Applying to Become a Nurse in Ontario? You Need Certified True Copies

What Is a Certified True Copy?

A certified true copy is a photocopy of an original document that a notary public has personally compared to the original and confirmed is a complete and accurate copy.

The notary signs, dates, and stamps each copy and adds a written statement saying they have seen the original and that the copy is a true and accurate reproduction of it.

That stamp and signature are what make the copy legally acceptable. Without them, a photocopy of your degree or transcript is just a photocopy - and it will be rejected.

Why Do Nursing Bodies in Canada Require Certified True Copies?

Nursing is a regulated profession in Canada. Before you can practice as a nurse in any province, you need to be registered with that province's nursing regulatory body. In Ontario, that is the College of Nurses of Ontario (CNO).

These organizations need to verify that your educational credentials are real, complete, and accurate. They cannot accept regular photocopies because there is no way to confirm they have not been altered or are incomplete. A notary public acts as an independent, licensed professional who verifies the documents on their behalf.

This is why certified true copies are a non-negotiable part of the application process for internationally educated nurses in Canada.

What Documents Do Internationally Educated Nurses Typically Need Certified?

Every applicant's situation is a little different depending on where they studied and how many institutions they attended. But the documents that most internationally educated nurses bring in for certification include:

1. Nursing degree or diploma - your primary qualification from your nursing school or university

2. Marksheets or grade sheets - year by year or semester by semester results from your nursing program

3. Official transcripts - your complete academic record from your institution

4. Provisional degree certificate - if your final degree was issued later, your provisional certificate may also be required

5. Nursing registration or licence from your home country - proof that you were legally registered to practice as a nurse where you trained

6. Certificate of good standing - confirmation from your home country's nursing body that your registration is active and in good standing

7. Passport or government-issued photo ID - at least one piece of photo identification must also be certified

8. Name change documents - if the name on any of your credentials is different from your current legal name, you will need documents like a marriage certificate to account for the difference

9. Any other educational certificates - additional diplomas, specialty certifications, or post-graduate credentials related to your nursing career

Do My Documents Need to Be in English?

Yes. Canadian nursing bodies only accept documents in English or French. If any of your original documents - your degree, marksheets, or registration certificate - are in another language, you will need a certified translation done first.

The process works like this - you get your documents translated by an accredited translator, then bring both the original document and the English translation to us. We certify both as true copies of what was presented to us.

We work regularly with clients whose documents are in Hindi, Punjabi, Arabic, Spanish, French, and many other languages. This is a very common situation and there is nothing to worry about - we are familiar with the types of credentials that come from different countries.

Can You Certify a Copy of a Copy?

No, and this is one of the most common mistakes that causes applications to be rejected or delayed. A notary public can only certify a photocopy that was made directly from the original document. We cannot certify a copy of a copy.

Always bring your original documents to the appointment. There are no exceptions to this rule, and nursing bodies in Canada are strict about it.

What If My Degree or Transcript Was Issued Digitally?

Some universities and institutions now issue digital certificates or e-transcripts instead of physical documents. Whether a digital document can be certified depends on what the receiving organization will accept.

In many cases, we can print the digital document and certify it as a true copy of an electronic document. If you have digital credentials, call us before your appointment and we will advise you on the best way to handle it.

How Does the Process Work at Dodo Notary?

Getting your nursing documents certified at our Brampton office is simple and fast:

1. Bring all your original documents

2. Bring a photocopy of each document or we can print copies for you (small printing fee applies)

3. Bring valid government-issued photo ID passport, PR card, driver's licence, or Ontario Photo Card

4. You must be present - you need to be there when we make and certify the copies. You cannot send someone else on your behalf

5. We sign, date, and stamp every copy and add our certification statement

6. You leave with a full certified set ready to submit

Most nursing document appointments take between 10 and 20 minutes depending on how many documents you have. Walk-ins are welcome Monday to Friday at our Brampton office.