Notary Public in Richmond Hill & Markham

Notary Public Richmond Hill

Same Day Notary Public in
Richmond Hill & Markham, Ontario
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Operating under the name HLF Notary Services, we offer full notary public and legal document services. We are not just notaries. We are also lawyers. Thus, we have expertise in notarization, witnessing and filing the requisite documents and drafting, editing and reviewing legal documents.

Also check: Legal Practice Areas

HLF Notary Services provides a wide array of notarization, commissioning and legalization services. They include:

  • Statutory declarations and affidavits
  • Certified copy of an original document
  • Witness of a signature
  • Notarization of electronic documents
  • Travel and immigration documents e.g. passport, visa, letter of consent to travel, letter of invitation for visas
  • Apostille (authentication and legalization for foreign countries)
  • Mobile notary services
  • Fingerprinting services; criminal background checks
  • Processing and filing of legal documents for several embassies
    (including Canadian, American and Iranian consulates services).

Before you hire a notary you should be aware of the comprehensive services you can expect from a professional. Our broad-ranging Notary Public & Legal Document Services are listed below.

Notarizing Documents (Notary Public)
• Notarizing any Document by a Certified Notary Public
• Notarizing Signatures
• Notarizing Agreements, Contracts, Bank Documents,  Loan Documents, Deeds of Trust, Real Estate Documents, Quick Claim Deeds, Power of Attorney, Insurance Forms, Proof of Loss Forms, and other legal documents, also transcripts, diplomas and degrees

Certified True Copies
• Certifying an Authentic Copy of a Document by a lawyer’s signature

Commission of Oaths
• Administering Oaths by a Commissioner of Oaths

• Drafting Affidavits
• Letter of Invitation (in support of a visitor’s visa to Canada)
• Affidavit for Transfer of Vehicle Ownership
• Affidavits of Execution for a Will
• Affidavits for court proceedings, professional accreditation, insurance claims or any other required by law

Statutory Declarations
• Drafting Statutory Declarations
• Statutory Declarations Confirming Identity
• Statutory Declaration of Marital Status
• Statutory Declaration of Common Law Union
• Statutory Declaration about Ownership of Property
• Statutory Declaration of Insurance Loss
• Any Other Statutory Declaration Required by Law

Apostille (Authentication & Legalization)
• Notarizing, Authenticating and Legalizing documents for use outside Canada

Passports (New Applications & Lost or Stolen)
• Oath Commissioned by a Notary Public
• Certifying Applicant’s Photograph
• Declaration in Lieu of Guarantor
• Certification of Supporting Documents

Passport Processing Services
• Submission by Mail
• Urgent Submission Assistance
• Passport Office Submission
• Airport Pickup Services

Consent to Travel Documents
• Drafting and/or Notarizing Consent to Travel Document (for when a child is travelling without one or both parents)

Visa Processing Services
• Processing of applications for Business, Tourist or Student Visas through various embassies and consulates in Canada

Permanent Resident Card Applications
• Oath Commissioned by a Notary Public
• Certification of Applicant’s Photograph
• Declaration in Lieu of Guarantor
• Certification of Supporting Documents

International Adoption

Fingerprinting Services
• RCMP Accredited Fingerprinting Services
• Electronic Fingerprinting and Submission (where your fingerprints are captured and submitted electronically to the RCMP for processing)
• Ink & Roll (where a set of prints on a physical fingerprint card is needed)
• Finger Print & Criminal Record Destruction Requests
• Criminal Pardon Requests & Applications

Criminal Background Checks (CNIC)
• Canadian Criminal Background Checks

Legal Document Drafting
• Drafting Legal Documents e.g. Affidavits, Statutory Declarations, Dispositions, Demand Letters, Legal Notices, Contracts, Leases, Mortgages, Prospectuses, Shareholders Agreements, Commercial Documents, Articles of Professional Incorporation, Powers of Attorney, Wills.

Mobile Notary Services
• Flexible and convenient hours and dates for appointments and mobile services.

Why choose HLF?

Our services are professional and efficient. Our fees are affordable and competitive. Our hours are expansive and flexible.

We appreciate that our clients often need documents completed and authenticated in a hurry. Rest assured. You do not have to make an appointment days in advance. We offer same day service. We provide mobile notary services. Emergency appointments, rush appointments, urgent appointments, last minute appointments, after hours appointments, and same day appointments are available. We have 24-hour message service. We will try to return your message within 24 hours.

Do not risk having the receiving agency or official department returning your documents because cannot they verify the lawyer, notary public, and commissioner of oaths who certified/notarized your documents.

For more information on our Notary Public Services & Legal Document Services in Richmond Hill and Markham GTA, please contact us.

For other legal services please visit: Lawyer Richmond Hill

More information on notary public

About Notaries

A notary public is an individual who can witness oaths, solemn affirmations, statutory declarations or the signing of affidavits. A notary public may also certify documents to be true copies of the original.  Documents are notarized to prove their authenticity and to ensure that they are properly executed.

