit Community Corporation

  • Executive Officer Makivik

  • Judge

  • Lawyer

  • Notary in Quebec

  • Magistrate

  • Magistrate

  • Mayor

  • Medical Doctor

  • Minister of Religion (authorized by provincial law to perform marriages)

  • Notary public

  • Optometrist

  • Pharmacist

  • Police officer

  • Postmaster

  • Secondary School Principal

  • Primary School Principal

  • Professional accountant (APA, CPA, CGA, CMA, PA, RPA)

  • Professional engineer (P.Eng., Eng. in Quebec)

  • Senior administrator in a community college

  • CEGEPs administrator

  • Senior administrator or teacher in a university

  • Social worker with MSW (Masters in Social Work)

  • Veterinarian

Making Sure a Copy is Certified

The certified documents must also include:

  • The original document’s name
  • The date when the documents were certified
  • The title or official position of the person certifying the documents
  • The signature of the person certifying the documents
video

When your documents are certified by professionals such as notaries public, they assure the people whom the photocopied documents are presented to that they are genuine reproductions of the original documents.

When are Certified True Copies Required?

In most cases, certified copies are required for governmental, employment, and academic applications. Certified copies are also needed for ongoing reporting requirements. For instance, securities regulators and stock exchanges often require personal information forms which must include certified true copies.

People also need the services of a professional who can sign a true copy in Canada to certify copies of their utility bills or leases to prove that they reside in a particular place if they wish to enroll their children to school. Those who want to acquire trade or professional licenses might also need to submit their certified true copies of their qualifications and academic records.

Lastly, those applying for visas for other countries require certified true copies of documents like their marriage certificates, name-change certificates if they changed their names, military service records, birth certificates, and passports.

NOTE THAT:

When you want your documents to be certified, ensure that the following factors are adhered to:

  • Ensure the photocopies are of good quality- Light or illegible certified copies may not be accepted.
  • Ensure that all parts of your original documents are shown in the copies.
  • If the professionals certifying your copies use press seals to emboss the papers- to produce stamps without color but with raised letterings- it’s recommended that they use colored seals. Doing so ensures that stamps show up on photocopied documents.