US Embassy in Canada
The US Embassy in Ottawa, along with its consulates across Canada, provides essential consular services to American citizens residing in or visiting Canada. It also serves Canadians and other nationals seeking to live, work, study, or travel in the United States.
This guide provides an overview of the services available at the US Embassy and consulates, including passport services, visa processing, notarial acts, and emergency assistance.
Whether you are planning to relocate to the US, apply for a visa, study, or work there, understanding the required documents and procedures in advance will help ensure a smooth process.
Table of Contents
The US Embassy in Canada
The US Embassy in Ottawa, along with its consulates in Toronto, Vancouver, Calgary, Montreal, Quebec City, Halifax, and Winnipeg, offers a comprehensive range of consular services for US citizens, including passport applications and renewals, consular reports of birth abroad, notarial services, and emergency assistance.
These consulates provide regional support to US citizens and Canadians requiring local consular services across Canada.
For Canadians and other nationals, the Embassy and consulates handle visa applications for tourism, business, study, work, family reunification, and immigration.
The Embassy also assists with federal benefits and absentee voting, while collaborating with Canadian government agencies, educational institutions, and businesses to support Americans living, working, or studying in Canada.
Additionally, the Embassy promotes US interests and strengthens bilateral relations between the United States and Canada in trade, security, and cultural exchange.
Contact details
US Embassy Ottawa
- 490 Sussex Drive Ottawa, Ontario K1N 1G8
- +1 (613) 688-5335
- +1 (613) 238-5335 (Emergency after-hours)
US Consulate General Calgary
- 615 Macleod Trail S.E., 10th Floor Rocky Mountain Plaza Building Calgary, Alberta T2G 4T8
- +1 (403) 266-8962
US Consulate General Halifax
- 1969 Upper Water Street, Suite 904, Purdy’s Wharf Tower II Halifax, Nova Scotia B3J 3R7
- +1 (902) 429-2480
US Consulate General Montreal
- 1134 Sainte-Catherine Street West, Suite 100 Montreal, Quebec H3B 1H4
- +1 (514) 398-9695
US Consulate General Quebec City
- 2 rue de la Terrasse-Dufferin Quebec City, Quebec G1R 4N5
- +1 (418) 692-2095
US Consulate General Toronto
- 360 University Avenue Toronto, Ontario M5G 1S4
- +1 (416) 595-1700
US Consulate General Vancouver
- 1075 West Pender Street Vancouver, British Columbia V6E 2M6
- +1 (604) 685-4311
US Consulate Winnipeg
- 201 Portage Avenue, Suite 860 Winnipeg, Manitoba R3B 3K6
- +1 (204) 940-1800
Note: Winnipeg consulate does not process visas or passports; residents should contact Calgary consulate for these services.
Email Contacts
While the US Embassy and Consulates in Canada primarily manage inquiries through online appointment systems and official websites, some specific email contacts are available for key services:
- [email protected]
- US Citizen Services (Ottawa)
- [email protected]
- Immigrant Visa Inquiries
- [email protected]
- Renunciation of US Citizenship
For most other inquiries or to schedule appointments, visitors are encouraged to use the official US Embassy website or contact the appropriate consulate by phone.
Opening Hours
US Embassy Ottawa
- Monday to Friday, 8:30 a.m. – 5:30 p.m. (local time) with a break around midday (typically 12:00–1:30 p.m.)
US Consulate General Montreal
- Monday to Friday, 7:30 a.m. – 5:00 p.m.
US Consulate General Quebec City
- Monday to Friday, 9:00 a.m. – 4:00 p.m.
US Consulate General Toronto
- Monday to Friday, 8:30 a.m. – 5:00 p.m.
US Consulate General Vancouver
- Monday to Friday, 8:30 a.m. – 5:00 p.m.
US Consulate General Calgary
- Monday to Friday, 8:30 a.m. – 5:00 p.m.
US Consulate General Halifax
- Monday to Friday, 8:30 a.m. – 5:00 p.m.
All offices are closed on US and Canadian public holidays. Consular services typically require appointments, and some offices may have short breaks during the day.
