What to Bring to Your Notary Appointment: A Simple Checklist

Sooner or later, most people in the North Okanagan need a document notarized. It might be a statutory declaration for an insurance claim, a travel consent letter before a child's trip abroad, a certified true copy of a diploma for a job application, or an affidavit for a court or government process. For residents of Vernon, Armstrong, and Lake Country, these appointments are usually quick and straightforward, provided you arrive prepared.

The most common reason a notarization appointment gets delayed is simple: something was missing. A piece of identification, an unsigned-but-ready document, the original rather than a photocopy. This article offers a plain-language checklist so your appointment goes smoothly the first time.

First: Know What Service You Need

Notary services cover several related but different tasks. Knowing which one you need helps the office prepare and ensures you bring the right materials:

• Document notarization and certification. Witnessing your signature on a document and applying the notarial seal.
• Affidavits and statutory declarations. Sworn or solemnly declared written statements, often required by courts, government agencies, insurers, or other institutions.
• Travel consent letters. Letters confirming a parent or guardian consents to a child travelling, commonly requested by border authorities and airlines.
• Certified true copies. Certification that a photocopy is a true copy of an original document, such as a passport, diploma, or licence.
• Authentication and legalization. Preparing documents so they will be recognized in another country, a process with extra steps and timelines.

When you book, briefly describe what the document is and who is asking for it. That one sentence often prevents wasted trips.

The Universal Requirement: Valid Identification

Every notarization starts with confirming who you are. Bring:

• One piece of valid, government-issued photo ID, such as a driver's licence or passport, that is current and not expired
• A second piece of ID if possible, such as a bank card or other supporting identification, since some documents or institutions require two
• ID in the same name as the document. If your document uses a former name, bring proof of the name change or connection, such as a marriage certificate

If your ID has expired or the names do not match, call ahead. There may be a solution, but it is better sorted out before you arrive.

Bring the Right Version of the Document

• Bring the complete document, not just the signature page. The notary needs to see what you are signing.
• Do not sign in advance. For most notarized documents, the entire point is that the notary witnesses you signing. Arrive with the document unsigned and sign it at the appointment.
• Bring originals for certified true copies. A notary cannot certify a copy of a copy. If you need a certified true copy of your degree or passport, the original must come with you.
• Bring any instructions you received. If a bank, government office, or foreign institution sent you requirements, bring that letter or email. Requirements vary, and meeting the recipient's exact expectations avoids repeat visits.

Special Checklist: Travel Consent Letters

Travel consent letters are one of the most common summer requests in the Okanagan. If a child is travelling abroad without both parents or guardians, border officials may ask for a consent letter signed by the non-travelling parent or guardian. For this appointment, it helps to have:

• The child's full legal name and date of birth, ideally with their passport details
• Travel details, including destination, dates, and the name of the accompanying adult
• The non-travelling parent or guardian present with valid photo ID, since they are the one signing
• Any relevant custody or guardianship documents, if applicable to your family's situation

Booking this appointment well before the travel date leaves room to fix any issues without jeopardizing the trip.

Special Checklist: Affidavits and Statutory Declarations

If you need to swear an affidavit or make a statutory declaration:

• Bring the document prepared and complete, with no blanks, but unsigned
• Bring all exhibits or attachments referred to in the document
• Be ready to confirm the contents are true. You will swear or solemnly declare that the statement is accurate, and there are legal consequences for false statements
• Every person signing must attend with their own identification

If you are not sure how to prepare the document itself, ask when booking. Getting the wording right the first time saves everyone effort.

A Few Practical Tips

• Call ahead and describe your document. Some documents involve extra steps or are better handled with legal advice; a quick call sets expectations.
• Allow extra time for international documents. Authentication and legalization for use abroad involve additional agencies and can take weeks, so start early.
• Ask how many copies you need. If an institution wants multiple notarized originals, it is easiest to sign them all in one appointment.
• Anyone signing must appear in person. A notary cannot witness a signature for someone who is not there.

Frequently Asked Questions

Clarity, Right Down to the Checklist

At Abbey Law Corporation, we provide notary services to the people of Vernon, Armstrong, Lake Country, and the surrounding North Okanagan, alongside our real estate, wills and estates, and corporate law practices. We believe even a quick notarization appointment should come with clear communication: what to bring, what will happen, and what your document will accomplish.

If you need a document notarized, an affidavit sworn, a travel consent letter prepared, or a certified true copy made, we are ready to help.

© 2026 Abbey Law Corporation. This article provides general information and does not constitute legal advice.