Commissioner of Oaths
COVID-19 Update – January 13, 2021
The Province has declared a second state of emergency in response to the COVID-19 pandemic, and a province-wide stay at home order begins Thursday, January 14 at 12:01 a.m.
As a result, temporary changes to a number of municipal programs and services are expected to be in place until at least Tuesday, February 16.
Tom Davies Square will remain open by appointment only, Monday to Friday, 8:30 a.m. to 4:30 p.m. Public access is limited to the main floor, including the public washrooms. Residents should avoid all non-essential visits to Tom Davies Square. Many services are available online or over the phone, and residents are asked to first contact 311 by phone or Live Web Chat (311.greatersudbury.ca) to see if there’s an alternative to an in-person visit. A full list of online services can be found at www.greatersudbury.ca/eservices.
Clerk’s Services provides municipal document certification services and the services of a Commissioner of Oaths. Some documents that commonly require these services include but are not limited to:
- Statutory Declarations - for example, Ontario Student Assistance Program (OSAP)
- Pension withdrawal.
- The fee is $40 per copy of each document as outlined in the User Fee By-law. At this time payment must be made via debit or credit card.
Services we do not provide
- We cannot provide notarial certificates, certified true copies, or documents specifically requesting a notary public.
- We cannot authenticate documents. For document authentication please visit the Government of Canada’s website for more information.
- We will not process documents relating to court documents, family law, estates or real estate matters. You need to take these documents to a lawyer for appropriate advice and assistance.
- We cannot provide you with any advice with respect to the documents that you are swearing. You need to read and fully understand the documents yourself.
Before having your document commissioned
- The document must be in English or French.
- You must present one original piece of government-issued photo identification (for example, a valid driver’s licence). A Health Card is not considered a valid form of government-issued photo identification.
- You must be 18 years of age to take an oath in regard to a document. If you are under 18, additional notation will be made on the document.
- If a witness is required, bring someone who knows you. The witness must not be your spouse, child or relative. They may need to swear an Affidavit of Witness that you are who you claim to be and that they saw you sign the document.
Having your document commissioned
- Read the document completely in advance. This is extremely important as you will be swearing that the statements in the document are true. When signing under oath, you are swearing as if you are testifying in a court of law that the document contains true statements.
- Bring everything that you will need, including any letter of instruction from the person or office requesting the sworn statement.
- If a sworn statement indicates that there are copies of documents to be attached, you must bring those original documents with you, as well as the copies to be attached. Otherwise, the oath cannot be administered by the Commissioner.
- Do not sign the document in advance. You must sign the document in the presence of the Commissioner.
Pension documents from other countries
There are residents of Canada who were born in other countries and are entitled to receive pensions from their country of birth. These pensions require periodic verification that the pensioner is still living. A commissioner can provide this service if the document is in English or French.
- If you require a sworn statement on an application for a Canadian passport, a Commissioner can administer the oath and complete your statement.
- Commissioners do not provide guarantor services for Canadian passport applications and certification of true copies.
- An individual cannot act as a guarantor and cannot sign an application unless they have known the applicant for a period of at least two years.
Right to refuse service
- We have the right to refuse to commission documents where there is a possibility that we may be required to testify in a court of law.
- We reserve the right to refuse to commission documents for persons who are not capable of understanding them.