Identity & Name Change Statutory Declarations – Ontario Notarization for Employee Files
Identity & Name Change Statutory Declarations – Ontario Notarization for Employee Files
Businesses often require employees to complete statutory declarations when updating internal records, payroll details, or government documentation due to a name change. These declarations confirm that the employee’s legal name has changed and that supporting documents (e.g., marriage certificate, legal name change certificate) are valid. To be accepted, these declarations must be commissioned in Ontario by a licensed Notary Public or Commissioner of Oaths.
Notary Link helps HR departments and corporate teams across Aurora, Richmond Hill, Vaughan, and Newmarket notarize employee identity-related declarations quickly and professionally.
What Is an Identity or Name Change Declaration?
A name change statutory declaration is a sworn written statement that confirms:
- The employee’s previous and current legal names
- That the name change is legal and documented
- That the employee is requesting the business update internal systems, contracts, or benefits accordingly
These declarations are typically used when:
- An employee changes their name after marriage or divorce
- A legal name change is completed by court order
- Government documents need to be updated (SIN, tax info, payroll)
Why It Must Be Notarized
Statutory declarations must be:
- Signed in the presence of a licensed Ontario Notary or Commissioner of Oaths
- Properly witnessed and commissioned
- Presented with valid ID at the time of signing
Without proper commissioning, businesses may be unable to update official records or submit changes to government agencies.
Why Employers Use This Service
- To update employee records, ID cards, or internal systems
- To comply with CRA, WSIB, or Service Canada records
- To document changes for benefits, insurance, or pension eligibility
- To ensure formal legal verification without requesting personal court documents
What Notary Link Offers
- On-site or mobile notarization at your HR department, office, or employee residence
- Online commissioning via video call (where legally allowed)
- Full compliance with the Ontario Notaries Act
- Confidential handling of sensitive employee documentation
- Fast turnaround to keep your records up to date without delay
Service Area
We serve clients in:
- Aurora
- Richmond Hill
- Vaughan
- Newmarket
Book a Name Change Declaration Appointment
Need a statutory declaration for a corporate name change request? Notary Link provides mobile and virtual notarization services for HR teams and employees. Book an appointment today to keep your records compliant and up to date.
