Document Certification
Table of Contents
Documents Certified by the Chamber General Certification Requirements Document-Specific Certification Requirements |
General Information
The BC Chamber of Commerce ("the Chamber") will certify documents for both members and non-members as an essential trade service.
Document certification is primarily for the confirmation of the origin of goods and is a requirement of many countries before goods are allowed into their country.
An ATA Carnet can only be issued by the Canadian Chamber of Commerce. An ATA Carnet simplifies customs procedures and allows users to make customs arrangements in advance while using a single document for many countries. It acts as a passport for goods and assist in the temporary importation of goods, free of duties and taxes.
Documents Certified by the Chamber:
Templates for accompanying documents:
- Letter of waiver (Exporter)
- Letter of waiver (Freight Forwarder)
- Confirmation of Business Registration
General Certification Requirements
- For reasons of liability, all documents presented to the BC Chamber must be notarized before they can be certified. Notarization is a process where 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.
The notarization process can be costly and time consuming. An alternative to notarizing individual documents is through a Letter of Waiver. If a notarized Letter of Waiver for your company is presented to, or on file with, the Chamber, no additional documents to be certified by the Chamber need to be notarized
- In addition to document notarization, the Chamber also requires a duly notarized copy of your organization’s business registration (describing your operations) with the Federal or Provincial Government, with confirmation of annual business license renewal.
- Please make an appointment with the BC Chamber for certification of your documents, and to confirm that all requirements for certification have been met: 604-683-0700.
Documents must meet the following requirement before they can be certified by the Chamber:
- the original document has been duly signed by an authorized representative and notarized (if no Letter of Waiver on file)
- if a notarized Letter of Waiver for your company is presented or on file with the Chamber, no documents to be certified by the Chamber need to be notarized.
- be issued by a Canadian company
- be accompanied by the proper background documentation
- be accompanied by proof of business registration
- issued using one of the Chamber templates (available below)
- an appointment has been made with the Chamber
- the required fees have been paid
Document-Specific Certification Requirements:
Please ensure that an appointment has been made with the Chamber for document certification and to confirm that all requirements for certification have been met.
- A duly notarized copy of your organization’s business registration with the federal or provincial government, with confirmation of annual business license renewal.
- Must be duly signed by an authorized representative and notarized.
- Requests will need to be accompanied by proof of origin for all items listed, in the form of:
When goods are manufactured in Canada by the applicant: Manufacturer’s invoice, notarized manufacturer’s declaration detailing the processes performed, or a manufacturer’s declaration and a valid factory/official license;
When goods are manufactured in Canada by a company other than the applicant: Manufacturer’s invoice or notarized manufacturer’s declaration;
When goods were manufactured in a foreign country: Manufacturer’s invoice, notarized manufacturer’s declaration, or a foreign Certificate of Origin duly certified by a Chamber of Commerce;
When goods were bought from a third party: A duly signed and notarized statement from that party declaring the origin of the goods.
When goods refer to cars: Proof of ownership must be available for review.
When attachments are to be certified, the company name and description of the goods on the invoice, packing lists, export declaration, etc. must match information on the CO.
Invoices (if submitted without a Certificate of Origin)
- a duly notarized copy of your organization’s business registration with the federal or provincial government, with confirmation of annual business license renewal.
- Invoices must be notarized if they are not accompanied by a Certificate of Origin. Consult with the Chamber for the appropriate wording prior to notarization.
- Please Note: The Chamber will only certify as to ‘the issuer’ of the documents; not its contents.
- a duly notarized copy of your organization’s business registration with the federal or provincial government, with confirmation of annual business license renewal.
- A copy of the agreement/contract in question for viewing by BCCC staff.
- a duly notarized copy of your organization’s business registration with the federal or provincial government, with confirmation of annual business license renewal.
- Businesses that frequently use our service often find the notarization process costly and time consuming; an alternative to notarization of these documents is through a letter of waiver.
- Download the Letter of Waiver for Exporters
- Download the Letter of Waiver for Freight Forwarders
Confirmation of Business Registration
- a duly notarized copy of your organization’s business registration with the federal or provincial government, with confirmation of annual business license renewal.
All other documents, except those listed below under "Documents not certified", will be handled on a case by case basis.
Documents Not Certified by the Chamber
The Chamber cannot certify the following (not an all-inclusive list):
- ATA Carnet (can only be issued by the Canadian Chamber of Commerce);
- Certificates of Origin relating to international trade agreements, such as NAFTA;
- Certificates of Value (can be obtained from freight forwarders);
- Certificates of Composition or Analysis (weights/materials, etc.);
- Certificates of Insurance;
- Certificates of Fumigation;
- Certificates of Free Sale;
- Confirmation of Price Lists;
- Documents issued by the federal or provincial 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; and
- Documents issued in a foreign language.
Forms and Templates:
- Certificate of origin
- Letter of waiver (Exporter)
- Letter of waiver (Freight Forwarder)
- Confirmation of business registration
- Representational agreement
- Visa application letter
Cost and Payment Instructions:
Associated fees:
-
Members: $25.00 + GST (for 1-10 pages)
- Non-members: $50.00 + GST (for 1-10 pages)
Office Hours:
To have your documents certified, please contact the Chamber and make an appointment. Processing of Certificates of Origin and document certification is available during the following hours:
- 9:00 am – 12:00 pm
- 2:00 pm – 3:30 pm
- Monday to Friday, closed weekends.
Membership
If you are interested in becoming a member of the BC Chamber of Commerce, please visit our membership application page to submit your registration and view all of the programs, services and benefits we can offer your business
Contact Information:
BC Chamber of Commerce
#1201, 750 West Pender Street
Vancouver, BCTelephone: 604.683.0700
Fax: 604.683.0416
Email: bccc@bcchamber.org
