What to Bring to a Notary Appointment in BC: ID, Originals and Unsigned Documents

A notary appointment is usually short. It goes smoothly when you arrive with the right identification, the right documents and the people who need to sign.

This checklist covers what to bring to a notary appointment in BC, why you should not sign anything beforehand, and what to ask the organization that wants the document before you book.

In British Columbia, a practising lawyer is entitled to use the title "Notary Public in and for the Province of British Columbia" and has the powers of a notary public (Legal Profession Act, section 14(3)). BC notaries public who are not lawyers also provide these services. Whoever you see, the preparation is much the same. Our guide to what a lawyer-notary can sign, certify and witness explains the range of services; this article focuses on what to bring through the door.

1. Valid, current government-issued photo ID

Identification is the first thing the notary will ask for. The Law Society of BC's commentary on affidavits and solemn declarations says the person taking them should be satisfied of the deponent's identity and, where they do not know the person, should inspect identification. Lawyers also have client identification rules: the Law Society Rules require a lawyer retained to provide legal services to obtain and record a client's full name, home address and telephone number, and occupation, and, where a financial transaction is involved, to verify identity using documents such as a valid, current government-issued photo ID.

In practice, bring:

• Photo ID. A current driver's licence, passport or BC Services Card with photo. Expired ID may be refused.
• A second piece of ID. Useful if your primary ID is new, worn, or from another country.
• Proof of a name change. If the name on the document differs from the name on your ID, bring a marriage certificate or change of name certificate.

Everyone who will sign must bring their own ID.

2. The document, unsigned

Signing too early is an easy way to end up needing a second visit. For an affidavit or a solemn (statutory) declaration, the Law Society's Code says a lawyer must not take it unless the person appears personally before the lawyer, acknowledges being the deponent, understands or appears to understand the document, swears, affirms or declares that it is true, and signs it (or, where a statute permits, swears that the signature is theirs).

The notary's certificate says the document was sworn or signed in their presence. If you have already signed, the notary may not be able to complete it, and you may need a fresh copy. Leave the signature lines blank, and do not date the document in advance, unless the notary's office tells you otherwise.

Bring the whole document, including every page and exhibit, not just the signature page.

3. Originals for any copies you need certified

If you need a certified true copy of a passport, degree, licence or other record, bring the original. A notary certifies that a copy matches the original document in front of them, so a photocopy or a picture on your phone is not enough. Our article on certified true copies in BC explains what the certification does and does not confirm.

Ask the organization that wants the copy whether it needs every page, both sides of a card, or a particular wording.

4. The instructions from whoever asked for it

Most notarizations are for someone else: a bank, a government office, a foreign authority, a school or an employer. Bring their instructions or the email asking for the document. Useful details include:

• The type of certification. Whether they need a notarized signature, a sworn affidavit, a statutory declaration or a certified copy.
• Witness requirements. Whether a separate witness must also sign, and whether that witness must be independent.
• Where it will be used. A document going outside Canada may need further steps after notarization, such as authentication or an apostille. Our article on using BC documents abroad covers that process, and the receiving country's requirements decide what is needed.

If you are not sure what is being asked, send the instructions to the notary's office before the appointment.

5. Everyone who has to sign, in person

Each person signing must attend. A spouse, business partner or co-owner cannot sign on someone else's behalf unless they hold legal authority, such as a power of attorney, and in that case bring the power of attorney itself.

The Law Society permits remote commissioning of affidavits in some circumstances, using video and a set procedure, but it describes in-person attendance as preferable, and not every receiving organization accepts remote signing. Ask before assuming a video appointment will work. If you are outside the country, our article on signing BC documents from outside Canada explains the options.

6. Time to understand what you are signing

The notary must be satisfied that you understand, or appear to understand, a sworn statement. If English is not your first language, tell the office when you book. For sworn documents an interpreter may be needed, so that the notary can be satisfied you understand what you are swearing to.

Notarizing confirms who signed and how; it does not mean the notary has reviewed or approved the content of a document someone else prepared. If you have questions about what the document means, ask for legal advice before the appointment, not at the signing table.

Quick checklist

• Current government-issued photo ID, plus a second piece if you have one
• The complete document, unsigned and undated
• Originals of anything to be copied and certified
• Instructions from the organization that asked for it
• Every person who needs to sign, each with ID
• Any power of attorney or proof of name change that applies

Need something notarized? Book a time and bring your documents

Our notary services include notarizing signatures, commissioning affidavits and statutory declarations, and certifying true copies of original documents.

Call 604-259-2844 or send us a message to arrange a consultation at our Vancouver office.