Do Your Corporate Records Need a Notary in Ontario?

Owning and operating a business in Ontario means keeping track of a wide range of corporate documents, from meeting minutes to shareholder resolutions. With so much paperwork involved, it’s not always obvious which records need extra steps, like notarization. A common question that comes up is whether corporate records actually require a notary’s seal. The answer depends on how and where those documents will be used. Here’s a clear look at when notarization is necessary and why it can add an extra layer of protection for your business.

What Are Corporate Records?

Corporate records are the official documents that show how your business makes decisions and runs operations. These can include:

• Corporate minutes from board meetings
• Shareholder resolutions
• Annual filings
• Important agreements or contracts

Think of them as your company’s “paper trail” that proves decisions were properly made and recorded.

When Is Notarization Required?

Not every corporate document in Canada needs to be notarized. In fact, many internal records, like routine minutes, can simply be signed and kept in your corporate binder.

However, notarization comes into play when:

• The record will be used in legal proceedings
• Documents are being sent outside of Canada
• A third party, such as a bank, government agency, or foreign authority, requests notarized proof of authenticity

For example, if your business in Ajax is entering into an international contract, a notarized shareholder resolution may be required to prove that the decision was authorized by your board.

Why Use an Ontario Notary?

Notarization is more than just a signature. An Ontario notary verifies:

• The identity of the person signing
• That the person is signing willingly and understands the document
• That the record is an authentic copy, if applicable

This extra step adds credibility, making your corporate records trustworthy in the eyes of courts, banks, and international partners.

Can Corporate Records Be Notarized Online?

It depends. With remote online notarization, business owners can have many documents notarized (or commissioned) from the convenience of their office or home. This is especially helpful for companies with directors or shareholders located across Canada or abroad. Instead of coordinating in-person signatures, you can connect with a licensed notary virtually and complete the process quickly.

How Notable Notary Can Help

At Notable Notary, we work with businesses across Ontario to notarize corporate documents efficiently. Whether you need a mobile notary to visit your office in Ajax or prefer the flexibility of remote online notarization, we make the process seamless. If your records also need authentication or legalization for use outside of Canada, our apostille and authentication services can save you time and hassle.

Not every corporate record in Ontario requires notarization, but when it does, it’s often for high-stakes situations like international deals, banking, or court filings. Having a trusted Ontario notary ensures your documents meet legal and professional standards without unnecessary stress.

If you’re unsure whether your corporate minutes or resolutions need notarization, let’s talk it through.

📞 Call Us: (289) 312-6678
🌐 Book Online: notablenotary.ca/book-now
📧 Email: info@notablenotary.ca

We’ll guide you step by step and help you keep your business running smoothly.