If you own or manage an Ontario corporation, you may be asked to sign shareholder or director declarations at some point. These documents often come up during banking, corporate updates, audits, or when working with lawyers and accountants. A common question we hear is: Do these declarations need to be notarized?

The answer is sometimes and when they do, it’s important to get it done correctly.

What Are Shareholder and Director Declarations?

A shareholder declaration or director declaration is a written statement confirming specific facts about a corporation. It’s usually signed by a shareholder or director and may need to be sworn or affirmed before an Ontario notary.

These declarations often confirm things like:

• Who the current shareholders or directors are
• Ownership percentages
• Signing authority for the corporation
• Compliance with corporate bylaws
• Accuracy of corporate records

In simple terms, the person signing is saying, “This information is true, and I’m taking responsibility for it.”

When Is Notarization Required?

Not every declaration needs notarization but many organizations require it for added assurance. Notarization confirms who signed the document and that they did so willingly.

You may need notarization when the declaration is being used for:

• Banks or lenders (business accounts, financing, or refinancing)
• Government agencies or regulatory bodies
• Lawyers or accountants managing corporate transactions
• Third parties verifying corporate authority
• International use, where Canadian notarization is often required

For example, a corporation in Pickering, Ontario opening a new commercial line of credit may be asked by the bank to provide a notarized director’s declaration confirming signing authority.

What Does the Notary Actually Do?

An Ontario notary does not decide whether the contents are true. Instead, the notary:

• Verifies the identity of the signer
• Confirms the signer understands the document
• Witnesses the signing or administers an oath or affirmation
• Applies a notarial seal to make the document legally recognized

This process adds credibility and helps prevent fraud which is why notarized declarations are often required.

Documents to Bring to Your Appointment

To keep things smooth, have the following ready:

• The unsigned declaration (unless instructed otherwise)
• Valid government-issued photo ID
• Any supporting corporate documents if requested (e.g., articles of incorporation)
• Clear instructions from the requesting party, if available

If the declaration will be used outside of Canada, you may also need apostille or document authentication services. We can guide you through that as well.

Why Proper Notarization Matters

Improperly notarized documents can be rejected, delayed, or questioned, costing you time and money. Having your shareholder or director declarations notarized correctly ensures:

• Faster approvals
• Fewer follow-ups from banks or institutions
• Confidence that your corporate documents meet Canadian notarization standards

How Notable Notary Can Help

At Notable Notary, we work with Ontario corporations every day. Whether you’re a small business owner or managing multiple entities, we make Canadian notarization clear, efficient, and stress-free.

Ready to Book?

If you need help notarizing shareholder or director declarations, we’re here to help.

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