Document Certification
Certificates of Origin (& related invoice, packing list, bill of lading or waybill) (Example: Exporter is the one manufacturing the goods and exporting them.) (Example: Exporter is the one exporting goods purchased from another Canadian source.) (Example: Exporter is the one exporting goods purchased overseas.) (Example: Exporter buys from a supplier who buys from another party) When attachments are to be certified, the company’s name and description of the goods on the invoice, packing lists, export declaration, etc. must match the information on the CO. Invoices (submitted without a Certificate of Origin) (actioned on behalf of Canadian organizations only) All other documents will be handled on a case-by-case basis. For more information, please contact us.
The Richmond Hill Board of Trade is a recognized Chamber of Commerce/Board of Trade and offers the services of a Commissioner of Oaths for document certification with Richmond Hill Board of Trade stamps.
Please contact us at least 24 hours in advance to arrange an appointment during our office hours.
Certifiable Documents
The Richmond Hill Board of Trade certifies the following documents:
Certificates of Origin
Invoices submitted without a Certificate of Origin
Confirmation of business registration
Visa applications
Agency/representation agreements - MUST be Notarized by a Notary Public.
Documents must meet the following requirements:
Issued by a Canadian company in either English or French.
Accompanied by the proper background documentation.
Accompanied by the proof of business registration with the federal or provincial/territorial government and confirmation of annual business license renewal (if not already on file).
Original document duly signed by an authorized representative and notarized (or letter of waiver must be on file).
Issued on the RHBOT’s template or in a format approved by the RHBOT.
Additional requiments depending on type of document. See below.
Getting Started
Contact us at least 24 hours in advance to arrange an appointment to have your documents signed.
What to bring:
One additional copy of all documents presented for certification. RHBOT requires an original copy of all documents for our files.
Each copy must be originally signed by a company officer or duly authorized agent.
All signatures must be original. Photocopied signatures will not be accepted.
The person who holds the appointment with the RHBOT must be willing to sign a waiver stating that the documents being certified are true.
Documents written in a foreign language 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 forwarders) 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 copy of the exporting company's incorporation papers must be presented and will be kept on file.
A copy of the driver's license of the company's signing officer or duly authorized agent must be presented and will be kept on file.
RHBOT Document Templates
Fees and Payment
Fees
RHBOT Members: $28 (+ HST) per set*
Non-members: $38 (+ HST) per set*
* One set constitutes up to eight stamps/signatures on documents. This can be any combination of documents such as certificates of origin, invoices, packing lists, way bills, etc., as long as they are related to the same shipment (same consignee address must be on all documents), same list of goods and are going to the same destination; OR eight originals of the same document.
Contact us to learn about membership opportunities.
Payment
Full payment required at time of certification of documents.
Payment methods include credit cards, cash, certified or corporate cheque, money order or bank draft.
Any errors or omissions on the documentation prepared by the client that require re-certification will incur the usual document certification fees.
Additional Requirements
Please note the additional requirements before the following documents can be processed:
Certificates of Origin must be accompanied by proof of origin for all items listed on the CO.
Proof may be in the form of:
When goods are manufactured in Canada by the exporter:
A duly signed and notarized manufacturer’s declaration on the company’s letterhead detailing the goods manufactured. (RHBOT template must be used and can be filed as a blanket – valid for two years); OR
Valid factory/official license issued by government entity providing reference is made to the manufacturing operations.
When goods are manufactured in Canada by a company other than the exporter:
A duly signed and dated invoice by an authorized representative of the manufacturer or supplier confirming the origin of the goods (3rd party confirmation); OR
A duly signed and dated declaration from the manufacturer or supplier on the company’s letterhead detailing the goods in question and their origin. (RHBOT template can be provided and used as a blanket – valid for two years)
When goods were manufactured in a foreign country:
A duly signed and dated invoice by an authorized representative of the manufacturer, or supplier, confirming the origin of the goods (3rd party confirmation); OR
A duly signed and dated declaration from the manufacturer or supplier on the company’s letterhead (in English) detailing the goods in question and their origin; OR
A foreign Certificate of Origin duly certified by a recognized Board of Trade.
When goods were bought from a third party:
A duly signed and dated statement from that party, on their company’s letterhead, declaring the origin of the goods in question.
When goods refer to cars:
Proof of origin and ownership/VIN confirmation must be available for review. Additional documents may be required such as ‘Proof of purchase’, New Vehicle Information Statement (NVIS) or Certificates of Origin from the manufacturer of the vehicles (i.e. Ford Motors).
Documents in support of Certificates of Origin must be current (less than 24 months from the date of issue).
Documents must be notarized. Consult the Richmond Hill Board of Trade for the appropriate wording prior to notarization.
Note: The Richmond Hill Board of Trade will only certify as to ‘the issuer’ of the documents, not its contents.
Notarization is a process by which a lawyer or a notary public certifies, from a person’s sworn statement, that the facts described in her/ his signed documents are true.
Documents Not Certified
The Richmond Hill Board of Trade cannot certify the following documents:
Hand Written Documents
Certficates of Origin relating to international trade agreements such as NAFTA, Free Trade Agreements etc.
Certificates of Value (can be obtained from freight forwarders)
Certificates of Composition or Analysis (weights/materials, etc.)
Certificates of Insurance
Certificates of Fumigation
Certification of Free Sale
Confirmation of Price Lists
Documents issued by the federal or provincial/territorial governments
Documents issued by foreign entities (government, company, etc)
Documents with references to quality or human consumption
Letters of invitation (entry into Canada)
Personal documents (marriage/death certificates, divorce papers, etc.)
Documents with boycott clauses or inferring boycotting
Documents issued in a foreign language