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  • Writer's pictureIlia Morshedi

Certifying True Copies

In the Province of Ontario, certifying true copies of documents is a process that is governed by the Notaries (lawyer or paralegal in Ontario) Act, R.S.O. 1990, c. N.6. This act sets out the rules and regulations that govern the practices of notaries (lawyer or paralegal in Ontario) in Ontario, including the certification of true copies. In this article, we will examine the process of certifying true copies in Ontario, as well as the responsibilities and duties of notaries (lawyer or paralegal in Ontario) in this regard.


What is a true copy?

A true copy is a copy of an original document that is identical in every way to the original, including its contents, form, and authenticity. When a notary (lawyer or paralegal in Ontario) certifies a true copy, they are stating that, to the best of their knowledge and belief, the copy is an accurate representation of the original document.


What are the requirements for certifying a true copy in Ontario?

In order to certify a true copy in Ontario, the notary (lawyer or paralegal in Ontario) must first verify the identity of the person requesting the certification. This is typically done by examining a piece of government-issued photo identification, such as a driver’s license or passport.

Once the person’s identity has been established, the notary (lawyer or paralegal in Ontario) will then examine the original document and compare it to the copy. If the copy is an accurate representation of the original, the notary (lawyer or paralegal in Ontario) will then affix their seal and signature to the copy, indicating that it is a true and accurate copy of the original document.

It is important to note that notaries (lawyer or paralegal in Ontario) in Ontario are only able to certify true copies of documents that are in their original form. The Commissioners for Taking Affidavits Act does not itself authorize commissioners to certify true copies of documents. However, other legal documents may give this authority onto commissioners. Commissioners who plan to certify true copies should speak with a lawyer to ensure that they have the legal authority to perform this function.


What is the role of a notary (lawyer or paralegal in Ontario) in certifying true copies?

The role of a notary (lawyer or paralegal in Ontario) in certifying true copies is to act as an impartial witness, verifying the identity of the person requesting the certification and confirming that the copy is an accurate representation of the original document. Notaries (lawyer or paralegal in Ontario) are required to follow strict ethical standards and guidelines in order to maintain the integrity of the certification process.

Notaries (lawyer or paralegal in Ontario) in Ontario are also responsible for maintaining their own records, including records of all true copy certifications that they perform. These records are important in ensuring the accuracy and reliability of the certification process, as they provide a historical record of all true copy certifications performed by the notary (lawyer or paralegal in Ontario).


Why do people need to certify true copies of documents?

There are many reasons why people may need to certify true copies of documents. Some of the most common reasons include:

  • Applying for a passport or other government-issued identification

  • Submitting proof of identity or qualifications for a job or academic program

  • Providing evidence of legal residency or citizenship

  • Transferring ownership of a vehicle or property

  • Obtaining a loan or mortgage

In each of these situations, certifying a true copy of a document is a necessary step in ensuring that the information being provided is accurate and reliable. By certifying a true copy, the notary (lawyer or paralegal in Ontario) is confirming that the copy is an accurate representation of the original document, and that it can be relied upon for its intended purpose.


Ilia Morshedi



 

Ilia Morshedi is a Paralegal licensed by the Law Society of Ontario and an Immigration Consultant licensed by The College of Immigration and Citizenship Consultants (CICC). In addition to his responsibilities as Senior Consultant at MOR Canadian Immigration, he is the paralegal program coordinator at Toronto School of Management.

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