What Happens After Your Document Is Notarized?

Getting a document notarized is an important step, but it’s not always the final one. Many people leave a notary appointment unsure of what to do next should you mail it, submit it online, or have it authenticated?

If that sounds familiar, don’t worry. As an Ontario notary business, we walk clients through this process every day at Notable Notary. Here’s what happens after your document is notarized and how to make sure it reaches where it needs to go safely and correctly.

Step 1: Double-Check the Document Before You Leave

Before you walk away from your notary appointment whether in person or through remote online notarization take a moment to review your document.

Make sure that:

• Every page is complete and in the right order
• The notarial seal and signature are visible and legible
• Names and dates match your ID exactly

If something looks off, your notary can correct it right away. It’s always easier to fix on the spot than after you’ve left.

Step 2: Know Where the Document Needs to Go

Once notarized, your document often needs to be submitted or sent to another organization. This could include:

• Government offices (for immigration, pension, or court filings)
• Financial institutions (for loan or banking documents)
• Schools or employers (for academic or employment verification)
• Law firms or real estate offices (for contracts or closing paperwork)

If you’re not sure where to send it, ask your notary or check the instructions from the requesting agency. At Notable Notary, we often help clients identify the next step so they don’t have to guess.

Step 3: Mailing or Submitting Your Document

For paper-based submissions:

• Use a tracked mailing service like Canada Post Xpresspost or a trusted courier, especially for time-sensitive or international deliveries
• Include any additional forms or fees required by the recipient
• Keep copies or scans of everything for your own records

For electronic submissions:

• If your document was completed via remote online notarization, you can usually send the digital PDF directly by email or upload it through a secure portal
• Never send sensitive documents through public Wi-Fi or unencrypted platforms!

Step 4: Authentication or Apostille (If Required)

If your notarized document will be used outside of Canada, it may need to go through the apostille process or authentication and legalization.

This step confirms that your notary’s seal and signature are valid. It’s typically handled by:

• Official Document Services, for Ontario-based apostilles
• Global Affairs Canada, for federal-level authentication
• The appropriate embassy or consulate, for legalization

What This Might Look Like for You 

Let’s say you’re in Pickering and you just had a Power of Attorney notarized for use in the Philippines. Now that Canada follows the Apostille Convention (as of January 2024), your next steps are:

1. Apostille through Global Affairs Canada or an authorized provincial authority. (This replaces the old authentication + embassy legalization process)
2. Send the apostilled document directly to your family or lawyer abroad

A quick consultation with your notary before leaving can save you from missing one of these steps.

Step 5: Store Your Documents Safely

Once everything is processed, keep both a physical and digital copy of your notarized document. Store digital files securely, such as in an encrypted cloud folder or password-protected device.

Final Thoughts

Notarization is just the start of your document’s journey. Knowing what comes next whether it’s submission, mailing, or authentication ensures everything goes smoothly and without delay.

At Notable Notary, we don’t just notarize documents; we help you understand the full process from start to finish.

Ready to Get Started?

Whether you need help notarizing, authenticating, or submitting your documents, we are here to guide you.

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

Your documents deserve to be handled right the first time let Notable Notary make that happen.