According to the data from the Canadian Immigration Bureau, the rejection rate due to unqualified documents in 2023 reached 18%, of which 35% was due to failure to complete notarization or certification as required. Whether it is skilled immigration or family reunion, document notarization is a core step to ensure that the materials are internationally recognized. This article is compiled by the JZW Law team, covering key processes, material lists and pitfall avoidance guides to help you prepare qualified materials in one go.

I. Why must immigration documents be notarized?

  1. Legal compliance requirements
    Non-English and French documents must be accompanied by certified translations, and core documents such as birth certificates and marriage certificates must be confirmed by a licensed notary public to be “consistent with the originals”, otherwise the Immigration Bureau may regard them as invalid materials.
  2. Cross-border effectiveness guarantee
    Notarized documents can be quickly circulated internationally through the Hague Convention or bilateral agreements, avoiding repeated review, which is particularly suitable for immigration applications in multiple countries.

II. Analysis of the whole process of notarization (taking Chinese documents as an example)

  1. Choose a qualified notary public lawyer
    • You must have a practicing license from a provincial bar association (such as certification from the Ontario Law Society), and give priority to institutions that provide bilingual services in Chinese and English to reduce translation errors.
  2. Material submission and preliminary review
    • Bring original documents and clear copies (such as household registration booklet, academic certificate), and the lawyer will check whether additional proof is required (such as a court judgment for divorce).
  3. Notarization steps
    • Document verification: The lawyer writes “Certified True Copy” on the photocopy and signs and stamps it;
    • Translation requirements: Non-English and French documents must be accompanied by translations by an ATIO-certified translator. Some law firms provide a one-stop “translation + notarization” service.
  4. Additional certification (if required)
    • Documents for applying for Quebec nomination or for use in China must be notarized and then applied for “double certification”: first authenticated by the Ontario government, and then submitted to the Chinese Consulate in Canada (approximately 10-15 working days).

III. Immigration Document Classification and Core Materials List

  1. Personal identity (required)
    • Birth certificate: original + translation (including parents’ names). The new Chinese version must be accompanied by a translation of the “Medical Birth Certificate”;
    • Passport: Copy of the first page + signature page. Please note that the validity period must be more than 6 months;
    • Certificate of no criminal record: issued within 3 months before application, valid for only 6 months.
  2. Family Relationship Category (Focus on Reunion Immigration)
    • Marriage/divorce certificate: notarization registration date and authority. In case of divorce, a court mediation certificate is also required;
    • Proof of children: birth certificate (including parents’ information); adopted or illegitimate children require notarized paternity test.
  3. Education and Occupation (Skilled Migration Core)
    • Educational certificates: degree certificate + notarized graduation certificate. Chinese education certificates must be authenticated by China Higher Education Student Information and Career Center.
    • Practice certificate: The scope of practice and legality of the licenses of doctors/teachers, etc. must be notarized.
  4. Proof of assets (required for investment immigration)
    • Deposit certificate: bank statements for the past 6 months, indicating the source of funds (such as salary, property sales);
    • Property certificate: Notarization and translation of domestic property certificate. No additional processing is required for Canadian property.

IV. Q&A

Q1: Can I translate the document myself?
A1: It is not recommended. The Immigration Bureau requires translators to declare their qualifications. Collaborative translation with a law firm is more in line with official requirements and reduces the risk of supplementary documents.
Q2: Is online notarization recognized?
A2: Canada will allow online notarization after 2021, and identity verification must be completed through a secure platform.
Q3: How long is the document valid?
A3: There is no fixed period, but sensitive documents such as criminal records are recommended to be processed within 3 months before application.

V. The three core values ​​of lawyers

  1. Pre-review service: check for missing materials in advance (e.g. whether the only child certificate needs to be notarized);
  2. Cross-border agency: one-stop processing of provincial government + consulate certification, avoiding multiple trips;
  3. Category customization: According to different programs such as EE Express Entry and Provincial Nomination, we provide exclusive material lists (e.g. Quebec immigration requires notarization of French proficiency).

JZW Law has an experienced team of notary lawyers. They are fluent in both Chinese and English and provide professional legal services. We specialize in handling complex property division, corporate equity, trusts, overseas assets and other related issues. We provide free initial consultation services, and you are welcome to contact us for more information or to make an appointment for a consultation.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. If you need legal help, please consult a professional lawyer.