In Ontario a notary public gets his or her powers from the Notaries Act. Section 3 states in part:

    [a] notary public has and may use and exercise the power of drawing, passing, keeping and issuing all deeds and contracts, charter-parties and other mercantile transactions in Ontario. It also involves attesting to all commercial instruments that may be brought before him or her for public protestation, and otherwise acting as is usual in the office of a notary public and having all the rights, profits and emoluments rightfully appertaining and belonging to the calling of notary public.

As well, a notary public has and may exercise the powers of a commissioner for taking affidavits in Ontario. (section 4(1), Notaries Act).

A notary public who administers oaths or takes affidavits or declarations in Ontario does not have to affix his or her seal for that oath, affidavit or declaration to be valid (section 4(2), Notaries Act).

All Ontario lawyers are commissioners for taking affidavits (section 1(1), Commissioners for taking Affidavits Act, RSO 1990, c. C.17). But not all Ontario lawyers are notaries. In Ontario a lawyer is not automatically a notary public by virtue of office. However, sections 1(1), 1(2), and 2 of the Ontario Notaries Act, RSO 1990, c N.6 provide that a lawyer is entitled to be appointed a notary public without further examination, upon application and payment of certain fees to the provincial government.

A Notary who is not a lawyer cannot give legal advice or prepare legal documents. If they do so, they can be prosecuted for the unauthorized practice of law. Since we’re also lawyers, we are permitted not only notarise your documents, but also draft them and answer your legal questions. We can do much more for you than witnessing the swearing of an oath or a solemn affirmation.

We are members of the Law Society of Upper Canada (Ontario) in good standing. We have professional liability insurance coverage and are insured to provide legal advice. We are permitted to claim solicitor-client privilege against external or governmental authorities to protect your rights and interests if you disclose information to us.

At HLF Notary Services, we are distinguished by the fact that all of our lawyers are certified notaries public, as well as commissioners of oath.

Things You Should Know

If you are the deponent preparing to sign an affidavit or statutory declaration, here are some things you should know.

Identity verification. You must verify your identity. The Act states that every oath shall be taken by the deponent in the presence of the commissioner or notary public (among others) who has satisfied themselves of the genuineness of your signature (section 9, Commissioners for taking Affidavits Act, RSO 1990, c. C.17).

You can verify your identity by showing at least one piece of government-issued photo identification (e.g. driver’s licence, health card, passport) that has not expired.

Oath or Affirmation. You may (a) swear while holding the Old or New Testament or in such manner and form and with such ceremonies as you declare to be binding or (b) make an affirmation or declaration (sections 16 and 17 of the Ontario Evidence Act, RSO 1990, c. E.23). Therefore, you may, but do not have to, hold a religious book or raise your hand to take an oath. Typically, deponents hold religious books only in a court of law.

After you read and understand the affidavit or statutory declaration (including any schedules or exhibits), the notary or commissioner will administration the oath.

Affidavit. The notary will ask you whether you would prefer to swear or affirm its contents. The notary will then ask you something like this: “Do you [swear/solemnly affirm and declare] that the contents of this affidavit as subscribed by you are true [, so help you God (only if swearing)]?”

Statutory Declaration. The notary will ask you something like this: “Do you make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath?”

Execution. You should sign the affidavit or statutory declaration in the notary’s presence. If you have already signed it, the notary might ask you to sign it again in his presence.

Jurat. After the notary administers the oath, he will sign (or date) the jurat (that is, the statement requiring the name(s) of the person(s) swearing (or affirming) the affidavit and where, when, and before whom it was sworn (or affirmed)).

Why notarization?

Having a document notarized deters fraud. Notarization makes it more likely that deponents/signatories are who they claim they are. Notarization is required for certain agreements, such as affidavits, deeds, mortgages, easements, powers of attorney and living wills. These documents may not be legally binding unless they are properly notarized.

Also, private bodies and individuals may require notarization to strengthen the document and to protect it from fraud.
A notarization usually means the deponent acknowledged to the Notary that he or she signed the document or vouched under oath or affirmation that the contents of the document were true. Notarization does not make a document “true” or “legal”.

Authentication and Legalization

Documents that are notarized in Canada for use abroad must pass through the process of “authentication” and “legalization” so as to confirm their validation in a foreign jurisdiction. This process is similar to “apostille certificates” released by participant countries in the The Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents (1961). Canada has not signed this convention. Thus, notaries in Canada do not provide “apostille certificates”. But, depending on the country and the particular document, notaries can provide authentication and legalization services.

“Authentication” eliminates the burden placed on foreign courts and authorities, by proving valid documents originating outside their countries. Authentication is carried out by the DFAIT (Department of Foreign Affairs and International Trade) and provincial authentication authorities like the Government of Ontario’s Management Board Secretariat (Official Documents).

