Few things are more frustrating than sending off an important document, waiting weeks, and having it returned. Many rejections trace back to small, avoidable errors. Here are the ones we see most often.
1. Signing before the appointment
Affidavits and statutory declarations must be signed in front of the commissioner. Bring your document unsigned.
2. Using an outdated form
Government forms are updated regularly. Download the latest version from the official source just before your appointment.
3. Names that don’t match
If the name on your document is different from the name on your ID, sort it out before you book. You may need supporting documents or a one and the same person declaration.
4. Missing pages or blank fields
Complete every required field, and bring all pages, including attachments and exhibits. Blank spaces can raise questions about whether something was added later.
5. Choosing the wrong service
Some documents need a commissioner; others need a notary public, a certified true copy or an apostille. Read the requesting organization’s instructions carefully, or send them to us before your appointment.
6. Forgetting that everyone must attend
Every person who signs a declaration must appear with their own ID.
7. Assuming a document will be accepted abroad
Documents headed outside Canada often need extra steps. Our guide to what documents can be apostilled in Canada is a good starting point.
A simple checklist
- Latest version of the form, fully completed and unsigned
- Valid photo ID for every signer
- Originals of anything to be copied or referenced
- The receiving organization’s instructions
Related reading
- What ID do you need for notarization in Ontario?
- One and the same person declarations
- What documents can be apostilled in Canada?
- Child travel consent letters
- Free notary templates & forms
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.
