Why a Notary Might Be Your Best Asset

Understanding Employment Verification

Canada doesn’t use Form I-9 like the United States, but employment verification is no less critical. Canadian employers are required to confirm that every worker citizen, permanent resident, or temporary foreign national has the legal right to work under federal law. This falls under the Immigration and Refugee Protection Act (IRPA), which mandates due diligence when hiring.

Employers must examine original documentation, ensure its legitimacy, and, in many cases, retain proof of that verification. This makes the role of identity authentication just as essential north of the border, even without a standardized I-9 form.

Why Verification Still Matters in Canada

Hiring an unauthorized worker can result in steep administrative penalties, ranging from financial sanctions to reputational damage. Beyond federal enforcement, businesses risk breaching employment standards or labour codes by failing to verify work status appropriately.

Moreover, industries with high turnover like hospitality, logistics, and construction are often targeted for compliance audits. Employers who adopt a casual or inconsistent approach to onboarding expose themselves to serious consequences. Documentation matters. Verification matters. And in many cases, third-party support becomes indispensable.

The Role of a Notary in Employment Verification

In Canada, notaries public are legally empowered to authenticate documents, administer oaths, and certify identity. This makes them powerful allies in the hiring process, especially for businesses with limited HR capacity or multiple locations.

A notary can confirm that the individual presenting work authorization is indeed who they claim to be, and that the supporting documents are legitimate. While notaries do not determine work eligibility, they ensure the documentation process is clean, verifiable, and legally sound.

Remote Hiring Challenges and the Notarial Solution

As remote and hybrid work become the norm, the challenge of in-person verification has escalated. A company in Toronto may hire a contractor in Vancouver, or a consultant in Nova Scotia. The distance can complicate documentation review, especially for employers unfamiliar with local ID standards.

This is where mobile and virtual notaries are stepping in to fill the gap. A commissioned notary can meet an employee locally or verify documents via secure video conferencing (where permitted by provincial regulations). This adds a critical layer of convenience and security to remote hiring.

How Notable Notary Can Help

Notable Notary provides fast, reliable support for Canadian employers needing identity and document verification during the hiring process. With both mobile and remote appointments available, our team ensures that each session is timely, professional, and tailored to the employer’s needs, whether for full-time hires, contractors, or remote employees across provinces.

Reliable Support for HR and Onboarding Teams

Our notaries are familiar with federal and provincial documentation standards, including compliance with the Immigration and Refugee Protection Act (IRPA). We review all documents ahead of time to minimize delays and ensure smooth completion at the appointment. HR teams value our ability to reduce bottlenecks and handle sensitive verifications with professionalism and discretion.

Trustworthy, Transparent, and Scalable

While notaries do not provide legal advice, Notable Notary ensures that all signers understand the documents they are presenting. If there’s any confusion or hesitation, we pause and guide the client to seek proper legal counsel before proceeding. It’s our commitment to ethics, accuracy, and clarity that keeps employers coming back and keeps teams moving forward without unnecessary risk.

By partnering with Notable Notary, Canadian businesses gain access to a reliable compliance partner one equipped to support both one-time hires and large-scale workforce needs. Ready to streamline your hiring process? Reach out to Notable Notary and ensure every hire begins with confidence.

Need to verify Work Authorization in Canada? 

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