- Ontario's civil court fee table lists certified copies at $4.00 per page.
- Banks, brokers and registries may ask for a certified copy under their own policies, so the right number depends on how many institutions you must deal with.
- Land transfers by a personal representative need statements from a solicitor, and a transfer to a beneficiary may not attract land transfer tax.
- Ordering a few extra copies at the start is usually simpler than going back later, but confirm each institution's requirements first.
Once an estate trustee receives the probate certificate, the next job is showing it to the people holding the deceased's assets. Banks, investment firms and the land registry office may each want a certified copy, and each copy has a cost.
There is no single correct number. This article explains what the certificate is for, what certified copies cost, and how to work out a sensible number for your estate. It is general information, and a lawyer can help if the estate is complex.
What the certificate is and why copies matter
Probate is applied for in the Superior Court of Justice. A Small Estate Certificate is used for estates valued at up to $150,000, and a Certificate of Appointment of Estate Trustee is used otherwise. Probate is usually needed if the deceased owned real property or held assets at a financial institution that requires it.
If the application is granted, the certificate is issued electronically and emailed to the address provided, unless a paper certificate was requested. Institutions often want proof that a copy matches the court's record, which is what a certified copy provides.
What certified copies cost
Ontario's civil court fee table lists certified copies at $4.00 per page under general civil fees. The total therefore depends on how many pages are in each copy and how many copies you order.
Multiply the page count by $4.00 to get the cost of one copy, then multiply by the number of copies. Confirm the current fee with the court office when you order, since the fee schedule can change.
Certified copies are separate from estate administration tax, which is not a court fee. They are also separate from the filing fees for the application itself.
Who may ask for a copy
Some institutions return the copy they are shown, others keep it, and some accept a recently certified copy only. These are their own policies, so ask each one what it wants before you order.
| Who | What to ask |
|---|---|
| Banks and credit unions | Do they keep the copy, and do they want a recently certified one? |
| Investment firms and brokers | Do they need one copy per account or one per firm? |
| Land registry office | What statements must accompany a transfer? |
| Insurers and pension administrators | Do they need probate at all, given a named beneficiary may bypass the estate? |
RPPs, RRSPs, RRIFs and TFSAs with a named beneficiary pass outside the estate. For those, the institution usually deals with the named beneficiary, so you may need fewer copies than you expect.
Real property and the land registry
A transfer of land by a personal representative must include statements made by a solicitor. These cover whether the transferor can transfer under the will, the Estates Administration Act and the Succession Law Reform Act (or a court order), whether title is subject to Family Law Act spousal rights, and whether beneficiary consents are required.
A conveyance from a deceased's personal representative to a beneficiary who receives the land in satisfaction of all or part of their beneficial interest is not subject to land transfer tax. If a mortgage is outstanding and assumed, tax is payable on the amount owing.
If the transferee is one of several beneficiaries, any other estate assets given to other beneficiaries in return for the land count as consideration. A farmed-land exemption may apply in some family transfers. Because land transfers involve lawyer statements, the lawyer handling the transfer can tell you which documents to supply.
If you hold an ancillary certificate for an estate administered elsewhere, note that it counts only Ontario assets for tax purposes.
Deciding how many to order, and what to do next
- List every institution that holds an asset needing the certificate: banks, brokers, insurers and the land registry.
- Ask each one whether it keeps the copy, and whether it needs a certified or a recent copy.
- Count the pages of the certificate to estimate the cost at $4.00 per page.
- Order one copy per institution that keeps it, plus a small reserve.
- Keep the emailed electronic certificate safely.
- Keep a log of who received each copy and when.
- Ask a lawyer if any institution refuses a copy or if land is involved.
Avoid ordering large batches you may never use, and avoid the opposite problem of running short while an account is frozen. Starting with a careful list is the best way to land in between.
Frequently asked questions
How much does a certified copy cost in Ontario?
Ontario's civil court fee table lists certified copies at $4.00 per page under general civil fees. The total depends on the number of pages and copies.
Will I get a paper certificate automatically?
Not necessarily. If the application is granted, the certificate is issued electronically and emailed to the address provided, unless a paper certificate was requested.
Is there a set number of copies every executor should order?
No. It depends on how many institutions hold the deceased's assets and what each one requires. List them first and ask each what it accepts.
Do I need a certificate for every asset?
Not always. Assets such as registered plans with a named beneficiary and jointly owned assets passing to the surviving owner pass outside the estate. Probate is usually needed where real property is owned or an institution requires it.
Sources
- Ontario.ca – Estate Administration Tax — ontario.ca
- Ontario.ca – Civil court fees — ontario.ca
- Ontario.ca – Apply for probate of an estate — ontario.ca
- Ontario Court Forms – Filing electronic documents in probate proceedings — ontariocourtforms.on.ca
- Ontario.ca – LTT: Transactions for nominal consideration — ontario.ca
- Ontario.ca – Guide for Real Estate Practitioners: LTT and registration — ontario.ca
- Ontario.ca – Land registration bulletin 2000-6 Estate documents — ontario.ca
- Ontario.ca – LTT: Transfers from personal representative to individual — ontario.ca
Links go to official government, court and regulator pages. The law changes — confirm you are reading the current version.
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