Payment methods
Payments for consular services are accepted in Canadian or US dollars. Payment methods include credit cards (Visa, MasterCard, American Express) and debit cards. Cash payments may be accepted at some locations; personal checks are not accepted. Fees must be paid to the “US Embassy” or the respective consulate.
List of Consular Services at the US Embassy and Consulates in Canada
- US passport applications and renewals (by appointment only).
- Consular Reports of Birth Abroad for children of US citizens (application initiated online via MyTravelGov).
- Notarial services, including certifications, witnessing signatures, and affidavits (by appointment only).
- Emergency assistance for US citizens in distress (arrest, illness, death, lost/stolen passports).
Assistance with federal benefits and absentee voting. - Guidance and processing of immigrant and nonimmigrant visas for Canadians and other nationals.
- Support with consular reports of death abroad.
Important Notes on Consular Jurisdictions
- US Embassy Ottawa: Covers the National Capital Region and Eastern Ontario.
- US Consulate General Toronto: Serves Southwestern Ontario, including the Greater Toronto Area.
- US Consulate General Vancouver: Covers British Columbia, Alberta, Manitoba, Saskatchewan, Yukon, Northwest Territories, and Nunavut.
- Other consulates (Calgary, Montreal, Quebec City, Halifax, Winnipeg) provide regional consular services within their respective provinces and territories.
Apostille Process for US Documents
Canadian public documents, such as birth certificates, marriage certificates, police clearances, educational records, and business documents, now require a Canadian-issued apostille rather than legalization by the US Embassy or consulates.
Canadian authorities, including Global Affairs Canada and designated provincial offices (e.g., Alberta, British Columbia, Ontario, Quebec, Saskatchewan), issue apostilles for documents originating or notarized within their jurisdictions.
Some documents must be notarized by a Canadian notary public before an apostille can be issued, especially unofficial documents, translations, or copies.
Once apostilled, Canadian documents are recognized in the US without further legalization or authentication by the US Embassy or consulates.
Apostille Process for Canadian Documents Intended for the United States of America
| All Documents | |
|---|---|
|
When is an apostille needed? |
Canadian public documents to be used in the US require a single-step apostille issued by Global Affairs Canada. |
|
Description |
|
|
Who can apply? |
Canadian citizens and foreign nationals residing in Canada who intend to use Canadian-issued documents in the United States. |
|
Fee (in CAD) |
Apostille issuance from Global Affairs Canada itself is free. Some provinces charge fees for apostilles; for example, Quebec charges CAD 65 per document, and Alberta charges CAD 25 per document.
Notarial charges may also apply, provided by the provincial authorities in Canada. The fee is US$50 per notarial act (signature/seal), payable at the time of the appointment.
Notarial services by Canadian notaries public (Private Canadian notaries) typically range between CAD 35 and CAD 160 per document, depending on the provider and document type. |
|
Processing Time |
Notarial processing (if required) typically takes about 5 business days.
Apostille issuance by Global Affairs Canada or provincial authorities may take 10–20 business days.
|
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Criteria for attestation |
|
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How to submit |
Global Affairs Canada handles federal documents and those from provinces and territories that do not have their apostille authority. Provincial authorities handle documents from British Columbia, Alberta, Saskatchewan, Ontario, Quebec, and others.
Global Affairs Canada
|
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Submission Notes |
Courier waybills with account numbers are not accepted; only prepaid shipping labels or envelopes.
Notarization must be completed before submission if the document is unofficial, a translation, or lacks formal certification.
If unsure, notarization prior to apostille submission is recommended to avoid rejection.
|
Notarial Services at the US Embassy and Consulates in Canada
The US Embassy in Ottawa and its consulates across Canada offer a broad range of notarial services by appointment, primarily for documents intended for use in the United States. These services include witnessing signatures, certifying true copies, administering oaths or affirmations, and notarizing affidavits and other legal documents.
