Question 1

Do I need an appointment?

Accepted Answer

No appointment is needed — just visit our office during business hours. If you have many documents or a special situation, we suggest calling (416) 848-8323 first so we can confirm the required materials and expected timing.

Question 2

What should I bring for ordinary notarization?

Accepted Answer

Bring the original document(s) that need to be witnessed (please leave them unsigned; we will witness your signature in person), plus two valid government-issued IDs, at least one with a photo — for example a passport, Ontario driver's licence or PR card. For certified true copies, bring the original document to be certified.

Question 3

Can I sign and notarize documents remotely by video (Virtual Notary)?

Accepted Answer

Yes. We provide virtual notarization in accordance with applicable Ontario requirements. The fee is the base fee for the notarial service plus a CAD $150 virtual service fee. For example, a standard notarization that starts at CAD $40 in person starts at CAD $190 by video. The process includes online identity verification, signing by video conference and delivery of an electronic notarized document. Please call to discuss eligibility and book an appointment.

Question 4

What is the difference between a "Certified Translation" and "Translation + Notarization"?

Accepted Answer

Certified translation: a qualified translator prepares the translation of your document (common examples: ID cards, degree certificates, household registers).

Translation + notarization: the translator swears or declares that the translation corresponds to the original, and the notary witnesses that declaration and applies the notarial seal. Whether a translator's affidavit or notarized translation is required depends on the receiving organization (e.g. school, immigration authority or court).

Question 5

When do I need an Apostille?

Accepted Answer

An Apostille is usually required when a Canadian document will be used in a member country of the Hague Apostille Convention. The typical process is:

① We complete the notarization and/or translation;
② The document is submitted to Ontario's Official Documents Services (ODS);
③ Once Apostilled, the document can be used directly in Convention member countries (both China and Canada are members).

Question 6

Does the Apostille fee include government charges? How long does it take?

Accepted Answer

Our quoted fee does not include government fees or HST. The Apostille charge and processing time set by ODS / Global Affairs Canada are based on their latest published information. We submit and track the file on your behalf and provide a clear breakdown of all fees.

Question 7

How do I apply for a Custodianship Declaration for school/study in Canada?

Accepted Answer

Minor children studying in Canada often need to submit IRCC form IMM 5646, which has two pages (one signed by the custodian and one by the parent/guardian). Both pages must be signed in front of a notary and sealed. We provide bilingual guidance, identity verification and witnessed signing, and organize the supporting documents according to the school or school board's requirements.

You can download the IMM 5646 form from IRCC: https://www.canada.ca/en/immigration-refugees-citizenship/services/application/application-forms-guides/imm5646.html

Question 8

What is the difference between "parent-authorized custodianship" and court "Guardianship"?

Accepted Answer

A Custodianship Declaration is a statement of care/supervision arrangements for school or visa purposes; it is not the same as court-appointed legal guardianship. Court guardianship must be obtained by applying to court under Ontario's Substitute Decisions Act, 1992 (SDA). We can notarize declaration documents; establishing or changing legal guardianship requires a lawyer to make a court application.

Question 9

How is court guardianship assessed and handled?

Accepted Answer

If the person granting authority may have cognitive limitations, we must assess their understanding and voluntariness (capacity & voluntariness). A medical or professional assessment may be needed. If the person lacks capacity, the usual route is an SDA guardianship application or following an existing power of attorney (POA) and substitute decision-maker framework. Remote notarization is not recommended when capacity is in doubt.

Question 10

I only have an electronic/scanned copy. Can I get a certified true copy?

Accepted Answer

In general, a certified true copy requires the notary to compare the copy against the original. If you only have a scan or electronic copy, we would first verify its source (for example a government e-document with a verifiable barcode or verification code) before deciding whether it can be treated as equivalent to an original. We recommend bringing the original to maximize acceptance.

Question 11

Do you offer rush/same-day service? What payment methods do you accept?

Accepted Answer

Most standard notarizations and translation-with-notarization can be completed the same day. Apostille timelines depend on government processing. We accept cash, debit, credit card and e-transfer (methods displayed in our office). We confirm the timeline and materials list when you book, and keep you updated after submission to the relevant authority.

Question 12

Can I sign the document before I come in?

Accepted Answer

No. Documents that require witnessing must be signed in front of the notary. For certified true copies, please bring the original document.

Question 13

Can I pick up my document the same day?

Accepted Answer

Standard notarizations, signature witnessing and certified true copies are generally completed during your in-person visit. Projects involving translation or government authentication require additional time, which we explain in advance.

Question 14

Is parking available?

Accepted Answer

Yes. Our Scarborough office at 20 Bamburgh Cir has a dedicated private parking lot right beside our office, with reserved free spaces for clients. You can park immediately and proceed directly to your appointment without circling the plaza.

FAQ & document checklist

Frequently asked questions

Requirements checklist

Identification

Documents

Translation

Official forms and guidance