Apostille Canada - The Definitive Guide (2024)
In this guide, we’ll learn everything you need to know about getting an apostille in Canada: document preparation, steps in the process, and when you need an apostille.
We’ll also explain why apostille, authentication, legalization, and attestation are not just fancy words to describe the same process.
The examples included in this guide will help you decide which of these you need.
Go directly to Chapter 3 if you want to quickly know the 2 easy steps to apostille your Canadian documents.
Table of Contents
How can I speed up the Canada apostille process?
CHAPTER 1
What is an apostille and can I get one in Canada?
An apostille is a certificate that is attached to your document. The country that issued the document places this certificate on your document, authenticating its origin. In most cases, you need an apostille before you can use your document abroad.
Public documents include birth certificates, judgments, patents, and notarial attestations of signatures. Chances are that at some point in your life you’ll need to use these documents abroad, be it for study, business or an international move.
However, before apostilles became a thing, countries used another process. This process is called legalization, and some still use it today.
But legalization is far more cumbersome than a simple apostille.
It involves a chain of individual authentications of a single document. Basically, you first have to prepare your document by translating and notarizing it. Officials in the country that issued the document then authenticate it. Once this is done, the foreign embassy or consulate where you will use your document legalizes it.
In the 60s, to make this process more efficient, many countries all over the world joined a treaty called the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents, also known as The Hague Apostille Convention.
This Convention streamlines the slow legalization process to a single formality. The country that issued the public document attaches a certificate to the document. This certificate is called an Apostille stamp, or “allonge”.
Canada joined the Apostille Convention in 2023 and started issuing Apostille certificates in January 2024. Before that date, Canada followed the longer authentication and legalization process.
In simple terms then, an apostille stamp is an easier way to get your documents authenticated for use abroad.
While simple on paper, preparing your documents and finding the right Canadian entity for the apostille can still be time-intensive. There is a faster and more efficient way to do this by outsourcing the process.
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CHAPTER 2
Is there an apostille equivalent?
As we’ve noted above, authentication and legalization is a process equivalent (but not identical) to an apostille for countries that have not joined the Apostille Convention. Some countries that still use authentication (or attestation) and legalization include Algeria, Bangladesh, Ghana, Lebanon, Qatar and Thailand. You can view a full list of countries which are not signatories to the Apostille Convention here.
Global Affairs Canada issues apostilles for all documents, even those intended for use in a country that has not signed the Apostille Convention.
If you need to use a document in a non-apostille country, you may need to get it authenticated by a competent authority in Canada and then legalized by a representative of the country where you intend to use the document.
What is Authentication?
Authentication is a stamp that confirms that the signature or seal in your documents is genuine, valid, and recognized.
Authentication services are provided by most provinces and territories in Canada. Authentication offices in Alberta, British Columbia, Manitoba, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon authenticate documents issued or notarized in their jurisdiction. In other words, they verify the signatures on the document and issue a certificate of authentication.
Some countries accept authentications done by the Canadian embassy, high commission or consulate in that same country, while others accept a direct legalization done by their embassy, high commission or consulate, without a prior authentication.
You should always check with the entity requesting your documents to find out their specific requirements.
Authentication is generally followed by another step: legalization.
What is a Legalization?
A legalization is a stamp that confirms the document’s validity, clearing it for use abroad. The embassy or consulate of the foreign country where you intend to use your document legalizes the document.
Now that we’ve explained these two terms, we’ll walk you through a step-by-step guide on the apostille process in Canada.
CHAPTER 3
The 2 easy steps on how you can get an apostille in Canada.
Getting your documents apostilled in Canada is a two-step process.
STEP 1: Prepare your documents for an apostille: get your documents notarized and translated (if applicable).
STEP 2: Submit your documents to Global Affairs Canada or a provincial competent authority.
STEP 1: Preparing Your Document
Depending on the nature of your document, you may need to get it translated and notarized before submitting it to Global Affairs Canada or other competent authorities.
Translating your documents
If all or part of your document is written in a language other than English or French (in the case of Canada), you must first get it translated.
Global Affairs Canada only accepts certified and notarized translations for authentication purposes. So you cannot translate the document yourself or get a friend to do it.
A certified translation is a translation completed by a translator who has the title of “certified translator”. Provincial regulatory bodies grant this title in Canada.
Certified translations include the translator’s declaration, signature, and seal. The translator accepts responsibility for the translation’s accuracy.
The Canadian Translators, Terminologists, and Interpreters Council provides a directory of provincial associations of translators. You can use this directory to find a certified translator close to you.