Scope and Conditions
- Notarial services cover a wide variety of documents, including but not limited to:
Powers of attorney,
Affidavits (including affidavits of single status for marriage),
Acknowledgements of signature,
Certification of true copies,
DS-3053 Statement of Consent (parental consent for minor passport applications provided free of charge),
Business and property documents intended for use in the US - The document must be signed in person by the consular officer during the appointment; unsigned documents will not be accepted.
- The signer must understand the document and its purpose; the consular officer may refuse notarization if the document is incomplete, unlawful, or the signer does not comprehend it.
- If witnesses are required, the applicant must bring qualified witnesses with valid ID; consular staff cannot serve as witnesses.
- Notarial services are available to all nationalities and are primarily intended for documents used in the United States.
Fees and Payment
- The fee for each notarial act (seal and signature) is US$50, payable at the time of the appointment.
- Fees are charged per seal or signature; multiple notarizations on one document incur multiple fees.
- Payment methods typically include credit cards (Visa, MasterCard, American Express), bank or postal money orders payable to “US Embassy” or “US Consulate General,” and cash at some locations. Debit cards and personal checks are generally not accepted.
Appointment and Identification
All notarial services require a scheduled appointment; walk-ins are not accepted.
Valid government-issued photo identification (US or foreign passport, driver’s license, or national ID) matching the name on the document is required at the appointment.
Travel and Passport Services at the US Embassy and Consulates in Canada
The US Embassy in Ottawa and its consulates in Calgary, Halifax, Montreal, Toronto, and Vancouver provide a full range of passport and travel-related services to US citizens residing or traveling in Canada. These services include passport issuance, renewals, emergency travel documents, and Consular Reports of Birth Abroad (CRBA).
| Service Type | Description | Fee (USD) | Key Conditions |
|---|---|---|---|
|
Witnessing Signatures |
Consular officer witnesses your signature on documents |
$50 per seal/signature |
Must sign in person; bring valid ID |
|
Certifying True Copies |
Certification that a copy is a true and accurate reproduction |
$50 per seal/signature |
Original document required for comparison |
|
Administering Oaths/Affirmations |
Used for affidavits, statutory declarations |
$50 per seal/signature |
Must be sworn in presence of consular officer
|
|
Affidavits of Single Status |
Confirms legal single status for marriage purposes |
$50 per seal/signature |
Signed in person; valid ID required |
|
DS-3053 Statement of Consent |
Parental consent for minor passport issuance (under 16 years) |
Free
|
Must be signed in presence of consular officer
|
|
Other Notarial Acts |
Includes acknowledgements, certifications, and other acts |
$50 per seal/signature |
Document must be complete and lawful |
Passport Services Offered
- New Passport Issuance: For first-time applicants or those who do not qualify for mail renewal.
- Passport Renewals: Eligible US citizens residing in Canada can renew their passports by mail without the need for an in-person appointment.
- Replacement of Lost, Stolen, or Damaged Passports: Applicants must report lost or stolen passports and apply for replacements.
- Emergency Travel Documents: Issued for urgent travel needs when a regular passport is not available.
- Consular Reports of Birth Abroad (CRBA): Documentation of US citizenship for children born outside the United States to US citizen parents.
Application Process
- Passport Renewal by Mail:
- Available to US citizens residing in Canada who meet eligibility criteria.
- Applicants must complete Form DS-82 and mail it with required documents and fees to the U.S. Embassy or consulate.
- Expedited service is available for an additional fee.
- The Embassy cannot return passports using 1-2 day or express delivery; standard registered mail or courier services are used.
- In-Person Passport Services:
- Required for first-time applicants, minors, or those not eligible for mail renewal.
- Appointments must be scheduled online via the respective consulate or Embassy website.
- Applicants must bring the required documents, including proof of US citizenship, a valid photo ID, and passport photos that meet official specifications.
- Emergency Passport Services:
- Available for urgent travel needs.
- Applicants should contact the nearest Embassy or consulate immediately to schedule an appointment.
