For a certified true copy, the notary needs to see the original document — but not necessarily you. Here is how it works in Ontario.
What the notary needs
To certify a copy of a document as a true and accurate reproduction of the original, an Ontario notary public needs three things: the original document (or a copy of an electronically-issued original together with proof of issuance); a photocopy or scan of the document; and authority to certify it. Of those three, the deponent’s presence is not strictly required for the certification itself.
Why your presence may still be needed
In practice, your presence is often expected for three reasons. First, identification — the notary may want to verify who is asking for the certification, particularly for sensitive documents like passports, diplomas, or corporate records. Second, custody — the notary needs to physically handle the original document to compare it to the copy. Finally, office policy — while Ontario law itself does not strictly require the document owner to be present for a copy certification, many individual notary clinics and law firms enforce strict internal policies requiring the owner’s attendance to protect against identity fraud and unauthorized document handling.
When you can mail or courier the document
Many Ontario notaries accept original documents by mail or courier from clients who cannot attend in person. The notary will receive the document, photocopy it, certify the copy, and return both the original and the certified copy by mail or courier. This is common for clients living outside the GTA, travelling, or with mobility limitations.
When you must attend in person
You must attend in person if the notarial act involves more than copy certification — for example, if you also need to swear an affidavit or sign a document in the notary’s presence. For purely copy certification, in-person attendance is often optional.
What an electronically-issued document needs
If your document was originally issued electronically — a digital diploma, an e-issued government certificate, or a PDF letter from an institution — the notary needs proof that the PDF is the issued version (a printed cover sheet from the institution, a verification link, or a downloaded file with metadata). The notary cannot certify a random PDF as a true copy of an original without that proof.
Best practice
Call ahead. Confirm the notary’s document-intake process, whether they accept couriered documents, and whether they want you to attend. Some notaries will quote you a slightly higher fee for non-attendance work because of the mailing and handling.
Frequently asked questions
Can I scan and email the document to the notary?
For certified copy work, the notary needs to physically handle the original. A scanned PDF does not work.
Will the notary keep my original?
No. Your original stays with you. The notary certifies the copy and returns the original.
How many certified copies can I get in one visit?
As many as you need. Most notaries discount the second and subsequent copies in the same appointment.