Once a translator translates your foreign language, the translation has to be notarized. A notarized translation goes one step further. A notary public signs and places an official seal on the document. Unlike the translator, the notary does not check the accuracy of the translation. The notary simply confirms the identity of the translator.
Notarizing documents in English or French
Some documents, including those issued by the Government of Canada, must be notarized before an apostille can be issued.
In a notarization:
- A Notary Public witnesses the signing of the document and verifies the identity of the persons involved.
- The Notary Public then places their signature and stamp on the document.
STEP 2: Getting an apostille
An apostille certificate confirms that the signature or seal on your documents is genuine, valid, and recognized.
For this step, you must send your documents to Global Affairs Canada or a provincial competent authority. Where you send the documents depends on where they were issued or notarized:
– Global Affairs Canada apostilles documents issued by the Government of Canada and documents issued or notarized in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon. If your document was notarized in one of these provinces or territories but issued elsewhere, you will still send it to Global Affairs Canada.
– Documents issued or notarized in Alberta, British Columbia, Ontario, Quebec, and Saskatchewan must be submitted to these provinces’ competent authority. If your document was notarized in Alberta, Ontario, or Saskatchewan, send it to that province’s competent authority, regardless of where it was issued. In British Columbia and Quebec, the competent authority authenticates a notarized document only if the original was issued there.
Before submitting your documents, ensure that it is an original document with a recognized signature and, if applicable, a seal.
Global Affairs Canada and all other competent authorities study the document to confirm that the signature or seal on your document is genuine. If all’s well, they issue an apostille certificate.
The apostille validates your Canadian document for use abroad.
CHAPTER 4
Why should I know the difference between apostille, authentication and legalization, and attestation?
All of these terms refer to processes where documents issued in one country are prepared for use in another.
But, they’re not the same.
And you should know the difference because:
- They are not interchangeable
- Making the wrong choice can result in the foreign country rejecting your document
- Following the wrong process is time-consuming and expensive
Now that we’ve cleared that up, here’s a quick overview of what each of these is:
Looking for a Faster Apostille?
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| Apostille | Authentication & Legalization | Attestation |
|---|---|---|
|
Issued in countries that have signed the Hague Apostille Convention |
Applicable in countries that have not signed the Hague Apostille Convention. |
Issued in countries that have signed the Hague Apostille Convention |
|
Issued in countries that have signed the Hague Apostille Convention |
Applicable in countries that have not signed the Hague Apostille Convention. Requires TWO stamps:
|
Issued in countries that have signed the Hague Apostille Convention and some that have not. |
|
Validates the document for use in another country signatory to the Hague Apostille Convention |
Validates the document for use in the country that legalizes it |
Validates the document for use in countries that ask for attestations, including: UAE, Kuwait, Qatar, Oman, Saudi Arabia |
|
Global Affairs Canada and provincial competent authorities issue an apostille stamp |
When an apostille cannot be accepted, Canadian provincial or territorial authentication offices and Canadian embassies in the country of destination can authenticate a document. The foreign embassy legalizes the document |
When an apostille cannot be accepted, Canadian provincial or territorial authentication offices and Canadian embassies in the country of destination can authenticate a document. The foreign embassy attests the document |
Photo Credit:
https://assets.hcch.net/docs/6dd54368-bebd-4b10-a078-0a92e5bca40a.pdf
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Photo Credit:
https://assets.hcch.net/docs/6dd54368-bebd-4b10-a078-0a92e5bca40a.pdf
|
 |
CHAPTER 5
- State parties to the apostille convention (members of the Hague Convention)
- State parties to the apostille convention (non-members of the members of the Hague Convention)
- State parties to the apostille convention (non-members of the members of the Hague Convention)
Which states are party to the Hague Apostille Convention?
The Hague Apostille Convention only applies if both the country which issued the document and the country where the document will be used are parties to the Convention.
It’s important that you check if the country that issued your document and the country where you will use your document is in the Hague Conference’s (HccH) list.
You should also check the list for updates, especially if the two countries you’re dealing with accepted each others’ accession to the Convention. Basically, if Country A refuses to recognize Country B’s participation in the Convention, then they won’t recognize the apostille either.
Let’s go into some practical examples.
CHAPTER 6
How do I know if I need an apostille, authentication, and legalization, or an attestation?
As we’ve noted earlier, making the wrong choice when it comes to apostille, authentication, legalization, and attestation can lead to your document being rejected, as well as unnecessary expenses and delays.
While Global Affairs Canada can only issue apostilles, there are other alternatives depending on the country where you will be using your document.
In this chapter, we’ll go over some examples to help you determine which of these processes you should follow for your documents.
Example 1 - When do I need an Apostille?
