Year-End Tax Documents: When Notarization Is Required

When the year wraps up, most people focus on organizing receipts, preparing income statements, and getting ready for tax season. But one step that often catches individuals and business owners by surprise is notarization especially when the Canada Revenue Agency (CRA), a financial institution, or an overseas tax authority requires extra verification.

If you’re unsure whether your year-end tax documents need notarization, this guide breaks it down in clear, simple terms so you know exactly what to do.

Why Some Tax Documents Need Notarization

Notarization is used as a layer of protection; it confirms your identity and verifies that a document is authentic, complete, and voluntarily signed.

In Ontario, a notary public may be required when:

• You’re submitting documents to a foreign tax agency
• A financial institution requests certified true copies
  Your accountant or lawyer needs proof of identity for compliance
• You’re filing documents for a corporation registered outside Canada
• You’re dealing with cross-border assets, benefits, or income

This notary serves as an impartial witness, ensuring your paperwork is accepted without delays or rejection.

Common Year-End Tax Documents That May Require Notarization

Here are the most common situations we see at Notable Notary when clients finalize tax documents especially in areas like Ajax/Pickering or nearby communities.

1. Proof of Identity for Tax Filings

Sometimes the CRA or a foreign tax body asks for a notarized ID to prevent fraud. This usually includes:

• Passport
• Ontario driver’s licence
• PR card
• Citizenship certificate

2. Affidavits for Tax Purposes

An affidavit is a sworn statement confirming facts. You may need one if:

• You’re verifying self-employment income
• You lost a tax document and need to confirm details
• You’re declaring non-traditional income or cash earnings
• You’re disputing or explaining information on a previous return

3. Corporate Year-End Documents

Business owners, especially those preparing documents for accountants, may need notarization for:

• Annual shareholder resolutions
• Corporate ownership declarations
• Proof of signing authority
• Minutes of meetings submitted abroad
• International vendor contracts tied to taxation

4. Foreign Income Verification

If you earned income in another country, the foreign tax authority may require notarized documents, including:

• Foreign tax slips
• Employment contracts
• Residency declarations
• Income statements
  Bank letters confirming account activity

5. Notarized Letters for Tax Benefits or Dependents

You may need a notarized letter when claiming:

• Dependent benefits
• Childcare expenses involving someone abroad
• Support payments
• Residency confirmation

A simple notarized statement can prevent delays or questions from the CRA.

Remote Online Notarization for Tax Season

Many clients prefer to handle their tax-related notarization from home especially during busy year-end schedules. Remote online notarization allows you to:

• Verify identity online
• Sign documents digitally
• Receive notarized PDFs instantly
• Avoid travel or wait times

How to Know If YOUR Tax Documents Need Notarization

A document likely needs notarization if:

• It will be submitted internationally
• It requires identity verification
• It must be formally sworn or affirmed
• It’s a copy of an original document
• A bank, accountant, or government office specifically asks for it

When in doubt, send a quick photo or scan to your notary. We can advise you in minutes.

Need Help With Year-End Notarization?

Whether you’re in Pickering, Ajax, or anywhere in Ontario, Notable Notary makes tax-season paperwork simple and stress-free.

📞 Call Us: (289) 312-6678

🌐 Book Online: notablenotary.ca/book-now

📧 Email: info@notablenotary.ca 

We’re here to help you get your documents notarized quickly and correctly so you can focus on a smooth and organized year-end.