Passport Service Overview
Adult Passport Book (First-Time or Replacement)
Requires Form DS-11. The application fee is USD 130 and the acceptance fee is USD 35. This passport is valid for 10 years. The acceptance fee must be paid at an authorized passport acceptance facility. Applicable to first-time applicants and replacements.Adult Passport Card
Also submitted with Form DS-11. The application fee is USD 30 and the acceptance fee is USD 35. Valid only for land and sea travel to neighboring countries. Not valid for international air travel.Adult Passport Book & Card Combo
Processed with Form DS-11. The total application fee is USD 160, with an additional USD 35 acceptance fee. This option includes both passport book and card.Adult Passport Book Renewal
Handled through Form DS-82. The renewal application fee is USD 130. No acceptance fee is required. Can be submitted by mail or online, provided eligibility criteria are met.Minor Passport Book (Under 16 Years Old)
Requires Form DS-11. The application fee is USD 100, and the acceptance fee is USD 35. Valid for 5 years. Minor applicants must apply in person and be accompanied by guardians or parents.Minor Passport Card
Uses Form DS-11. The application fee is USD 15, plus a USD 35 acceptance fee. Valid only for land and sea travel.Minor Passport Book & Card Combo
Completed using Form DS-11. The combined application fee is USD 115, with a USD 35 acceptance fee. Offers both document types for eligible minors.
Additional Fees
- Expedited Service – USD 60
Optional. Reduces processing time to approximately 2–3 weeks. Refundable if the expedited timeline is not met. - 1–2 Day Return Shipping – USD 21.36
Optional. Covers expedited return shipping after passport issuance. - File Search – USD 150
Required if the applicant cannot provide a previous passport issued before 1994 as proof of citizenship.
Payment and Submission Notes
- Application Fee: Paid to the US Department of State, typically online via Pay.gov or included with mailed applications.
- Acceptance Fee: Paid in person to the acceptance facility (e.g., US Embassy or consulate) when submitting the application.
- Payments can be made in US dollars or the Canadian dollar equivalent when applying in person at the Embassy or consulates.
- Appointments are required for in-person applications; walk-ins are not accepted.
- Minors under 16 must apply in person for all passport services.
- Renewals by mail (Form DS-82) do not require an acceptance fee and can be submitted without an appointment.
- Expedited processing and shipping fees are optional and payable in addition to the application and acceptance fees.
Appointment Scheduling
- Appointments for passport services must be made online.
- Each consulate has specific forms or portals for appointment requests:
- The Calgary and Halifax consulates require appointment requests to be submitted via designated online forms or email.
- The consulates in Montreal, Toronto, and Vancouver offer similar online scheduling options.
Processing Times
- Standard processing times vary but generally allow several weeks for routine passport issuance or renewal.
- Expedited services reduce processing times but require additional fees.
- Applicants are advised to apply well in advance of planned travel.
Additional Information
- The US Embassy and consulates offer a Passport Wizard tool on their websites to help applicants determine their eligibility and the required documentation.
- For Consular Reports of Birth Abroad (CRBA), applicants must create a MyTravelGov account and submit initial applications online before scheduling appointments.
- The US Embassy and consulates do not accept walk-in applications; appointments are mandatory.
- US citizens should keep their passports secure and report lost or stolen passports promptly.
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Immigration and Citizenship Services at the US Embassy and Consulates in Canada
The US Embassy in Ottawa and its consulates provide comprehensive immigration and citizenship services for Canadian citizens and foreign nationals seeking to visit, work, study, or immigrate to the United States. These services include processing immigrant and nonimmigrant visa applications, assisting with US citizenship documentation, and providing guidance on related consular matters.
Visa Applications
Nonimmigrant Visas:
Applicants seeking temporary entry to the US for tourism, business, study, or work must complete the online DS-160 application and schedule an interview at the Embassy or consulates.
- New Policy (effective May 1, 2025): Nonimmigrant visa (NIV) applicants must present a DS-160 confirmation number matching the appointment booking. Failure to comply will result in rescheduling and additional fees. Applicants who had appointments booked by third parties should update their DS-160 number at least 3 business days before their appointment.
