Is it necessary to have documents notarized in Canada?

In everyday life, most people encounter the need for notarization in only a few situations: when buying real estate, when preparing documents for emigration, or when trying to use documents from one country in another. For Ukrainians in Edmonton, this issue is particularly acute—after all, there are significant differences between the Ukrainian and Canadian legal systems regarding what needs to be certified, by whom, and how.

Notarization in Canada is not simply “stamping a document.” It is a legal procedure that verifies the authenticity of signatures, the identity of the signatories, and the accuracy of copies compared to the originals. A notary does not verify the accuracy of a document’s content—they certify that the signature was affixed voluntarily by a specific person who was of sound mind and understood what they were signing. This fundamental difference is often a source of misunderstanding.

However, the most common mistake among newcomers is to assume that notarization is mandatory for most documents. In reality, for the vast majority of everyday needs in Edmonton—from school enrollment to applying for permanent residency—a certified translation by an ATIA member is sufficient, rather than a notarial certification. The difference between these two concepts is crucial, and confusion between them costs people time and unnecessary money.

Two Different Concepts: Notary Public and Commissioner for Oaths

In Alberta, there are two types of individuals authorized to certify documents, and they should not be confused with one another.

Notary Public is a person appointed by the provincial government to verify the authenticity of signatures and prevent fraud. In Alberta, all practicing lawyers are automatically notaries public. Law students, judges, members of the Alberta Legislative Assembly, and some senators are also notaries public. A notary public can: certify and authenticate true copies of documents, certify signatures, and take affidavits and declarations. The key advantage of a notary public over a commissioner of oaths is that documents certified by a notary public are recognized outside of Alberta—in other provinces, abroad, and for international purposes.

Commissioner of Oaths — a person authorized to certify affidavits, declarations, and oaths, but only for use within Alberta. Commissioners of Oaths include lawyers, judges, local council members, members of the Legislative Assembly, police officers, school trustees, and others. A Commissioner cannot certify copies of documents (certified true copies)—this right belongs exclusively to a notary.

Rule of thumb: if the document remains in Alberta, a commissioner of oaths will suffice. If the document is leaving the province or the country, a notary public is required.

Why Notarization Is Needed: Specific Situations

Certified True Copies

One of the most common reasons for visiting a notary is to obtain a certified copy of an original document. For example, a consulate or university may require a copy of a passport or diploma, but you need the original for daily use. The notary compares the copy with the original and affixes the certification: “I certify that this is a true copy of the original.”

It is important to understand: the notary certifies the accuracy of the copy, but does not verify or confirm the authenticity of the original itself. If the original is forged, the notary will not know this. A certified copy confirms only that the copy matches what was presented to them. The certification of true copies must be done in person—this procedure cannot be performed online.

Documents for which certified copies are most commonly required:

• passports;
• birth certificates;
• diplomas and academic transcripts;
• driver’s licenses;
• marriage certificates;
• permanent resident or temporary protection documents.

Affidavits & Statutory Declarations

An affidavit is a written statement under oath that certain facts are true. It is signed in the presence of a notary or a commissioner of oaths, who certifies the signature and administers the oath. A statutory declaration is a similar document, but without an oath; it is signed as a solemn declaration.

Affidavits are most often required:

• as part of immigration applications, for example, an affidavit of translation—when the translator is not a member of ATIA;
• in court proceedings;
• for the notarization of certain actions, such as an affidavit of execution for wills and powers of attorney;
• when submitting documents to IRCC, if the translation was not performed by a certified translator.

Powers of Attorney

A power of attorney is one of the most complex and “notary-intensive” documents. It allows another person to act on your behalf in legal and financial matters. In Edmonton, notarization of a power of attorney is mandatory in most cases. The standard fee for having a power of attorney notarized in Edmonton is $50 (including the affidavit of execution).

Powers of attorney for use in Ukraine are a separate matter. If you are in Edmonton and wish to grant a power of attorney to someone in Ukraine—for example, to sell real estate or manage bank accounts—there are two options.

The first option is through the Consulate General of Ukraine in Edmonton. The Consulate acts as a notary for Ukrainian citizens abroad. A power of attorney certified by the consul has legal force equivalent to a notarized document in Ukraine and does not require an additional apostille. However, it is important to note: the document must be registered in the Unified Register of Powers of Attorney (URPA) in Ukraine—without this, registrars and notaries may refuse to process transactions. A major drawback of this option is the wait times. Making an appointment at the Consulate of Ukraine in Edmonton can take weeks or even months.

