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If you’re new to the notary world, you might wonder what kinds of documents you can notarize. Good news: notaries play a big role in helping people with a wide variety of important paperwork! But what you’re allowed to notarize depends on where you’re located—Canada, the USA, or even a specific province or state. Let’s break it down so it’s easy to understand.
1. Affidavits and Declarations
What are they?
Affidavits are sworn statements of fact, while declarations are often unsworn. Both are used in legal processes.
What’s the notary’s job?
You’ll confirm the person signing is who they say they are and that they understand the document.
Things to know:
Affidavits are common across Canada and the USA, but each region may have specific rules about how they’re used or formatted.
2. Contracts and Agreements
Why notarize them?
To add a layer of trust and legal protection. You’ll see contracts for things like real estate deals, business agreements, and personal matters.
Pro tip:
Some contracts, like wills or trusts, might have extra legal steps depending on where you live. Always check your local rules before notarizing these.
3. Wills and Trusts
Canada:
Wills don’t always need notarization to be valid, but getting them notarized can make the probate process smoother so it's highly recommended.
USA:
Some states let you notarize wills as an alternative to witnesses, while others require both. Know your state’s laws so you’re prepared.
4. Real Estate Documents
What’s involved?
Real estate transactions often include deeds, mortgages, and closing documents, all of which may need notarization.
Special training:
In the USA, you might need extra certification (like becoming a loan signing agent) to handle these. In Canada, the rules depend on the province.
5. Power of Attorney (POA)
What is it?
A POA lets someone act on another person’s behalf in legal or financial matters.
Your role:
You’ll verify that the person signing (the principal) understands what they’re agreeing to and is doing it voluntarily.
Heads up:
Some places require witnesses in addition to notarization, so check the rules in your area.
6. Certifying Copies and Verifying IDs
What does this mean?
You might be asked to confirm the authenticity of IDs (like passports) or certify that a copy matches the original document.
Canada vs. USA:
In Canada, certifying copies is standard. In the USA, this depends on your state—some allow it, while others don’t.
Regional Differences Matter
The rules for notaries change depending on where you’re located. For example, some notaries can even officiate weddings in certain states! The best thing to do to stay informed is to join local notary associations or check with regulatory bodies in your area. This will help you offer the right services while keeping your practice legit.
Knowing what documents you can notarize (and the rules around them) is key to building a solid notary business. The more informed you are, the more confident you’ll feel helping clients—and the better your reputation will be!
So, keep learning, stay on top of your region’s rules, and watch your notary career thrive. You’ve got this!