- Common visa categories include:
- B-1/B-2 Visitor Visas (tourism, business)
- F-1 Student Visas
- H-1B and other temporary work visas
- K-1 Fiancé(e) Visas
Immigrant Visas:
Immigrant visa processing for Canadian residents is centralized exclusively at the US Consulate General in Montreal, the only post in Canada authorized and equipped to process immigrant visas.
- The immigrant visa process involves:
- Filing a petition with US Citizenship and Immigration Services (USCIS) (I-130, I-140, etc.)
- Processing by the National Visa Center (NVC)
- Scheduling and attending an interview at the Montreal Consulate
- Medical examination
- Visa adjudication and issuance
- Applicants must attend their NVC-scheduled interview to avoid delays.
- Expedited processing is granted only for urgent cases.
- As of June 2025, most Immediate Relative and fiancé(e) visa interviews are scheduled for cases documentarily complete in early 2025; employment-based cases face longer backlogs.
- For urgent immigrant visa matters, applicants may contact [email protected]
Additional Immigration-Related Information
- Alien Registration Requirement: Canadian citizens who stay in the US for 30 days or longer must comply with alien registration requirements under US law.
- Canadian citizens are exempt from biometric fingerprinting but must register via a web-based system.
- Failure to register is a priority for both civil and criminal enforcement, and may result in penalties.
- Biometrics, Police Certificates, and medical exams are required, depending on the visa type, and are part of the application process.
- Visa Fee Payments and Appointment Scheduling: Applicants must pay fees and schedule appointments through official channels. Beware of third-party services charging excessive fees.
- Application Fee (MRV Fee): Paid before scheduling a visa interview; non-refundable.
- Visa Issuance Fee (Reciprocity Fee): Charged upon visa issuance depending on the applicant’s nationality; Canadians are generally exempt.
- Immigrant visa petition fees (e.g., I-130, I-140) are paid separately to USCIS and are not included in these fees.
- Appointments: Must be scheduled online via the official US Embassy or consulate website.
- New Policy (effective May 1, 2025): Nonimmigrant visa applicants must ensure the DS-160 confirmation number matches the appointment booking to avoid rescheduling and additional fees.
Tips for Applicants
- Apply early to accommodate processing times and potential delays.
- Ensure passports are valid for at least six months beyond planned travel.
- Keep DS-160 confirmation numbers consistent with appointment bookings.
- Prepare all required supporting documents such as proof of funds, acceptance letters, and employment offers.
Citizenship Services
- Consular Reports of Birth Abroad (CRBA): US citizen parents can document the US citizenship of children born outside the United States by applying for a CRBA through the Embassy or consulate.
- Transmission of US Citizenship: US citizenship may be transmitted to children born abroad depending on parental citizenship and residence history. Applicants should notify the consular officer during immigrant visa interviews or contact the American Citizen Services Office at [email protected].
- Naturalization and Other Citizenship Inquiries: The Embassy provides guidance but does not process naturalization applications, which are handled by USCIS in the United States.
Visa and Immigration Fees
| Visa Type | Purpose | Application Method | Application Fee (USD) | Issuance Fee (USD) | Key Notes | |
|---|---|---|---|---|---|---|
|
Non-immigrant Visas |
||||||
|
B-1/B-2 Visitor Visa |
Tourism, business, medical visits |
Online DS-160 + interview |
$185 |
Usually $0 for Canadians |
Multiple entries possible |
|
|
F-1 Student Visa |
Full-time academic study |
Online DS-160 + interview |
$185 |
Usually $0 for Canadians |
Requires I-20 form, proof of funds |
|
|
Requires I-20 form, proof of funds |
Temporary employment |
Online DS-160 + interview |
$205–$265 |
Usually $0 for Canadians |
$205–$265 |
|
|
K-1 Fiancé(e) Visa |
Fiancé(e) of U.S. citizen |
Petition + interview
|
$265 (NIV fee) + petition fees
|
Usually $0 for Canadians
|
$265 (NIV fee) + petition fees
|
|
|
Other Nonimmigrant Categories
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Includes acknowledgements, certifications, and other acts |
Online DS-160 + interview |
$185 or as specified |
Varies by nationality |
See reprocity schedule |
|
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Immigrant Visas |
||||||
|
Immediate Relative & Family Preference |
Permanent residence |
Petition + NVC + interview |
$325 |
Usually $0 for Canadians |
Processed only at Montreal Consulate |
|
|
Employment-Based Immigrant Visas |
Permanent residence
|
Petition + NVC + interview |
$345 |
Usually $0 for Canadians |
Employer-sponsored categories
|
|
|
Other Immigrant Visas |
Special immigrant categories, returning residents
|
Petition + NVC + interview
|
$205
|
Usually $0 for Canadians
|
Includes humanitarian categories
|
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Frequently Asked Questions (FAQs)
Can I get US documents apostilled at the US Embassy in Canada?
