How to Fill Out a Statutory Declaration Form Canada
Filling out statutory declarations in Canada is a process many individuals encounter when dealing with official government or legal matters. Whether you’re replacing a lost ID, verifying personal details, or applying for immigration services, statutory declarations act as sworn statements of fact. But completing the form correctly is crucial for legal acceptance and smooth processing. This guide explains everything you need to know about how to fill out a statutory declaration form in Canada—step-by-step.
Understanding the Purpose of Statutory Declarations
Before starting the form, it’s essential to understand what statutory declarations are and why they’re used. A statutory declaration is a legal document in which you solemnly declare that something is true, and it is signed in the presence of an authorized official. These declarations are commonly required in the absence of other official evidence.
In Canada, statutory declarations are governed by federal or provincial laws depending on the context. They are often used for:
- Verifying personal identity or address
- Replacing lost documents
- Immigration applications
- Business dealings and financial verifications
- Legal or administrative procedures
Types of Statutory Declarations in Canada
Canada does not have a single, universal form. Instead, statutory declarations vary depending on the province or federal agency requiring them. Below are some common types:
Federal Statutory Declarations
These are used when submitting documents to federal bodies such as Immigration, Refugees and Citizenship Canada (IRCC), or the Canada Revenue Agency (CRA).
Provincial Statutory Declarations
Each province, like Ontario, British Columbia, or Alberta, may have its own declaration forms and requirements for local matters.
Custom Statutory Declarations
In some cases, a custom statutory declaration is drafted for a specific purpose, such as proving common-law status, certifying a residency, or verifying employment.
Step-by-Step Guide to Filling Out the Form
To ensure your statutory declarations are accepted, follow these clear steps when completing the form:
Step 1: Obtain the Correct Form
Start by downloading the appropriate statutory declaration form from the official government website or obtaining it directly from the agency that requires it. Using the wrong form could result in rejection.
Step 2: Read the Instructions Carefully
Each form comes with specific guidelines. Pay attention to:
- What information is required
- How it should be formatted
- Who must sign it and where
This avoids errors that could delay your process.
Step 3: Enter Your Personal Information
You will be asked to provide details such as:
- Full legal name
- Date of birth
- Address
- Contact information
- ID numbers, if applicable (e.g., SIN, passport, or driver’s license)
Make sure all information is accurate and consistent with your official records.
Step 4: Write the Declaration Statement
The heart of statutory declarations is the statement you’re making. It must be factual and specific. Avoid vague or opinionated language. For example:
“I solemnly declare that I have resided at [address] continuously since [date], and no other address has been my primary residence.”
If the form has a blank area for this statement, write clearly and use formal language.
Step 5: Leave the Signature Section Blank (For Now)
Do not sign the form until you’re in the presence of an authorized witness. Signing it beforehand makes it invalid.
Who Can Witness a Statutory Declaration in Canada?
Statutory declarations must be signed in front of someone legally authorized to witness oaths and declarations. In Canada, this includes:
- Notaries public
- Commissioners for oaths
- Lawyers
- Judges
- Justices of the peace
- Certain government officials
Where to Find a Commissioner or Notary
- Local law offices
- Provincial Services offices (like ServiceOntario)
- Courthouses
- Some post offices or banks offer these services
Note that some services may charge a small fee for witnessing.
Important Tips to Avoid Common Mistakes
Statutory declarations are legal documents, and even minor mistakes can lead to rejection. Keep these key points in mind:
Double-Check All Spelling and Dates
Ensure your personal data matches your legal documents exactly.
Avoid Abbreviations or Nicknames
Use your full legal name and official information throughout the form.
Don’t Leave Blank Fields
Unless a section is clearly marked “optional,” fill in every part of the form.
Use Black or Blue Ink
If completing the form by hand, use clear block letters in black or blue ink only.
Don’t Backdate or Postdate
The date you sign must match the date the witness signs the form. It should be the actual date you appear before the commissioner or notary.
Digital and Remote Statutory Declarations
Since 2020, some provinces in Canada have allowed digital witnessing of statutory declarations via video conferencing, especially in response to the COVID-19 pandemic. However, check whether this is permitted in your jurisdiction and ensure you use platforms that comply with legal standards.
Provinces Allowing Remote Witnessing
- Ontario
- British Columbia
- Alberta
You may still be required to submit a hard copy with the notary’s digital signature.
Submitting Your Statutory Declaration
Once you’ve correctly filled out and signed your statutory declaration in the presence of an authorized witness, follow these steps:
- Keep a copy for your records
- Submit the original to the requesting agency (by mail, online, or in person)
- Attach any required supporting documents
Track the Submission
If you’re mailing the document, use a trackable courier. For online submissions, always save confirmation receipts or screenshots.
When You Might Need Legal Advice
While statutory declarations are often straightforward, some situations may benefit from legal guidance, especially if:
- You’re unsure what facts you can legally declare
- You’re involved in a dispute
- The declaration could impact your immigration status or legal rights
Consult a licensed lawyer in your province if your case is complex or sensitive.
Final Thoughts: Accuracy Builds Trust
Completing statutory declarations properly is more than just a bureaucratic task—it’s a statement of your honesty under oath. In Canada, this document is legally binding and taken very seriously by authorities. Whether you’re submitting one for personal, legal, or immigration purposes, precision and truthfulness are key.
