HR managers handling high-volume onboarding
Certified True Copy for HR & Recruitment Documents – Ontario Notarization
Certified True Copy for HR & Recruitment Documents – Ontario Notarization
In hiring, onboarding, and workforce compliance, HR teams are often required to collect and submit certified true copies of key employee documents. These may include government-issued ID, educational credentials, licenses, or employment contracts. To be valid in Ontario, these copies must be certified in person by a licensed Notary Public.
Notary Link provides mobile notarization services across Aurora, Vaughan, Richmond Hill, and Newmarket — making it easy for HR departments and recruitment firms to meet document certification requirements quickly and accurately.
What Types of HR Documents Require Certified Copies?
Common certified true copy requests in HR and recruitment include:
- Government-issued photo ID (passport, driver’s license, PR card)
- Academic transcripts or diplomas
- Certifications or licenses (e.g., CPR, trade certificates, professional designations)
- Employment offer letters or signed contracts
- Work permits or immigration documents
These are often needed for internal audits, onboarding files, or submission to government agencies or compliance partners.
Why Certification Is Required
- To validate identity and qualifications during hiring
- To meet internal HR audit requirements or ISO standards
- To provide documentation for immigration, relocation, or background checks
- To avoid mailing or storing original documents in HR files
Why It Must Be Done In Person
In Ontario, certified true copies must be executed in person. A licensed Notary must:
- Review the original document
- Compare it against the copy
- Certify the copy with a signature, seal, and statement of authenticity
Remote or video-based notarization is not valid
for certified copy services under Ontario law.
Who Uses This Service
Recruitment agencies processing overseas or remote hires
Internal compliance or operations teams
Employers working with third-party verification partners
What Notary Link Offers
- Mobile service directly to your office, hiring site, or HR hub
- Same-day and next-day availability
- Full legal compliance with Ontario Notaries Act
- Guidance on document presentation and acceptable formats
- Support for multiple hires or high-volume HR batches
Service Area
We serve clients in:
- Aurora
- Richmond Hill
- Vaughan
- Newmarket
Book Certified Copy Services for Your HR Team
Need certified true copies of employment or onboarding documents? Contact Notary Link today. We’ll come to your location and ensure your documentation is verified, compliant, and ready for submission — without disrupting your hiring flow.
