Document Certification Services
Common Requests:
As a recognized Chamber of Commerce under the laws of Canada, Mississauga Board of Trade is pleased to offer Document Certification Services. This valuable service lends credibility and authenticity to documents pertaining to exports of shipments and other documents related to international business.
Certification is based on the requirements and regulations of the various importing countries.
Our certification on Certificates of Origin and other export shipping documents is recognized worldwide wherever certification by a Chamber of Commerce or Board of Trade is required. This service is offered online or in-person at the chamber.
Mississauga Board of Trade does not issue Certificates. It will only certify to the “Issuers sworn statement on the documents” and not to the document contents.
Mississauga’s Board of Trade Notary
How To Get Started?
Whether online or in-person, all document certification clients are required to submit a Letter of Waiver Package to the Chamber. The Letter of Waiver Package requirement is to maintain the integrity and credibility of our Export Documentation Certification Services and allow it to continue for your benefit.
The completed original Letter of Waiver & Signature Authorization Form is required before or at the time you require document certification services. If you have not provided these forms, we will be unable to certify your documents. If you have any questions about the above items, please contact Ann Cozzi at 905-273-6151 ext. 220 or through e-mail acozzi@mbot.com.
Please note:
- The Waiver must be signed by a company signing officer
- The Waiver must be notarized/commissioned by an independent Notary, Lawyer or Commissioner of Oath. (The company’s signing officer cannot notarize/commission his/her own signature.)
- A copy of the company’s “Articles of Incorporation” or “Business Licence” must be provided along with the Waiver.
- If the address on the Articles of Incorporation differs from your current address, we require a copy of a government document that confirms the new mailing address: e.g. Notice of Amendment; Revenue Canada tax form cover page
- Provide a list of the company employees and their signatures who are eligible to sign export documents per the attached “Signatures Form”.
Letter of Waiver Package
- Letter of Waiver
- Signature Authorization Form
- Submission of Articles of Incorporation / Masters Business Licence
Document Certification Requirements:
- You must provide MBOT with one additional original set of all documents presented for certification. Each document 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 require two original signatures, in blue ink: the exporter’s and the Notary Public’s/Commissioner of Oaths’. Photocopied signatures will not be accepted.
- 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. 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.
- A template for a Certificate of Origin (PDF or Excel) is available in the template section.
Documents We Can Certify
All documents requiring certification must be originally signed by a company representative or agent of the exporter and notarized by a Notary Public or Commissioner of Oath. The following is a list of documents that the chamber is able to certify:
- Certificates of Origin
- Supporting Shipping Documents (Commercial Invoice or Packing List)
- Business Visas
- Invitation Letters
- Agency/Representation Agreements
- Government Documents Pertaining to Exports (Letters are issued as attachments to these documents)
Documents We Can NOT Certify
We encourage companies to contact us prior to coming to our office to ensure documents are acceptable. MBOT reserves the right to refuse certifying documents should they be deemed unacceptable. The following is a list of documents that the chamber is unable to certify.
- Certificate of Origins that refer to a “Free Trade Agreement” (e.g. NAFTA)
- Government documents for personal use (Passports, Birth Certificates)
- Personal documents (e.g. Bank or School documents)
- Legal documents (e.g. Wills, Power of Attorneys)
Online Certification
Why Use Online Certification?
Online certification provides exporters and forwarders with faster processing of documents, giving better service to customers at reduced costs. Agents using the system report significantly reduced times to make documents available with more efficient management of staff, especially at peak times for shipments.
The easy-to-use system automatically navigates users through a series of work-flows required to make online Certificate of Origin applications. This “DIY” system means that your staff will require a minimal amount of training. As a result, staff productivity will be increased, administration and staff training costs will be reduced and the “human error” costs associated with handling applications manually will be removed through automation.
How Do I Get Started?
Easy! Complete a Letter of Waiver Package. Have it notarized by a Notary Public or Commissioner of Oaths (MBOT cannot notarize this document). Then scan and email the Letter of Waiver Package (to set you up faster) and mail the original.
