Authenticating & Legalizing a Canadian Certificate of Residency
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Certificate of Residency Authentication in Canada
A Canadian certificate of residency proves that you (or your company) are a tax-paying resident of Canada and, if applicable, entitled to tax treaty benefits on income earned in other countries.
With a certificate of residency, you may be able to reduce or eliminate the tax you have to pay (tax exempt status) on income gained from outside Canada. Some countries and foreign employers ask for a certificate of residency to calculate your tax rate, based on the tax treaty between Canada and the country where the income is obtained.
A certificate of residency must be ‘apostilled’ or – in the case of Canada – authenticated and legalized, before it can be accepted by foreign countries. In this guide we’ll go over the certificate of residency authentication process in Canada.
Certificate of Residency Authentication Canada: The Process
You can authenticate a certificate of residency in three steps:
- Document Preparation
- Authentication
- Legalization
Let’s go into each of these in more detail:
1- How to prepare a Residency Certificate for Authentication at Global Affairs Canada
Documents issued by Canada Revenue Agency (CRA) must be notarized before being submitted to Global Affairs Canada for authentication. This means that you must get your Certificate of Residency notarized, otherwise it will not be accepted. The CRA does not notarize the certificates it issues. You must get in touch with a Canadian notary public who will then put their signature, seal and statement of execution on the original document.
You should also check with the country requesting a certificate of residency to see if they require a translated version. If the answer is yes, you should also get in touch with a certified translator.
Once you’ve ordered and prepared your certificate of residency, the next step is to submit it to Global Affairs Canada for authentication.
2- How to submit a Certificate of Residency for Canada authentication
The next step is authentication at Global Affairs Canada Ottawa. Global Affairs Canada will not authenticate a residency certificate that:
- Has a signature that’s not verifiable
- Is glued or laminated
- Is covered by any substance that makes it difficult to stamp
- Is not notarized
To submit your certificate of residency to Global Affairs Canada:
- Fill in the authentication request form
- Add the document you need to be authenticated
- Include 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
Canada
In case of any questions, you can also call the Global Affairs Canada authentication services phone number: 1-833-928-1551. In-person visits are not possible.
3- How to request legalization of a Certificate of Residency
The final step is to obtain a legalization stamp from the Embassy or Consulate of the country where you will be using your residency certificate. As an example, if you’re working in Italy, then you must request a legalization stamp at the Embassy of Italy in Ontario.
To process your request, a number of embassies may ask for supporting documents, some of which may also need to be notarized or authenticated. As indicated, some countries also ask for 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, it’s very important that you 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.
At Document Authentication Canada, we can help you determine what’s needed for each specific Embassy, so that your request will not be turned down and lead to unnecessary delays. We have the expertise to complete the entire translation, notarization, authentication and legalization process on your behalf, saving you 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.
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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 Residency Certificate Authentication and Legalization
How can I get a certificate of residency?
To get a Canadian certificate of residency, mail or fax a written request or submit the form given to you by the foreign country to the Taxpayer Services Regional Correspondence Center in your province. In some cases, you may also be able to ask for a certificate over the phone.
A standard certificate of residency states that the taxpayer is a resident of Canada for tax purposes. However, this certificate is not accepted by all countries. You should always confirm with the entity that requested the certificate the format they need. In some cases, you will be provided with a form to send to the CRA. The CRA will only certify a foreign form if it’s in a position to do so.
What is a certificate of residency apostille?
Countries use different terms for the authentication and legalization process. Some countries may ask for an attestation, while others may ask for an apostilled certificate of residency. Since Canada did not join the Hague Apostille Convention, you cannot get your residency certificate apostilled in Canada. The process is called authentication and legalization instead, and it is an acceptable equivalent.
How long does it take to legalize a certificate of residency?
It takes around 10 weeks (more in peak periods) for the CRA to process your request for a certificate of residency. You will then have to allocate more time to obtain a notarization and, if needed, a translation.
The next step, authentication at Global Affairs Canada, takes around 65 business days (as at June 1, 2022). This excludes mailing time. The final step, legalization at an Embassy or consulate, may take another couple of weeks. It is a long process, and can be even more lengthy if you fail to submit the correct documents.
If you’d prefer to speed up the notarization, authentication and legalization part of the process, you can choose to outsource it to experts who can navigate these steps accurately and efficiently. At Document Authentication Canada, we can get a certificate of residency authenticated, legalized and ready for use abroad quickly. Get in touch with us for a free quote!
How much does it cost to authenticate my Canadian certificate of residency?
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This guide has provided all you should know about requesting a certificate of residency and getting it notarized, authenticated and legalized, ready for submission abroad.
The process involves multiple entities and is time-consuming and often tiresome. At Document Authentication Canada, we facilitate the legalization of residency certificates and other private documents. 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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