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Hours
Document Certification services are available on weekdays:
West - Toronto Airport Marriott 9:30 a.m. - 12:00 p.m. & 1:30 - 4:00 p.m.
Tel: 416 798 6811 Fax: 416 798 2499
Downtown Centre - First Canadian Pl. 9:00 a.m. - 12 noon
**NEW** 2:00 p.m.-4:00p.m. (by appointment only)
Click here to request an afternoon appointment**
Tel: 416 366 6811 Fax: 416 366 2483
As there can only be one Commissioner of Oaths on staff at each of these locations, we recommend that you always call ahead to confirm their availability. Documents that have already been notarized may be certified without the Commissioner of Oaths service.
New Clients
As a result of a review by McCarthy Tétrault LLP, of the Board of Trade's export document certification service, all new Board of Trade document certification clients are required to fill out an “Application and Waiver” form that will be kept in a secure file at the Board.
For your convenience here is a PDF (16kb) version of the Application and Waiver form.
Please note the following details:
- This "Application and Waiver" must be notarized. A Toronto Board of Trade Commissioner of Oaths cannot sign the application.
- The company's signing officer cannot notarize/commission his/her own signature.
- The company is required to supply a copy of the company's "Articles of Incorporation" with the correct address of the company.
- If the company has moved, we require a copy of a government document that confirms the new address (e.g. Revenue Canada tax form cover page) or a lawyer should provide a letter/amendment of why the address on articles is different to the firm's current address.
Contact: Rhonda Richardson, rrichardson@bot.com, 416 862 4534
What You Need to Bring
- You must provide the Board with one additional copy of all documents presented for certification. Each copy must be originally signed by a company officer or duly authorized agent and a Commissioner of Oaths, Notary Public or Justice of the Peace.
- The documents need to have two original signatures, in blue ink: the exporter’s and the Notary Public’s/Commissioner of Oaths’.
All signatures must be original. Photocopied signatures will not be accepted.
These two signatures need to be from two different people. The exporter cannot notarize/commission his/her own document.
The Toronto Board of Trade requires an original copy of all documents to keep on file.
Any Certificate of Origin that refers to a “Free Trade Agreement” (e.g. NAFTA) cannot be certified.
If the document is written in a foreign language, it must be accompanied by an English translation signed by a signing officer of the company.
If the exporter is not a Canadian company, a Canadian representative's (e.g. freight forwarder's) company name and address must be specified on the Certificate of Origin.
The Consignee's (or Notify Party's) full company name and address must be included on the Certificate of Origin.
The Toronto Board of Trade’s template for a Certificate of Origin was revised in 2004 and is available in “pdf” format or in “excel” format available from Document Certification Officers. You will no longer be able to use the previous template that included the Board of Trade logo.
All documents requiring certification by The Toronto Board of Trade must first be sworn to by a Commissioner of Oaths, a Notary Public or a Justice of the Peace. For your convenience, a Commissioner of Oaths is available at the Board's West location and Downtown Centre. All documents must be signed in front of our Commissioner, and a valid ID (such as a driver's license) must be on hand . There are some documents that require a Notary Public's signature and cannot be signed by a Toronto Board of Trade's Commissioner of Oaths. The Toronto Board of Trade's Commissioners of Oaths are only able to witness signatures on the following types of documents:
- Certificate of Orign
- Business Visa Letter
- Government-issued Manufacturer's Declaration
To have signatures witnessed on other documents, please refer to the Notary Public / Commissioner of Oaths of your choice.
As there can only be one Commissioner of Oaths on staff at each of these locations, we recommend that you call ahead to confirm their availability.
West - Toronto Airport Marriott 9:30 a.m. - 12:00 p.m. & 2:00 p.m. - 4:00 p.m.
Tel: 416 798 6811 Fax: 416 798 2499
Downtown Centre- First Canadian Pl. 9:00 a.m. - 12 noon
Tel: 416 366 6811 Fax: 416 366 2483
A certificate of origin is a document stating the origin of goods being exported. Whether the exporter requires a certificate of orgin depends on a variety of factors: where the goods are being shipped, what the goods are, if it is requested by the bank or financial institution involved in the export sale.
The Board requires the following to be completed on the certficate of origin:
- Complete Address of the Exporter- (if not Canadian a complete address of the Forwarder must be specified on the document)
- Consignee's/Notfiy Parties complete address
- Description of Goods, quantites and weight
- Country of Origin
- Place and Date
- Company's official Signature (original signature required on all documents)
- Notary, Commissioner of Oath, or Lawyers Signature (original signature required on all documents)
Letter of Authenticity
This letter on the client's letterhead, verifies that a Canadian firm is truly in existence. It is often requested by foreign embassies.
- must be notarized (not commissioned by a Toronto Board of Trade Commissioner of Oaths)
- no discriminatory statements
- copy of the client's articles of incorporation is required
- The Board of Trade retains an original notarized copy
These are letters written by the company on letterhead, stating that the individual is a member of their company and will be doing business while in Saudi Arabia. The company’s president, with a company seal should sign them if possible. They should also be notarized/commissioned. The Board of Trade retains an original notarized copy. The letter should include the following information:
- Name of applicant
- Nationality
- Religion
- Passport #
- Date of issue of passport
Expiry date
Place of birth
Date of birth
Occupation
Name of inviting company
Period of Stay
Company official’s signature
The client is required to a complete a visa application form from the Embassy of Saudi Arabia.The client will be required by the embassy to provide a valid passport for at least 6 months from current date and will be asked for two passport size photos.
Government-issued Certificates
We will attach a short letter on Toronto Board of Trade letterhead to the effect that, based upon our examination of the certificate, we believe it to be genuine. This letter can be stamped, signed and sealed.
Fumigation Certificates
We will attach a short letter on Toronto Board of Trade letterhead to the effect that we have examined an original of the fumigation certificate, it has been notarized, and it appears to be genuine based on our examination. This letter can be stamped, signed and sealed.
Letters of Confirmation
- The Board of Trade’s Senior Member Service Representative issues Letters of Confirmation. Contact Beverley Phillips at 416 862 4528 or bphillips@bot.com.
- Document Certification Officers are not able to issue Letters of Confirmation.
Fee Schedule (effective March, 2005)
| Service |
Members |
Non-Members |
| Certification Only |
$11.43 per set |
$19.05 per set |
| Certification & Commissioner of Oaths |
$26.67 per set |
$38.10 per set |
(plus 5% GST)
- A "set" is a group of documents with the same invoice number belonging to an individual shipment not requiring more than 12 signatures. There is a further charge of $11.43/$19.05 for each additional 12 signatures. Repeats of certification due to loss of documents, change of information, or for any other reason, will be charged an additional fee.
Payment
- Members
Individual members can charge their Toronto Board of Trade club account number. Through their Corporate Representative, Corporate members may request a Document Certification Billing number which can be used by authorized employees. Call Membership Administration at 416 366 6811 to arrange this. All documents must be submitted with either an Individual Club Account number or a Document Certification Billing number to be eligible for the Board discount.
Is your firm a corporate member?
Call Membership Administration, Beverley Phillips to find out at 416 862 4528
- Non-Members
Non-members are required to pay by cash or by company cheque, payable to The Toronto Board of Trade, at the time of certification. A self-addressed, stamped envelope with payment enclosed is required if documents are to be returned by mail.
Locations
The Toronto Board of Trade has two locations offering these services:
West - Toronto Airport Mariott, 901 Dixon Road, Toronto, ON M9W 1J5
Downtown Centre - 1 First Canadian Place, Toronto, ON M5X 1C1
Maps/Directions
FAQ
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