Notary terms, in plain language

A

Acknowledgment

A declaration before a notary that a signature on a document is the signer's own, made voluntarily — common on documents headed to the United States, where it differs from a sworn jurat.

Affiant

Another word for deponent — the person who swears or affirms an affidavit. Common in cross-border documents; Ontario practice usually says deponent.

Affidavit

A written statement of facts that the maker swears or affirms to be true before a commissioner or notary, used chiefly in court and formal filings.

Affidavit of execution

A sworn statement by a witness confirming they saw a document, often a Will, being signed; commonly required for probate.

Apostille

A certificate that authenticates a public document for use in another country under the Hague Apostille Convention, which Canada joined in 2024.

Attestation clause

The wording near a signature line stating that the document was signed in the presence of the named witnesses, who signed in the presence of the signer and each other.

Authentication

Government confirmation of the signature or seal on a document so a foreign authority will accept it; the step before or in place of an apostille depending on the country.

C

Certified translation

A translation accompanied by the certification of a certified translator or by a sworn translator's declaration confirming completeness and accuracy.

Certified true copy

A photocopy that a notary has compared against an original document and certified as a true and complete reproduction.

Commissioner for Taking Affidavits

A person authorized under Ontario law to administer oaths, affirmations and declarations for documents used within Ontario.

Commissioning

The act of administering an oath, affirmation or declaration and completing the jurat so a document is properly sworn.

Consent to travel letter

A letter in which a parent or guardian consents to a child travelling abroad with one parent or another adult — commonly notarized so border authorities can rely on it.

Consular legalization

Certification of a document by the destination country's embassy or consulate, used for countries outside the Hague Apostille Convention. Usually follows authentication at home.

D

Deponent

The person who makes and swears or affirms an affidavit or declaration.

E

Embossed seal

A raised impression pressed into paper by a notary, sometimes required on original documents.

Execution

The formal act of signing a document, together with whatever witnessing, sealing or commissioning its validity requires.

Exhibit

A document attached to and referred to in an affidavit; each exhibit is endorsed and initialled by the commissioner.

Exhibit stamp

The certificate a commissioner places on each document attached to an affidavit — 'This is Exhibit A referred to in the affidavit of…' — signed by the commissioner.

G

Guarantor

A person who confirms another's identity or supports their application — for example on passport applications. Distinct from a commissioner, though some forms require one of each.

H

Hague Apostille Convention

The international treaty under which a single apostille certificate replaces chain legalization between member countries. Canada acceded with effect in 2024.

I

Interpreter declaration

A sworn statement by an interpreter that they accurately interpreted the proceedings or document for a person who does not share the document's language — used when a deponent needs interpretation at commissioning.

Invitation letter

A letter, often notarized, in which a Canadian host invites a foreign national to visit and describes accommodation and support — commonly used in visitor-visa applications.

J

Jurat

The clause at the end of an affidavit stating when, where and before whom it was sworn or affirmed, completed and signed by the commissioner.

L

Legalization

The multi-step process of certifying a document for use in a non-Hague country: notarization, government authentication, then consular legalization.

Life certificate

A form on which an official — often a notary — attests that a pension recipient is alive, required periodically by foreign pension authorities. Also called proof of life or attestation de vie.

N

Notarial certificate

A separate certificate signed and sealed by a notary describing the notarial act performed — for example certifying a true copy or the execution of a document.

Notarization

The act of a notary certifying signatures, copies or facts and applying a notarial seal or certificate.

Notary Public

An officer authorized in Ontario to witness signatures, certify true copies, administer oaths and affirmations, and issue notarial certificates, including for documents used outside Ontario.

O

Oath / affirmation

An oath is a religious promise to tell the truth; an affirmation is a solemn non-religious promise. Both carry equal legal weight and perjury consequences.

P

Power of Attorney

A legal document appointing someone to act for you — for property (finances) or personal care (health) — which must be signed and witnessed correctly to be valid.

R

Remote (online) commissioning

Commissioning conducted over a live two-way audio-visual connection, permitted in Ontario for many documents subject to identity and procedural requirements.

S

Statutory declaration

A solemn statement of facts declared to be true, made under the Canada Evidence Act or Ontario Evidence Act where a sworn court affidavit is not required.

T

True copy

A complete and accurate reproduction of an original document, certified as such by a notary who has compared the copy against the original.

V

Venue

The heading on an affidavit or declaration naming the jurisdiction where it is sworn — for example 'Province of Ontario' — which frames the jurat.

W

Wet-ink signature

An original signature made by hand in pen on paper, sometimes required instead of an electronic signature.

Witness

A person who observes a signature and signs to confirm it. Ordinary witnessing is not commissioning: a witness attests to the signing, not to an oath.