Commercial Invoice Authentication and Legalization
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Commercial Invoice Authentication in Canada
Commercial invoices must often be authenticated and legalized before they can be accepted by foreign countries.
Some countries ask for a commercial invoice apostille or an attestation – in Canada, this process is called authentication and legalization and it is an acceptable alternative.
In this guide, we’ll go over the commercial invoice authentication process in Canada, with a step-by-step overview of how to prepare it for your exports.
Commercial Invoice Apostille, Authentication or Attestation Canada: The Process
Authenticating your commercial invoice is a three step process involving a Notary Public, the local Chamber of Commerce or Board of Trade, Global Affairs Canada and the Embassy of the country you’re exporting to. Let’s go over this process, step-by-step.
1- Document Preparation
As a precautionary first step, ask the foreign authority you’re submitting the commercial invoice to if they require authentication and legalization. Also check if they require any other accompanying documentation – often, you will have to process a certificate of origin together with your commercial invoice.
Once you’ve confirmed this, it’s time to find a notary public.
Commercial invoices need to be notarized by a Canadian Notary Public and certified by the local Chamber of Commerce or Board of Trade before they can be accepted by Global Affairs Canada. 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 a notary expires.
The next step is commercial invoice authentication at Global Affairs Canada Ottawa. Global Affairs Canada will only authenticate an original commercial invoice that has a signature that is verifiable, and is not glued, laminated or covered by any substance that makes it difficult to stamp. Global Affairs Canada can also authenticate other business documents, such as corporate bylaws, articles of incorporation, provincial business registration documents and packing slips.
It’s not possible to request an authentication in person – you should instead mail your documents, following the instructions on Global Affairs Canada’s website. You can also request Global Affairs Canada to forward your documents directly to an Embassy for legalization rather than send them back to you.
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.
3- Legalize your commercial invoice
The final step is legalization and this is done by the Embassy of the country you’re exporting to. 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.
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.
Quick Canada Commercial Invoice Authentication
Commercial Invoice authentication and legalization is a lengthy process – it can take 6 weeks or more. At Document Authentication Canada, we help facilitate the legalization of commercial invoices 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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