- A state that is party to the Hague Convention issued your document (check this list here)
- You will use this document in a country that is also party to the Hague Convention.
- Neither country has submitted objections to the others’ accession to the Convention. All territories of both countries recognize apostilles.
- Your document is a public document, for example:
- Birth, marriage, or death certificate
- Divorce certificate
- Change of name certificate
- Diploma, degree, or transcript
- Non-impediment to marriage certificate or a statement in-lieu of a certificate of non-impediment to marriage abroad
- Power of Attorney
A country can apostille your document if it meets these criteria. They cannot apostille it if:
- Diplomatic or consular agents issued your document
- It’s an administrative document related to commercial or customs operations
Example 2 - When do I need an Authentication and Legalization?
- Your document was issued – or you will be using your document – in a country that is not party to the Hague Convention
- The embassy or consulate of the country where you will be using your document confirmed that you need a legalization.
- Your document is an original document with a signature recognized by the issuing country.
- Your document is a:
- Birth, marriage, or death certificate
- Divorce certificate
- Change of name certificate
- Diploma, degree, or transcript
- Non-impediment to marriage certificate or a statement in-lieu of a certificate of non-impediment to marriage abroad
- Power of Attorney
- Criminal record check certificate
- Fingerprints
- Citizenship and immigration documents
- Corporate documents
- Commercial invoices
- Certificate of Origin
- Certificate of Pharmaceutical Product Medical Report
Example 3 - When do I need an Attestation?
- The country where you will use your document asks for an attestation, including:
- UAE
- Kuwait
- Qatar
- Oman
- Saudi Arabia
- Your document is a:
- Birth, marriage, or death certificate
- Divorce contract
- Degree certificate
- Commercial document, including company registration, memorandum and articles of association, board resolution, etc.
- Police clearance report
- Medical report
- Power of Attorney
CHAPTER 7
Is my document eligible for a Canada apostille?
Global Affairs Canada cannot apostille all documents. They will not authenticate your document if:
- It’s not an original document
- It doesn’t contain an original signature or seal
- Is a plain photocopy
- All or part of your document is written in a language other than
French or English - The seal is unknown to Global Affairs Canada or they don’t have the signature on file
- It’s a religious document, such as a baptism certificate, religious marriage certificate, etc. It has been issued by an unrecognized financial institution
- Is glued, laminated, or covered with something that makes it difficult to put a stamp on.
- The content of the document is misleading
- The document is fraudulent or illegal
Additionally, Global Affairs Canada will not apostille documents issued or notarized in the provinces with competent authorities to issue apostilles (see list above).
Global Affairs Canada can authenticate your document if it does not tick any of these boxes.
CHAPTER 8
How long is an apostille valid for?
Apostilles don’t expire. Generally, countries accept apostilles at any time after issue. However, this excludes time-sensitive documents, such as criminal record checks.
Just like apostilles, legalizations do not expire either. However, each state has the authority to ask for a new legalization at its own discretion. Technically though, as long as your document doesn’t have a limited duration, the legalization doesn’t expire.
CHAPTER 9
How to speed up the Canada apostille process?
By now you’re probably feeling informed but somewhat overwhelmed. We don’t blame you. There are quite a lot of steps to follow and the apostille process isn’t always straightforward, either.
Luckily, there is an easier route to getting your Canadian documents legalized or apostilled.
We can take over this process for you. With Document Authentication Canada (DAC), there’s no need for endless googling, and emails and calls to government authorities and embassies. Basically, DAC saves you a lot of hassle, and time and money.
Our Canada translation, apostille, and legalization service is fast, accurate, and safe.
DAC’s expert team is continuously up to date with the latest compliance requirements and will help you prepare your documents for submission, including through our notary and certified translation services. We then submit your documents on your behalf, and you can track progress through our helpful document tracker.
CHAPTER 10
Your Apostille Checklist
IN CONCLUSION
We’ve gone over all you need to know about getting your Canada apostille, and more.
We’ve determined that when it comes to preparing your documents for use abroad, there are different processes. And that if you mistake one process for another, countries will reject your documents – that’s an important takeaway.
You should also know that there are experts ready to help you prepare your documents. Getting a document apostilled or legalized shouldn’t be stressful – we’ll see to everything. Our apostille service is fast, easy, and secure.
Get in touch with our team on 613-229-6674 to request a quote and a free document review!
About The Author
Muna, Director of Operations
Muna Hasen is a licensed Paralegal, Notary and Mediator in the City of Ottawa and holds a B.A. from Carleton University. A native to the City, she has lived and worked across Canada and overseas. Muna is client focused and dedicated to clear and concise communication to ensure clients feel secure in using our services.