Authentication confirms the registration of a notary public, notary’s seal and signature. When the authentication process has been completed, “legalization” starts. The document is provided to the consulate of the relevant foreign country for certification. The document then acquires legal authority in that country.

Glossary of Notary-related Terms

Acknowledgement : It certifies the signer appeared in person before the notary, was identified by the notary and acknowledged signing the document.

Affidavit: A written statement or declaration of facts that are sworn or affirmed by the “deponent” (the person swearing or affirming) to be true. It is the written equivalent of oral evidence under oath by the deponent. The deponent swears or solemnly declares the written description of facts to be true, to the best of the deponent’s knowledge. An affidavit is usually related to court proceedings.

Affirmation: A solemn declaration made by a person to tell the truth.

Apostille: An international certification comparable to a notarisation in domestic law. The Hague Convention Abolishing the Requirement for Legalisation for Foreign Public Documents (1961), also known as the Apostille convention, or the Apostille treaty (which Canada has not signed) specifies the modalities through which a document issued in one of the signatory countries can be certified for legal purposes in all the other signatory countries. “Apostille” is a French word meaning “certification”. The Canadian alternative to apostilling documents is to have the Notary Public’s seal and signature authenticated and then legalized by the foreign consulate.

Certified copy: A copy of a document that a Notary certifies is identical to the original.

Commissioner for taking affidavits: A person who can legally administer an oath, affirmation or declaration, for example, to a person making an affidavit. In Ontario, he or she derives his or her authority from the Commissioners for taking Affidavits Act, RSO 1990, c. C.17.

Deponent: A person making a statement under oath or affirmation, often in an affidavit.

Deposition: An affidavit or statement made under oath or affirmation. Also, the administration of an oath or certificate.
Electronic Fingerprinting and Submission: Your fingerprints are captured and submitted electronically to the RCMP for processing.

Ink & Roll: A fingerprinting service providing a set of prints on a physical fingerprint.

Jurat: The statement requiring the name(s) of the person(s) swearing (or affirming) a sworn affidavit and where, when, and before whom it was sworn (or affirmed). A jurat certifies the signer appeared before the notary, took an oath or affirmation and signed the document in the notary’s presence.

Notarial certificate: A document that is used by a notary when notarizing a document. The notary obtains the original document from you and attaches a notarial certificate to the front of the copy. The notary completes and signs the certificate and affixes his seal. A sample is below.


I, _____________ (name of lawyer), a Notary Public for the Province of Ontario, duly appointed
by Royal Authority, residing in Richmond Hill, Ontario, certify that the document attached to this certificate is a true copy of a document produced, shown to me, and purporting to be:

__________________ (name of document) dated _______________.
As requested, I have compared this copy against the original document and have
certified the copy under my notarial seal of office.

I have signed my name and affixed my notarial seal of office to this certificate at
Richmond Hill, Ontario this _ day of __________, 20_.

A Notary Public for the Province of Ontario.

My commission does not expire.

Notarizing: Notarizing (or certifying) a document means verifying it to be a true copy of an original document.

Notary /Notary public: A person with legal authority to prepare and verify specific legal documents. A person who can witness oaths, solemn affirmations, statutory declarations or the signing of affidavits. A notary public may also certify documents to be true copies of the original. A notary need not be a lawyer, and not all lawyers are notaries.

Oath: A solemn declaration, followed by a swearing to God or an honoured deity, whereby the person promises to tell the truth.
Passport: A universally accepted travel and identification document for the purpose of international travel. There are six types of Canadian passports: regular (24-page); regular (48-page); diplomatic; special; emergency; temporary.

Power of Attorney: A document in which you legally appoint someone else to act on your behalf on matters that you specify. Corporation, courts and banks will not recognize a Power of Attorney unless it has been notarized.

Proof of Execution: A document that certifies a witness personally appeared and affirmed to the notary that another person signed a document.

Statutory declaration: A document that contains statements that are verified by solemn declaration (not oath) by the “deponent” (the person taking the oath). The declarant solemnly proclaims to be true the facts stated in the document before signing the document. It is used when there is no legislative authority for an affidavit. It must be witnessed by a justice of the peace, lawyer, notary public or some other designated official. Some common statutory declarations are: statutory declarations confirming identity; statutory declarations about the ownership of property; statutory declarations confirming a document has been lost or stolen A statutory declaration is similar to an affidavit, except it is usually drafted for purposes other than court proceedings.

Visa: An official document, usually stamped or glued inside a passport, giving permission from foreign authorities to enter a country. Visas are issued by foreign government offices in Canada. Requirements and costs vary, depending on the type of visa you need, the country and the purpose of entry. The most common categories are business, work, tourist and student visas. Some countries will issue a visa when you get there, but this is not common.