Every notarization and commissioning appointment starts the same way: we confirm who you are. It is the step clients most often underestimate, and the most common reason an appointment has to be rescheduled. Here is what to bring when you visit Crown Seal Notary in Hamilton, and why identification matters so much.
Why a notary has to check your ID
When a commissioner or notary signs and stamps your document, they are confirming that the person named on the document is the person who appeared and signed or swore it. Ontario’s guidance for commissioners says the commissioner must be satisfied that the signature is genuine before proceeding. In practice, that means comparing you to reliable, government-issued photo identification.
If we cannot confirm your identity, we cannot complete the document. That protects you, too: it makes it much harder for someone else to sign a document in your name.
What to bring
- Valid, unexpired government-issued photo ID. Common examples include a passport, an Ontario driver’s licence, an Ontario Photo Card, a Canadian permanent resident card or a Canadian citizenship certificate with photo.
- A second piece of ID if you have one. It is not always required, but it helps when a name, photo or address needs extra confirmation.
- ID for every person signing. If two people are signing the same declaration, such as spouses or co-owners, each person needs their own identification.
When your name doesn’t match exactly
The name on your document should match the name on your ID. If it doesn’t, for example because of a marriage, a spelling difference or a middle name that appears on one document but not another, let us know before your appointment. Sometimes a supporting document such as a marriage certificate resolves it; in other cases, the organization you are dealing with may ask for a separate “one and the same person” declaration.
Expired ID and other common problems
- Expired ID: we generally need identification that is currently valid. If your only photo ID has expired, contact us before booking.
- Photocopies or photos of ID: we need to see the original document in person.
- Worn or damaged cards: if the photo or name is hard to read, bring a second piece of ID.
Don’t forget the document itself
Bring your document unsigned. For affidavits and statutory declarations, you must sign in front of the commissioner. If the organization that requested the document gave you instructions or a checklist, bring those too. They tell us exactly what they expect to see.
Related reading
- Notarization mistakes to avoid
- One and the same person declarations
- Notary public vs. commissioner of oaths
- Notary FAQs
- Our notary services
Book with Crown Seal Notary
Crown Seal Notary serves Hamilton and the surrounding area seven days a week. In-office appointments are available at 21 King St W, 5th Floor, and our mobile service comes to your home, workplace, hospital or care home. To book, call 289-207-0851, email info@csnotary.org, or book online. You can also browse all of our services or read our FAQs.
Please note: Crown Seal Notary provides notarization and commissioning services only. We do not provide legal, immigration or financial advice, and we cannot tell you what to write in your document. If you are unsure which document you need, please check with the organization that asked for it or speak with a lawyer or licensed paralegal.
