Notary Invoice Template - Canada

List each distinct service separately on your notary invoice—notarization of specific documents, witnessing statutory declarations, commissioning affidavits, certifying true copies, authenticating travel documents, and administering oaths all qualify as billable services. Be specific about what was notarized or declared rather than using vague descriptions like "notary services." Include the date of service and any relevant reference numbers. This specificity protects you during CRA audits and helps clients understand what they're paying for, which is especially important when multiple services are performed in one appointment.

Yes, mobile notaries in Canada can legitimately charge travel fees and mileage expenses, provided you clearly separate these charges from service fees on the invoice. Many notaries charge either an hourly travel rate, a per-kilometer fee (often calculated based on the distance between your office and the client's location), or a flat travel surcharge for out-of-area appointments. Document the client's location and clearly label travel charges so they appear as distinct line items. This practice is widely accepted and helps offset fuel costs, vehicle wear, and time spent traveling outside your primary service area.

Notarial services in Canada are generally subject to GST/HST if you're registered for the tax, as they don't qualify as exempt supplies under tax legislation. Add GST (5%) or the applicable HST rate (13–15%, depending on your province) to the total invoice amount. Display the tax separately on the invoice as a line item, with the total before and after tax clearly shown. Ensure your notary invoice template includes your GST/HST registration number if applicable. If you're not registered, verify your provincial requirements, as some provinces may have specific notary licensing tax considerations.

A compliant Canadian notary invoice requires your full name and notary credentials (seal number or license information if applicable), complete client/recipient details, invoice date and number for record-keeping, itemized description of each notarial service performed, service date (which may differ from invoice date), your fee for each service, applicable GST/HST with your registration number, total amount due, and payment terms. Your notary seal or signature authenticates the invoice and reinforces its credibility with clients and authorities.

Charge per notarial act or service, not per page, unless you've established that pricing model with your client beforehand. When a client brings a 50-page contract requiring a single notarization, that's one service. However, if they need the first 25 pages certified as true copies and the remaining pages notarized separately, those are two distinct services with separate fees. Clearly describe what each charge covers on the invoice—"Notarization of Purchase Agreement" rather than "Notarization – 50 pages." This prevents billing disputes and ensures clients understand the basis of your charges, which is particularly important for corporate or legal clients accustomed to detailed billing breakdowns.

Add a separate line item for rush or expedited service fees, typically ranging from 25% to 50% above your standard rate depending on how quickly you need to complete the work. Clearly label it as "Rush Fee" or "Expedited Service Charge" so the client understands they're paying a premium for faster turnaround. Specify the timeline you're committing to (same-day, within 2 hours, etc.) to justify the additional cost. This approach maintains transparency and protects you from disputes by making the premium explicit rather than embedding it in your base rate, while also allowing clients to choose standard or expedited service based on their budget.

Use precise terminology and include the subject matter or purpose: "Affidavit in support of [claim type]," "Statutory Declaration regarding [specific matter]," or "Statutory Declaration for immigration purposes." Avoid generic descriptions like "affidavit" alone. If the document was prepared by a lawyer and you're only witnessing it, state "Witnessing of statutory declaration prepared by [lawyer's name/firm]." Include the date the affidavit was sworn or declared. This specificity clarifies your role and responsibility, helps clients and third parties verify what was completed, and provides the CRA with clear evidence of the service rendered if audited.

Keep invoices organized chronologically by date or by client name, retaining them for at least six years to comply with CRA record-keeping requirements. Store digital copies in a secure, backed-up system and maintain printed originals if you issued them in paper form. Create a log or spreadsheet that tracks invoice numbers, dates, client names, service descriptions, amounts, and GST/HST collected. Cross-reference this with your accounting records and annual tax returns. This organized system demonstrates due diligence during any audit, proves your revenue sources, and verifies that you've correctly remitted all collected taxes.