NOTARIZATION

As a matter of policy and for reasons of liability, the Halifax Chamber of Commerce requires that all documents must be notarized before we will put our stamp on it. If documents have not been notarized, the client must ensure that this is done before the Halifax Chamber can proceed with certification. Notarization is a process by which a lawyer, notary public or commissioner of oaths (i.e., someone who can take sworn statements) certifies from a person’s sworn statement that the facts described in her/his signed documents are true. Notarization should be marked with an original legal seal, which is usually raised, dated and signed. Some notarization, however, is done with a stamp and is perfectly acceptable.

LETTERS OF WAIVER

The Halifax Chamber of Commerce allows companies that are frequent users of our service to place a letter of waiver on file stating that they take responsibility for the documents that they present to us. All letters of waiver should be dated, signed by a company officer, and notarized.

Download the Letter of Waiver here

CERTIFICATION OF CERTIFICATES OF ORIGIN

*Document must be notarized with signature and stamp (unless letter of waiver is on file).

Exporter must ensure that:

• Name and address are included.
• Consignee’s name and address are included.
• Itemized merchandise matches that listed on invoice (if invoice is provided).
• Country of origin is listed and matches that on invoice (if invoice is provided).
• If country of origin is other than Canada, certificate must indicate this.
• Place and date are provided. Company official has signed document.
• There is no presence of a “boycott” clause.

*The Halifax Chamber of Commerce can only certify Canadian certificates of origin.

CERTIFICATION OF ALL OTHER DOCUMENTS

*Documents must be notarized with signature and stamp (unless letter of waiver is on file).

INVOICES & OTHER SHIPPING DOCUMENTS

If above are supporting documents (with certificate of origin), no need for notarization. Exporter’s name and address must be included. Consignee’s name and address must be included. Itemized merchandise must match that listed on certificate of origin. Country of origin must be listed and match certificate of origin. Place and date must be included.

LETTER OF AUTHENTICITY

Halifax Chamber will certify if company registered in Canada.

LETTER OF CONFIRMATION FOR MEMBER IN GOOD STANDING

Service provided to Halifax Chamber members only.

LETTER OF INTRODUCTION

Service provided to Halifax Chamber members only.

VISA REQUESTS

• No notarization required.
• Visa application letter must be signed by company official.
• Company must have a completed application form from the embassy of the country to which they are travelling.

EXPORTING VEHICLES OVERSEAS

• Must provide certificate of origin accompanied by vehicle clause.
• Original ownership of car must be provided (owner’s permit).
• Serial number on owner’s permit must match certificate of origin.

AGENT/REPRESENTATIONAL AGREEMENTS

Company must provide signed agreement/contract governing the relationship.

GOVERNMENT ISSUED CERTIFICATES

Halifax Chamber cannot certify government documents. However, the Halifax Chamber can issue a short stamped letter on Halifax Chamber letterhead to the effect that we have examined the certificate, and that based on our examination, we believe it to be genuine.

FUMIGATION CERTIFICATES

Halifax Chamber cannot certify fumigation certificates. However, the Halifax Chamber can issue a short stamped letter on Halifax Chamber letterhead to the effect that we have examined the certificate, and that based on our examination, we believe it to be genuine.

CERTIFICATE OF FREE SALE

Goods must be available for sale in Canada (without restrictions).

CERTIFICATES OF COMPOSITION/ANALYSIS

Company official must sign document. An evaluation of risk must be provided for each product.

NAFTA CERTIFICATES OF ORIGIN

The Halifax Chamber of Commerce cannot certify NAFTA certificates of origin. Please see CBSA (Canada Border Services Agency) form B232.

THE HALIFAX CHAMBER OF COMMERCE CANNOT CERTIFY:

• Certificates of origin from other countries
• Government inspection agency certificates
• NAFTA certificates of origin
• Any document with a boycott clause
• Scholastic degrees or diplomas
• Personal documents, such as divorce, marriage or death certificates.

PAYMENT INSTRUCTIONS

Members:
The first page of each set of documents costs $35 + HST and each additional page pertaining to the same shipment will cost $0.50 + HST.

Members will be invoiced monthly or can pay at the time of Certification.

Non-Members:
The first page of each set of documents costs $50 + HST and each additional page pertaining to the same shipment will cost $1.00 + HST.
Non-members must pay at the time of Certification.

Payment methods accepted are Visa, Mastercard, American Express, Interac, cash, certified or corporate cheque, or money order.