Notarial & Authentication Services

At AEGIS Law, we provide professional and comprehensive notarial services to Ontario residents and businesses, ensuring that your documents carry legal force both domestically and internationally. Our notarial services include:

Document Authentication 

This involves verifying the authenticity and integrity of various documents—such as identity cards, educational credentials, and property certificates. Authenticated documents may be used in legal proceedings, commercial transactions, or applications to government agencies.

Common types of document authentication include:

• Affidavits

Written statements sworn or affirmed by an individual, typically used in court proceedings. The document is witnessed by a notary public or lawyer and signed under oath to confirm the truthfulness of the declaration.

• Statutory Declarations

Written declarations signed before a lawyer or notary public, primarily used for governmental or legal purposes—such as name changes or proof of residence.

• Power of Attorney Certification
  A power of attorney grants another person the legal authority to act on your behalf in legal or financial matters. Our lawyers notarize powers of attorney to confirm that the principal has legally conferred those rights on the agent and to ensure the document meets all statutory requirements.
• Certified Translations
  When documents in languages other than English or French are submitted in legal proceedings, they must be accompanied by certified translations. We coordinate with accredited translators and certify translations to guarantee accuracy and compliance with legal or administrative standards.
• Corporate Document Certification
  This service covers the authentication of corporate records—such as articles of incorporation, shareholder resolutions, and board meeting minutes. Certification ensures these documents are recognized as legally valid for litigation, commercial transactions, and other corporate matters.
• Statutory Declarations
  A statutory declaration is a formal statement made before a notary public or lawyer, in which the declarant affirms the truth of the contents under oath. These declarations are commonly used for government filings, immigration applications, and identity verification.

Contract Authentication 

• Contract Execution Notarization
  Our lawyers or notaries witness the signing of contracts—such as lease agreements, commercial contracts, and personal agreements—to confirm that all parties have signed knowingly and voluntarily, ensuring legal validity and enforceability.
• Certified Copy of Contract
  We certify that a contract copy is a true and exact replica of the original, enabling you to submit it to courts or counterparties with full confidence in its authenticity.
• Contract Drafting & Review
  Before execution, our team drafts or reviews contract terms to ensure they comply with the law and protect your interests—an essential service for both business transactions and personal agreements.
• Witnessing of Contract Signatures
  For documents requiring a witness signature, our lawyers or notaries serve as official witnesses, verifying the legitimacy of the signing process.
• Power of Attorney for Contracts
  When a contract is signed by an agent under a power of attorney, we notarize the POA document to confirm the agent’s authority—particularly important in real estate and financial transactions.
• Notarization of Contract Amendments
  We authenticate any post‑execution changes to contract terms—common in long‑term commercial agreements—to ensure all amendments are legally binding.
• Lease Agreement Notarization
  Specialized notarization of residential or commercial lease agreements to certify clarity, legality, and reduce the risk of future disputes.
• International Contract Notarization
  For cross‑border transactions, we notarize contracts to meet both Ontario and foreign jurisdiction requirements, facilitating international trade and investment.

Signature Authentication 

Signature authentication confirms the signer’s identity and verifies that the signature is genuine. AEGIS Law lawyers authenticate signatures by checking identification and issuing a notarial certificate. Common scenarios include powers of attorney, wills, estate planning documents, real estate instruments, and corporate records:

• Power of Attorney Signature Notarization
  Confirms that the principal understands and voluntarily signs the power of attorney, granting legal authority over property, medical decisions, or other matters.
• Consent Form Signature Notarization
  Ensures the signer has given informed, voluntary consent—commonly used for medical consent forms, minor travel authorizations, and legal permissions.
• Identification Signature Notarization
  Verifies that the signature on a certified copy of an official document (e.g., passport, driver’s license) matches the original, confirming the document’s authenticity.
• Corporate Signing Authority Certification
  Authenticates signatures on corporate documents, ensuring that officers or directors are duly authorized to execute specific contracts or resolutions.
• Guarantee Signing Notarization
  Certifies the signer’s understanding and voluntary assumption of legal responsibility under a guarantee or surety agreement—frequently used in loan, mortgage, and other financial arrangements.
• Agreement Signature Certification
  Verifies that all parties sign an agreement (e.g., joint venture, partnership, separation agreement) before a lawyer or notary, confirming their understanding of the terms.
• Signature Witnessing
  Provides an official witness for documents requiring a third-party attestation, ensuring the signing process complies with legal formalities.
• Will Signature Certification
  Authenticates a testator’s signature on a will—signed voluntarily and with capacity—in the presence of a lawyer or notary and required witnesses, making the will legally binding.
• Financial Document Signature Notarization
  Certifies signatures on financial instruments such as loan agreements, mortgage documents, and investment contracts, reducing the risk of future disputes.

“Three‑Level” Authentication 

When documents are to be used across multiple jurisdictions—such as for immigration, international trade, or cross‑border family matters—they must undergo a three‑level authentication process to ensure their legal validity abroad. In Ontario, this typically involves:

• Local Notarial Certification
  A licensed Ontario lawyer or notary public first certifies the document, verifying its authenticity and the legality of all signatures. This initial step confirms that the document’s content and execution comply with provincial laws.
• Provincial Authentication (Ontario Official Document Services – ODS)
  Once notarized, the document is submitted to Ontario’s Official Document Services (ODS). ODS verifies the credentials of the certifying lawyer or notary and adds a secondary authentication stamp, confirming that the notarial act is valid.
• Federal Authentication (Global Affairs Canada)
  Finally, the document goes to Global Affairs Canada for federal authentication. This “authentication of documents” step ensures that the document will be recognized by foreign governments and institutions.

For certain countries, an additional embassy or consulate legalization may be required after the three‑level process. In these cases, the authenticated document must be submitted to the target country’s Canadian embassy or consulate for final legalization to meet that nation’s specific legal requirements.

Apostille

Apostille Certification is an international document authentication method established under the Hague Convention of 1961, which streamlines the legalization process for documents used between member states. With an Apostille, a document carries legal effect in any Apostille Convention country without the need for further consular or embassy legalization. An Apostille is a special stamp or certificate affixed to the document that verifies its authenticity and the legality of its signature.

However, Canada is not a party to the Apostille Convention. Consequently, Ontario and the federal government do not issue Apostilles. Instead, Canadian documents must undergo a three‑level authentication process—local notarization, provincial authentication by Ontario’s Official Document Services, and federal authentication by Global Affairs Canada—and, in some cases, may require additional legalization by the relevant foreign embassy.

How Does Canada Handle Hague Apostille Documents?

Although Canada does not issue or formally recognize Apostilles, it will accept documents from Hague Convention member states if they have been authenticated through Canada’s recognized procedures. This typically involves:

• Apostille in the Issuing Country
  The document must first be apostilled by the competent authority in its country of origin under the Hague Convention.
• Consular or Embassy Legalization
  After obtaining an Apostille, the document usually requires further legalization by the Canadian embassy or consulate in that country to confirm its authenticity.
• Canadian Three‑Level Authentication (for Domestic Documents)
  Documents issued within Canada must undergo the three‑level authentication process to be valid internationally:
  • Local Notarization by a licensed Ontario lawyer or notary public
  • Provincial Authentication by Ontario Official Document Services (ODS)
  • Federal Authentication by Global Affairs Canada

By following these steps, both foreign Apostilled documents and Canadian documents can be properly authenticated for use in Canada and abroad.