When organizations request copies of your important documents—such as your driver’s licence, passport, diploma, or bank statements—they often won’t accept regular photocopies. Instead, they require Certified True Copies, which can only be completed by a Licensed Notary Public. In Ontario, a Notary is specifically authorized under the Notaries Act to verify original documents, confirm identity, and certify that the copy presented is a true and accurate reproduction of the original. This is a precise and regulated process designed to protect against fraud and ensure the integrity of sensitive paperwork.
A Certified True Copy cannot be completed online, and this is one of the most common misconceptions people have. The law requires the Notary to physically inspect the original document, handle it, and assess its authenticity. A scan, email, or photograph cannot provide the same verification, nor can a Notary confirm whether an image has been altered or digitally manipulated. Once the original is examined, the Notary must compare it side-by-side with the photocopy to ensure every detail matches, including signatures, stamps, seals, and security features. Because the Notary must also verify your identity in person and apply their ink signature and embossed or inked seal directly to the document, the process simply cannot be performed virtually.
Many types of documents can be certified, provided the original is presented during the appointment. This includes government-issued identification such as passports, birth certificates, marriage certificates, and driver’s licences, as well as academic records like diplomas, transcripts, degrees, and certificates. Certified copies are also commonly made for legal and financial documents including wills, Powers of Attorney, bank statements, court documents, employment letters, police checks, and immigration paperwork. If you have an original document in your possession, chances are a Certified True Copy can be made.
There are many reasons someone may need a Certified Copy. Immigration applicants often require certified copies for IRCC submissions, especially for identity documents, education credentials, and financial records. Students may need them for college or university admissions, transfer applications, or international studies. Professionals may require certified documents for licensing, credential evaluation, or employment screening. Courts, government offices, and legal representatives also frequently request certified copies as part of their documentation requirements. In all of these situations, the main purpose is the same: to provide a trusted, verified copy without surrendering your original document.
Ultimately, Certified Copies play an important role in maintaining trust and preventing fraud. By requiring the Notary Public to inspect the original document in person, the law ensures that institutions receive accurate, reliable copies that meet their standards. This safeguards your identity, protects your records, and ensures your application—whether for school, immigration, licensing, or legal matters—proceeds smoothly without unnecessary delays. If you have documents that need to be certified, booking an in-person appointment with a Licensed Notary Public is the only legally valid way to obtain them.