No. The US Embassy in Canada does not issue apostilles. Apostilles for US documents must be obtained from the Secretary of State’s office in the US state where the document was issued.
How can I legalize a US document for use in Canada?
To legalize a US document for use in Canada, it typically must be notarized in the US, authenticated by a US state authority, and sometimes legalized by Canadian authorities. A professional service like DAC can assist with the entire process.
Does Canada accept US notarized documents without legalization?
In many cases, Canada requires additional authentication or legalization beyond notarization. Whether it’s for business, education, or legal use, DAC can verify the specific requirements for your document.
What types of documents require authentication for use in Canada?
Common US documents needing authentication include corporate bylaws, marriage certificates, university transcripts, affidavits, powers of attorney, and medical or legal records intended for use in Canada.
Can DAC help notarize and legalize documents issued in the US?
Yes. DAC offers end-to-end support for notarizing, authenticating, and legalizing US-origin documents for Canadian use. This includes coordination with US and Canadian authorities, as well as certified translation if required.
How long does it take to authenticate a US document for Canada?
Processing time can vary depending on the state and federal level steps involved. With DAC, turnaround time is significantly reduced because all steps are handled promptly and professionally on your behalf.
Is a certified translation needed for US documents used in Canada?
If your US document is not in English or French (Canada’s official languages), a certified translation is usually required. DAC can arrange professional translation that meets Canadian legal standards.
What other consular services does the US Embassy in Canada provide?
In addition to document notarization and authentication, the US Embassy and its Consulates in Canada provide services for US citizens including passport renewals, reports of birth abroad, emergency assistance, and support during arrests or hospitalizations. These services are offered by appointment and vary by location.
Can I renew my US passport at the embassy in Canada?
Yes. US citizens residing or traveling in Canada can renew their passports at the US Embassy in Ottawa or one of the US Consulates across the country. Appointments must be scheduled online, and specific documentation is required based on your renewal category.
Does the US Embassy assist with birth or death registrations for US citizens in Canada?
Yes. The US Embassy and consulates can issue Consular Reports of Birth Abroad (CRBA) for children born to US citizen parents and also provide Consular Reports of Death Abroad in the event of a US citizen’s passing in Canada. These documents are essential for both legal and administrative purposes in the United States.
What should I do if a US citizen is arrested or hospitalized in Canada?
In such cases, you can contact the US Embassy or the nearest US Consulate. Consular officers are available to assist, notify family members, and assist with navigating local legal and medical procedures.
IN CONCLUSION
The U.S. Embassy in Canada offers essential services to Americans and Canadian residents navigating cross-border documentation. For individuals needing to authenticate or legalize U.S.-issued documents for use in Canada, understanding the multilayered process can be challenging.
Working with a trusted service like DAC can help ensure your documents meet all legal requirements, saving you time, reducing stress, and avoiding costly errors.
Get in touch with our expert team at 613-229-6674 to request a quote and a free document evaluation!
About The Author
Muna Hasen, Director of Customer Experience
Muna Hasen brings a strong background in legal support and community engagement. Born and raised in Ottawa, she has gained valuable experience both across Canada and internationally. Muna is committed to client-centered service, ensuring every interaction is guided by clarity, professionalism, and trust.