The second option is through a Canadian notary followed by authentication. In this case, a notary in Edmonton certifies the signature on the power of attorney. But this alone is not enough—for the document to be recognized in Ukraine, authentication through Global Affairs Canada (GAC) and a notarized translation. Procedure:

1. Sign the power of attorney at a notary;
2. Submit it to GAC for authentication;
3. Obtain a certified translation;
4. Have the translation certified;
5. Send it to Ukraine.

Note: A Canadian notary certifies only the signature and does not verify the content of the document—especially if it is written in Ukrainian. Starting in 2024, due to Canada’s accession to the Hague Convention, an apostille will replace consular legalization.

Option 3 (new, effective July 2025) — digital notary service via the e-Consul system of the Ministry of Foreign Affairs of Ukraine. Starting July 1, 2025, a pilot project has been launched at 40 embassies and consulates worldwide, allowing users to submit applications for notary services online. Ukrainians fill out the application via e-Consul and visit the consulate only to sign and receive the finished document. This significantly reduces the time required and eliminates the need for repeat visits.

Travel Consent Letters for Children

If a child is traveling without one of their parents—across the border or outside of Canada—having a notarized travel consent letter from the parent who is not traveling is highly recommended. Canadian law does not formally require notarization of such a letter, but airlines and the Canada Border Services Agency (CBSA) may request verification, and a notarized signature significantly reduces the risk of delays or being denied entry at the border. Cost: $35 at most notary offices in Edmonton.

Real Estate

Real estate transactions in Alberta involve a wide range of notarized documents: Transfer of Land deeds, mortgage agreements, Dower Consent forms, and affidavits of execution. It is practically impossible to do without a notary in this field.

Banking and Financial Documents

Banks often require notarized documents when opening corporate accounts, securing loans with collateral, or changing signatories on corporate accounts. However, notarization is not required for opening a standard personal bank account—a passport or other form of identification is sufficient.

Documents for IRCC

IRCC (Immigration, Refugees and Citizenship Canada) does not require mandatory notarization for most documents. However, IRCC may require certified true copies of passports and certain other documents. If the applicant does not have a passport or original documents, notarized copies are an acceptable substitute. Also, for document translations, IRCC accepts either the ATIA stamp or an affidavit of translation—a sworn statement by the translator, signed before a notary or commissioner of oaths.

When Notarization Is NOT Required

The flip side of the issue is no less important: there are many situations where people spend money on a notary unnecessarily.

For IQAS (assessment of educational qualifications), notarization is not required—a translation from a reliable translator is sufficient. Notarization of documents is not required for enrollment in an Edmonton school. To exchange a driver’s license for an Alberta one, a certified translation without notarization is sufficient. For submitting most documents to an employer, notarization is usually not required; a standard translation is sufficient.

Confusion also arises because foreign institutions, such as Ukrainian consulates or embassies, may mean signature certification, a certified true copy, or even simply a witness signature when requesting “notarization”—depending on the context. It is always worth clarifying with the specific institution what exactly they mean by “notarization.”

Where to Find a Notary Public or Commissioner for Oaths in Edmonton

Paid Services

Edmonton Notary Public (edmonton-notary.ca) — a law office of an attorney/notary public. Lowest rate: $35 for a standard document (certified true copy, statutory declaration, affidavit, IRCC letters). Power of attorney — $50, will — $75. Accepts credit and debit cards, cash, and e-transfers.

Edmonton Notary Services (myedmontonnotary.com, tel. 780-756-0084) — a specialized notary office located at 218, 10113-104 Street NW. Certified copies of documents — $40 for 2 copies; the original and a photocopy of the document are required.

Kahane Law Office (kahanelaw.com, tel. 780-571-8463) — a law firm with a notary public. Drop-in service without an appointment. Notary public: $65 for the first document.

Chahal Law (chahallegal.ca, tel. 780-461-0989, 9704 39 Ave NW, Unit 114) — notary services with flexible hours, same-day service.

InstaDoc Services (instadocservices.ca) — notary with a mobile service (mobile notary) to clients in Edmonton and surrounding areas, including Sherwood Park, St. Albert, and Leduc. Available in the evenings and on weekends.

Commissioner of Oaths Edmonton (commissioner-for-oaths-edmonton.com, tel. 587-336-3343, 8130 Rowland Rd NW) — a specialized commissioner of oaths service starting at $20, open 7 days a week from 7:30 AM to 6:00 PM. Offers in-person appointments, mobile services, and select online services.

NotaryPro (notarypro.ca) — an online notary platform that also serves Edmonton. Price: $40.95 for the first notary service. Allows you to book on the day of your request or the next day via the internet. Convenient for those who want to avoid visiting the office in person.

Alberta Notary Services, Edmonton Division (edmonton.albertanotary.com) — requires an appointment in advance and that you bring two photo IDs with you, one of which must be government-issued.

