Certified true copies of digital documents

Many documents never exist on paper anymore: bank statements, utility bills, tax notices, electronic transcripts, letters sent by email. When someone asks for a certified true copy of one, a notary can certify it online. Here’s how it works, which documents qualify, and when you need an in-person appointment instead.

What is a certified true copy?

A certified true copy is a copy that a notary public has compared with the original and confirmed to be true and complete. The notary signs and seals the copy, so the office that receives it can rely on it.

For a digital document, the original is the file you received from the bank, government office, school or company that issued it. On the video call, you show the notary where that file came from, then the notary certifies your copy.

Documents we can certify online

Documents that were issued to you electronically, such as:

• Bank and credit card statements
• Utility and phone bills
• Pay stubs, T4s and notices of assessment downloaded from an online account
• Electronic transcripts and diplomas
• Letters, confirmations and contracts you received by email

What needs an in-person appointment

• Paper originals, like a passport, driver’s licence, birth or marriage certificate, or a paper diploma. The notary has to examine the original in person.
• Scans or photos of paper documents. A scan of a paper document isn’t a digital original, so it can’t be certified online.
• Documents that need an apostille. Global Affairs Canada and Ontario’s Official Documents Services only accept documents certified in person, with a physical stamp and a wet-ink signature.

How it works online

With Notaring, you can do it from home in three steps:

1. Book and upload. Pick a time that suits you and upload your document exactly as you received it.
2. Show the source. On the video call, share your screen and show the notary where your document came from.
3. Get your copy. The notary compares it with your upload, then signs and seals your certified copy.

A certified copy is $22 per session. Certifying more than one document? You can add more when you book. Book your appointment and have your certified copy the same day.

What to have ready

• The document file as you received it
• Your login for the account your document came from, or access to the email it arrived in
• A device with a camera and microphone, ideally somewhere quiet
• A device that can share its screen, ideally a computer

Frequently asked questions

Can you certify a scan of my paper document?

Not online. A scan of a paper document isn’t a digital original, so the notary needs to see the paper original in person.

Will the office accept a digital certified copy?

Most offices in Canada accept a digitally signed and sealed certified copy. If you’re not sure, check with whoever asked for it. If your document needs an apostille, you’ll need an in-person appointment instead.

How long does it take?

The call itself usually takes a few minutes. You can download your certified copy as soon as the notary seals it.

Can I certify several documents in one appointment?

Yes. Upload each document when you book and add the extra documents to your session. Your notary certifies them all on the same call.