If you live in the Toronto area and have a document that needs to be used in the United States — a power of attorney, IRS form, real estate deed, affidavit for a US court, consular registration — the process has specific steps that differ from a routine Ontario notarization.
Step 1: Confirm the recipient’s exact requirements
Look for “notarized,” “notary registered with the US Consulate,” “apostille” or “authenticated,” or “sworn before.” Each demands a slightly different process.
Step 2: Find a Toronto notary registered with the US Consulate
Some Ontario notaries have filed their seal and signature with the US Consulate General in Toronto. Documents notarized by these notaries are easier for US recipients to verify.
Step 3: Gather your ID and supporting documents
- Government-issued photo ID (driver’s licence, passport, PR card).
- The document, completed but unsigned. The notary needs to witness your signature.
- Any supporting documents the form references.
- A qualified translation if needed.
Step 4: At the appointment
The notary verifies your ID, confirms you understand the document, administers an oath if required, watches you sign, and applies their signature, seal, and a notarial certificate.
Step 5: Authentication (if required)
Some US recipients want Global Affairs Canada to confirm the notary’s seal and signature. After GAC, certain documents may need a US Consulate legalisation stamp.
Common US-bound documents
- Powers of attorney for US real estate.
- IRS forms (W-7, W-8BEN, certain estate forms).
- Consular registrations and visa affidavits.
- Real estate closing documents for Florida, Arizona, and other states.
- Affidavits for US court proceedings.
Frequently asked questions
Can any Ontario notary notarize a US document?
Yes, but the document is easier for the US recipient to accept if the notary is US Consulate-registered.
Will US notarization done in Toronto be accepted in all 50 states?
Most US recipients accept Ontario notarizations directly. Some federal agencies (USCIS, IRS) request authentication.
Can I notarize a US document virtually from Toronto?
Some US recipients accept Ontario virtual commissioning; many do not. For US-bound work, in-person notarization is usually safest.