Free Options

By law, Members of the Legislative Assembly of Alberta (MLAs), Edmonton City Council members, and Members of Parliament (MPs). Many of these offices provide notary services free of charge to their constituents—simply call the office of your local MLA or City Councillor to inquire about this option.

Police officers are also notaries public in Alberta and can theoretically certify documents—but in practice, this rarely happens outside of official duties.

Some banks and credit unions provide notary public services free of charge to their customers for certain types of documents—it’s worth asking your bank.

The 211 Alberta service at 2-1-1 can direct you to the nearest free or low-cost notary public in your area.

Consulate of Ukraine in Edmonton: Notarial Services

The Consulate General of Ukraine in Edmonton is located at Unit 327, 9707 110 St. NW, phone (780) 425-3217, hours of operation: Monday–Thursday 9:00 AM–6:00 PM, Friday until 4:45 PM. The Consulate performs the following notarial services for Ukrainian citizens:

• certification of signatures and preparation of powers of attorney;
• certification of the accuracy of translations;
• certification of copies of documents;
• issuance of consular certificates of birth, death, and marriage.

These services have the legal force of a notarized document in Ukraine and do not require an apostille.

However, the main drawback is the long lines and lengthy wait times for appointments. At this time, getting an appointment at the Consulate of Ukraine in Edmonton can be extremely difficult and take months. For urgent matters, an alternative is a Canadian notary followed by authentication through the GAC, or, starting in 2025, the e-Consul online system.

Authentication of Documents for Use Abroad

If a Canadian document is intended for use in Ukraine or another country, a single notarial certification is insufficient. Documents for international use go through several stages.

Authentication through Global Affairs Canada (GAC) — verifies the authenticity of the notary’s signature on the document. GAC verifies whether the notary’s signature is registered in their database—therefore, the notary must have a registered specimen of their signature on file with GAC. This process requires submitting the original notarized document by mail or in person to a GAC office.

Apostille — a simplified form of authentication for countries that are parties to the Hague Convention. Since Canada acceded to the convention on January 11, 2024, an apostille can now replace consular legalization when sending documents to Ukraine or other participating countries. An apostille for Canadian documents is issued through Global Affairs Canada, not through a notary.

Prices and Comparison Table of Services in Edmonton

Practical Guide: How to Determine What You Need

A practical way to figure out exactly which service you need is to ask yourself a few sequential questions.

First question: where will the document be used? If in Alberta, a commissioner of oaths may suffice. If outside the province or with IRCC, a notary public or an ATIA-certified translator is required. If abroad, GAC authentication or an apostille is required.

Second question: what exactly is required? “Notarization” can mean certified true copy, affidavit, statutory declaration, or simply a certified signature—depending on the specific requirement of the institution. It’s always worth clarifying exactly what is needed before paying.

Third question: Is a translation needed? If so, this is a separate procedure from notarization. An ATIA-certified translator signs the translation with their own seal, and for most purposes in Alberta, this is sufficient—no additional notarization is required. A notary is not a translator and cannot certify the quality of the translation—only the translator’s signature.

Fourth question: Is this an urgent situation? If so, the fastest options are: Commissioner of Oaths Edmonton (starting at 20 minutes, 7 days a week), EdmontonNotary (same-day), or online via NotaryPro. If it’s not urgent, you have more time to compare prices and choose a convenient option.

Special situations for Ukrainians in Edmonton

Selling real estate in Ukraine from Canada is one of the most complicated situations. You need a power of attorney certified either by a consul or a Canadian notary, followed by authentication and translation. The most reliable option is the consulate, if you can get an appointment. If you can’t wait—a Canadian notary plus GAC plus translation plus registration in Ukraine. Registering an inheritance or participating in court cases in Ukraine follows the same process: either through the consulate or through a notary with authentication. Before any major transaction involving Ukrainian real estate or an inheritance, it is advisable to consult both a Canadian lawyer and a Ukrainian lawyer.Processing documents for children when the other parent is in Ukraine—for example, to obtain a passport or travel abroad—requires either a notarized consent form from the other parent with an apostille or a consular power of attorney.## Conclusion: Decision-Making LogicNotarization in Edmonton is not something to fear or avoid, but it’s also not something you should do “just in case.” Understanding the difference between a notary and a commissioner of oaths, between a certified translation and a notarized document, and between certification for provincial and international use—this knowledge saves both money and time.For the vast majority of everyday needs in Edmonton—IRCC, schools, IQAS, driver’s license—a certified translation from an ATIA member is sufficient. A notary is required when there is a specific requirement for a certified copy, power of attorney, affidavit, or document for international use. In any case of doubt, it’s best to clarify the requirement with the specific institution before paying.