Article of Incorporation Authentication & Legalization
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Article of Incorporation Authentication in Canada
Canadian companies planning on doing business abroad must get their article of incorporation and other business documents authenticated and legalized.
Some foreign countries may ask for an apostille or an attestation. In Canada, this process is called authentication and legalization and involves Global Affairs Canada and the embassy of the country you will be doing business in.
This guide provides information on the article of the incorporation authentication process in Canada, with a step-by-step overview of how you can get this document and prepare it to be recognized abroad.
Article of Incorporation Apostille, Authentication or Attestation Canada: The Process
Authenticating your article of incorporation is a three-step process:
- Document Preparation
Let’s go into each of these in more detail:
1- How to prepare a Canadian Article of Incorporation for Authentication
Your first step is to check that you have the correct document in hand. If you’re planning on doing business abroad or opening a subsidiary, for instance, you may be asked for a Certificate of Incorporation, Articles of Incorporation, Certificate of Amalgamation, Certificate of Good Standing, Director’s Resolutions, Certificate of Residency or a Representation Agreement, among others.
Once you’ve determined this, the next step is to get your articles of incorporation notarized by a Canadian notary public. Any Canadian notary whose signature is registered with Global Affairs Canada can notarize your business document.
It’s important that the notary you work with has a valid certificate of appointment, handwrites their signature in ink and applies a stamp or seal showing their full name as it appears on their certificate of appointment. Your notary should also clearly indicate the act they performed, the date, and the date on which their appointment as notary expires.
Once you’ve notarized your document, the next step is to submit it to Global Affairs Canada.
2- How to submit Article of Incorporation for Canada authentication
The next step is authentication at Global Affairs Canada Ottawa. Global Affairs Canada will not authenticate an article of incorporation that:
- Is not an original
- Has a signature that’s not verifiable
- Is glued or laminated
- Is covered by any substance that makes it difficult to stamp.
Once you have your document ready, you can submit it to Global Affairs Canada. They can also authenticate corporate bylaws, and provincial business registration documents, provided these have been notarized.
In-person authentication services are not available. You can send your documents by mail, and include:
- The authentication request form
- The document you need to be authenticated
- A self-addressed stamped envelope or a prepaid courier shipping label
- Send your documents to the Global Affairs Canada address:
Global Affairs Canada
Authentication Services Section (JLAC)
125 Sussex Drive
Ottawa, ON K1A 0G2
In case of any questions, you can also call the Global Affairs Canada authentication services phone number: 1-833-928-1551
3- How to request legalization of Articles of Incorporation Canada
The final step is to obtain a legalization stamp from the Embassy or Consulate of the country where you will be using your document. So, for example, if you’re expanding to Spain, you must get in touch with the Spanish embassy in Ontario to legalize your document, before you can use it successfully in Spain.
A number of embassies ask for supporting documents to process your request. These may include a cover letter, an application form, a copy of your ID or passport, supporting business documents, and, in some cases, also a translation.
While completing Step 2 (Authentication) you have the option to ask Global Affairs Canada to forward your documents to an Embassy or consulate in Ottawa on your behalf, for them to complete the legalization step. To do this:
- Select “Forward to an embassy/consulate” in the “Shipping Details” section of the mail-in form
- Provide the embassy or consulate’s full mailing address
- Include a separate, sealed envelope with documents for the embassy
If you choose this option, get in touch with the Embassy or Consulate before you mail your documents to Global Affairs Canada. Failure to follow Global Affairs Canada’s or the Embassy’s instructions may result in your documents being returned to you without having been legalized.
To expedite the process, you can forward your articles of incorporation to us at Document Authentication Canada. We can then complete the entire notarization, authentication, and legalization process on your company’s behalf, saving you both time and money.
Our simple 4-step process helps you authenticate and legalize your Canadian documents in a fast & easy manner.
Start by calling us at 1-855-700-5840 or requesting a quote online. We’ll get back to you in 1 hour.
Not sure if your documents meet the requirements for authentication and legalisation? 👇
Reach out to our experts and receive a Free Document Evaluation.
Once you receive a quote and select a time frame that works best for you. We'll provide you with a final price and help you prepare your documents. When your ready ship your documents to our office in Ottawa: 1103-467 Laurier West, Avenue Ottawa, Ontario, Canada, K1R 5C7.
We recommend that you use a secure, prepaid and tracked courier service for sending your documents.
Have any questions? Feel free to call us at 1-855-700-5840
After receiving your documents we will take care of the rest. We will make sure your documents get authenticated and legalized within your requested time frame.
Want to stay updated throughout the whole process?
Check out Document Authentication Canada's Document Tracking System.
…and that’s it! After completing the document authentication and legalization process, we will send your documents using the shipping method of your choice.
Remember: With Document Authentication Canada you only pay at the end, once your documents have been completely authenticated and legalized.
Common Questions about Article of Incorporation Authentication and Legalization
You must first incorporate your company federally. This is a four-step process:
- Name your corporation
- Create your articles of incorporation – you can choose between basic incorporation and a custom incorporation
- Establish your registered office address and board of directors
- Submit your request and pay the fee
You can learn more about this process as well as incorporate it through Corporations Canada’s website.
Federal incorporation means you can operate under one unique name all throughout Canada. Federal corporations also enjoy global recognition while giving you flexibility: your business address can be anywhere in Canada and you can hold annual meetings digitally and anywhere in the world.
Incorporating provincially and federally has multiple benefits. Your corporation enjoys easier access to capital, lower tax rates, limited liability and separate legal entity status, as well as continuous existence (unlike other business structures where a business stops existing when the owner dies).
You can order a replacement copy of your certificate of incorporation through the Corporations Canada website. You will be presented with two options: a certified copy of your certificate of incorporation or an uncertified copy. Ordering an uncertified copy is free but there is a fee attached to certified copies.
You will need a certified version if you plan on using the document abroad. You can request a certified copy of your certificate of incorporation by mail or email. In your request, include the corporate name and corporation number, the document you want (in this case, a certificate of incorporation) and your contact name and phone number for payment.
Quick Canada Article of Incorporation Authentication
This guide has provided all you should know about getting your article of incorporation notarized, authenticated, and legalized in Canada, ready for use abroad.
Preparing your article of incorporation and then submitting it to Global Affairs Canada and the Embassy or consulate concerned can be a complicated and lengthy process. There are multiple entities involved, as well as specific procedures to follow.
At Document Authentication Canada, we help facilitate the legalization of articles of incorporation and other business documents in Canada. We navigate through the bureaucracy on your behalf so that you avoid unnecessary delays. Get in touch with our expert team on 1-855-700-5840 to request a quote and a free document evaluation.
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