New certificate of search as of June 11, 2024
Since June 11, 2024, the Chambre des notaires has been issuing certificates of search for wills and mandates in electronic format (PDF). All certificates issued as of June 11, 2024—whether in paper or electronic format— have a different look from those issued up to June 10, 2024.
Clients can download their certificate as a PDF file. In all cases, anyone using the certificate needs to check it to make sure that it has not been changed since it was issued.
Are you the person who requested the certificate of search? Download it!
The person who requested a certificate of search will be able to download it after receiving an email containing the verification codes from the Register. The certificate can then be used electronically or printed out for use.
Are you using the certificate of search? Validate it!
It is the responsibility of the certificate user (financial institution or any other organization requiring it) to ensure that the certificate is valid before each use, for any certificate issued on paper format or electronically starting as of June 11, 2024.
Information required to validate a certificate
Anyone can validate a certificate using the certificate number and the verification code sent to the person who requested the certificate and indicated on the certificate of search issued by the Chambre des notaires. If the certificate of search is valid, it will appear on screen. You can download it, print it and keep it for your records.
Valid certificate
If you requested the certificate of search, the certificate will show the last three digits of the deceased’s social insurance number and their date of birth. If you didn’t request the certificate of search, these details will not appear on screen. But the document will be valid since you were able to obtain it using the codes from the person who requested the certificate.
Invalid certificate
If the certificate of search does not appear on screen, you need to make sure the codes were entered correctly for validation. If you entered the correct certificate number and the correct verification code but the certificate does not appear, a new certificate may have been issued by the Chambre because some information was changed since it was issued. You need to contact the person who requested the certificate to confirm the verification codes. In the event that a new certificate was issued by the Chambre (which is quite rare), it would have a new certificate number and new verification code.
To learn more about the validation tool for the new certificate of search, refer to the FAQ.
FAQ
Because its features: visual aspect (graphic design and colour) and the special paper (weight, watermark and copy-proof) have been replaced by an online validation tool. This tool, which shows the last certificate issued, is used to check whether key information on the printed or electronic certificate of search that the user has does match the information issued by the Registrar and that the information has not been falsified or changed since it was issued.
It is the responsibility of the user (individual who will be using the certificate, the financial institution or organization requiring the document) to check the certificate of search to make sure they have the correct information to fulfill their duty. The certificate can be validated at the following page: www.cnq.org/validation-certificat
The certificate must be verified to protect the organization or individual using it in carrying out their business to ensure that the information has not been changed or falsified since it was issued.
Paper certificates of search issued before June 11, 2024 are valid and are not subject to online validation.
Before taking any action in respect to carrying out their business, any individual or organization using the certificate, notably financial institutions, must check its validity to ensure that the information has not been changed or falsified since it was issued and to avoid liability.
By checking its validity online. Anyone can validate a certificate at www.cnq.org/validation-certificat using the certificate number and the verification code sent to the person who requested the certificate and indicated on the certificate of search issued by the Chambre des notaires.
If the certificate of search is valid, it will appear on screen. You can download it. If you requested the certificate of search, the certificate will show the deceased’s social insurance number and date of birth. If you didn’t request the certificate of search, these details will not appear on screen. But the document will be valid since you were able to obtain it using the codes from the person who requested the certificate.
The certificate of search does not appear on screen. Make sure you entered the correct codes for validation. If you entered the correct certificate number and the correct verification code but the certificate does not appear, a new certificate may have been issued by the Chambre because some information was changed since it was issued or the document was falsified.
If you requested the certificate, you must contact the Register of the Chambre des notaires by calling 514-879-1793 or 1-800-263-1793 or emailing registres@cnq.org. If you didn’t request the certificate, contact whoever requested it to confirm the verification codes. In the event that a new certificate was issued by the Chambre, there would be a new certificate number and new verification code.
The notary can send an electronic copy of the certificate of search in PDF to the client or print out a copy and provide that to their client. The electronic version issued to the notary by the Chambre must be sent by secure means as it contains the deceased’s social insurance number and date of birth.
No. The notary cannot add the mention “true copy of original” or “true certified copy” on the photocopies, followed by their signature or seal on documents not drafted by them as:
- The certificate is issued by and under the responsibility of the Registrar of the Chambre des notaires.
- The validation site ensures the authenticity of the last certificate issued. Only the validation tool can indicate any changes or reveal if the document was falsified.
Yes. The document may be printed, viewed, saved and shared. Make sure to protect the document’s confidentiality if you requested the document since it contains personal information, i.e., the deceased’s social insurance number and date of birth. However, if you didn’t request the certificate of search then these details would not appear on the validated certificate that you can download.
No. From a legal standpoint and in line with the Act to establish a legal framework for information technology (CQLR c. C-1.1), the term electronic is a subset of information technology, which specifies the type of media like “electronic, magnetic, optical, wireless or other.” Therefore, when discussing it with a legal expert, it is more accurate to call it a “technology-based certificate of search” while the term “electronic certificate of search” is more easily understood by the general public.
The certificate of search may validated online by anyone or any organization who requires it to ensure its validity. The certificate can be validated at www.cnq.org/validation-certificat using the certificate number and the verification code sent to the person who requested the certificate and indicated on the certificate of search issued by the Chambre des notaires.
