N-3, r. 5 - Regulation respecting trust accounting by notaries

Section 33 Disposition versions

2012-09-01

33. Each year, not later than 31 March, the notary shall forward to the secretary of the Order, together with the accountant’s report and using the form approved for such purpose by the board of directors, a report containing:

(1)  a declaration under his oath of office attesting that all funds, securities, and other property entrusted to him in the practice of his profession during the preceding year have been deposited, recorded, and used in accordance with the Notaries Act (chapter N-3) and the regulations adopted pursuant thereto or pursuant to the Professional Code (chapter C-26);

(2)  the totals of receipts and disbursements for each month;

(3)  a balanced reconciliation of the cash book and the general ledger with the relevant financial institution statements;

(4)  a list of sums owing to clients, indicating for each sum the client’s name or account number, the date of the last entry, and the balance of the account;

(5)  a list of cheques outstanding as at 31 December, indicating the number, date, and amount of each cheque;

(6)  a list of sums received that are outstanding as at 31 December, indicating the date of receipt of each sum, and the amount and date of its subsequent deposit; and

(7)  a list of the general and special trust accounts held during the year, indicating for each the name of the depository institution, account number, and balance at the end of the year.

A single report shall suffice for notaries who have a common trust account, provided that it indicates the names of all the notaries and is signed by all of them.

O.C. 995-2002, s. 33.