Once you’ve submitted your completed Letter of Waiver Package, we’ll set you up as a user. You will receive an email with instructions, Login and how to obtain your password.
If you have any questions about this service or its process, please contact Ann Cozzi at 905-273-6151 ext. 220 or acozzi@mbot.com.
Accessibility
Apply anywhere you can access the Internet.
Easy To Use
Application transmitted instantly to MBOT.
Cost Reduction
Eliminate courier expense or trips to MBOT.
Safety
Using the same technology as online banking.
Time Saving
The fastest way to obtain a Certificate of Origin.
Commissioner of Oath Service in Missisauga
Mississauga Board of Trade’s Commissioners of Oaths are only able to witness signatures on the following types of documents:
- Certificate of Origin
- Free Trade Certificates of Origin
- Business Visa Letter
- Letters of Authorization – (case by case)
- Agency/Representational Agreements
- Manufacturers Declarations
- Affidavit for Veterinary Certificates for fur related exports
For your convenience, a Commissioner of Oaths is available at the MBOT office. All documents requiring a Commissioner’s stamp must be signed in front of our Commissioner of Oath by an authorized representative of the company.
Please note:
There are some documents that require a Notary Public’s signature and cannot be signed by Mississauga Board of Trade’s Commissioner of Oaths. These include: Commercial Invoices, Packing List and Personal Documents.
Forms & Templates
If you have any questions about the above items, please contact Ann Cozzi at 905-273-6151 ext. 220 or through e-mail acozzi@mbot.com.
Certification Fees
Guidelines around these services continue to evolve and change, and we strive to be up-to-date to ensure that the services we provide are done correctly, meets clients needs and are in legal conformity.
Walk-In Service
Certification
Member
Non-Member
$17.50 per set
$26.50 per set
Comissioner of Oaths
Member
Non-Member
$24.00 per set
$30.00 per set
Certifying & Commisioner of Oaths
Member
Non-Member
$32.00 per set
$48.00 per set
Online Service
Certification
Standard $34 Courier Fee for GTA Delivery
Member
Non-Member
$39.55 DIY
$50.85 Full Service per set
$50.85 DIY
$62.15 Full Service per set
The fees include 13% HST.
A “set” is defined as a group of documents pertaining to the same invoice/shipment/subject (up to a maximum of 12 pages). Documents will be counted as one “set” as long as they list the same consignee address and same list of goods or reference number; OR up to 12 originals of the same document.
Note: Everything MUST match on all documents in order for it to be counted as one set and this matter is non-negotiable. Payment Options:
Cash, Cheque, Debit, EFT and major credit cards are all accepted. Member companies can also charge their certifying services on account and be invoiced once a month.
Hours of Operation
Regular Hours
Monday – Friday
9:00am – 12:30pm and 1:30pm – 4:00pm
Notary Services
in Mississauga
One of the largest and most influential chambers of commerce in North America, we connect the business community through a constant flow of ideas, people and introductions.
- Affidavits
- Name Change Application
- OSAP Form or Affidavit
- Certified Copy
- Family Gift of a Used Vehicle
- Wills
- Diploma
- Letter of Consent to Travel
- Power of Attorney
- Statuatory Declaration
- Bank Forms
- RRSP Withdrawal Application
- Criminal Background Checks
- Insurance Forms
- Common-Law Declaration
- Employment ID Verification Forms
- Foreign Language Documents
- Separation or Divoce Agreements
- Custodianship Declaration Form
- Real Estate and Mortgage Documents
- Automobile Proof of Loss Insurance Form
- Passport Forms and Applications
- Foreign Language (Non-English) Notarization
- Certificate of Authorization for Professional Corporation
- Attestation
- Pharmacy Licensing Exam Application
- Degree Certificate
- Guarantor
- Insurance Forms
- Real Estate Closing Documents
- Declaration of Transmission
- Sworn Statement for a Family Gift of a Used Vehicle
- Vehicle Corporate RIN Registration
- Vaccination Exemptions Forms
- Custodianship Declaration Form
- Real Estate Closing Documents
