Alberta Apostille Process: Certificate Authentication and Apostille Service

When presenting Canadian documents abroad—such as birth certificates, academic records, or legal agreements—foreign authorities often require proof that the document is authentic. This verification process ensures the document will be recognized and accepted outside Canada. As of January 11, 2024, the government of Canada became a full member of the Hague Apostille Convention, significantly streamlining this process. Instead of requiring both authentication and legalization, public documents destined for other member countries now only need a single certificate called an apostille.

This modification makes it easier for individuals and businesses in Alberta to prepare their documents for use in the country of destination. Only specific types of documents are eligible, and only designated provincial or federal authorities can issue apostilles, depending on the type of document.

This article outlines the Alberta apostille procedure, including which documents can be apostilled, how to prepare and submit your documents, the typical processing time, and what steps you need to take to ensure your documents are accepted in other countries.

If you need assistance, we are available to provide support for apostille processing in Canada. Our team is dedicated to the authentication of documents for international use in accordance with the Apostille Convention. See our page on Apostille Alberta for additional information.

Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at [email protected].

What Is an Apostille?

The Hague Apostille Convention is an international treaty that helps people use public documents from one country in another. Canada became a member of this treaty on January 11, 2024. This implies that over 120 member countries can now use documents, including birth certificates, diplomas, and court filings, if they have an apostille certificate attached. The apostille shows that the signature, stamp, or seal on the document is authentic and was issued by the competent authority.

Before Canada joined the Apostille Convention, individuals had to follow a more complex process known as authentication and legalization. This involved getting documents approved by both the Canadian government and the foreign country’s embassy. For countries that are part of the Hague Convention, only one step is required to obtain an apostille. However, if the country is not a member of the Convention, the old legalization process is still required.

Who Can Apostille a Document in Alberta?

The Ministry of Justice of Alberta, through the Deputy Provincial Secretary’s Office, is responsible for issuing apostilles for documents issued by the government or notarized within Alberta. This includes birth, marriage, and death certificates from Alberta, educational credentials from Alberta educational institutions, and notarized documents signed by an Alberta Notary Public. To start the procedure, applicants must send in a filled-out request form together with their original documents or certified true copies.

Only documents that originate from Alberta can be processed by the Alberta apostille office. The office verifies the signature and seal on each document before issuing an apostille certificate. Global Affairs Canada handles federal documents, such as Citizenship and Immigration papers, and Canadian public documents from provinces or territories that do not yet offer apostille services. To avoid processing delays or rejections, it’s essential to send your documents—and your request form—to the correct authority based on the document’s origin and type.

Documents Qualify for Apostille in Alberta

In Alberta, an apostille can be obtained when the document is issued or notarized in Alberta and meets specific requirements of authenticity and format. The list below outlines the types of Canadian public documents, including those issued by the government, that are eligible for apostille certification, along with the specific conditions they must meet to be accepted.

Vital Statistics

Includes birth, marriage, and death certificates issued by Alberta Vital Statistics.
Must be original documents or polymer copies (full-size official versions).
Laminated or wallet-sized copies are not accepted.
Official documents must come from an authorized Alberta registry agent or directly from Vital Statistics.

Court Documents

Includes divorce certificates, court judgments, and other court-issued documents.
Must be signed by a court clerk.
Must have an embossed court seal (raised, stamped seal).
Documents without a proper signature or seal will be rejected.

Educational Documents

Includes transcripts, diplomas, and degrees from Alberta schools or universities.
Must be notarized by a school official or an Alberta notary public.
Must include a wet signature (handwritten in ink) and an embossed seal.
If submitting a copy, it must be a certified true copy recognized by a notary public in the province of Alberta.

Notarized Documents

Includes powers of attorney, affidavits, statutory declarations, and corporate records.
Must be signed in front of a registered Alberta notary public.
Notarization must consist of the notary’s signature, stamp or seal, and the date.
Documents missing any of these elements cannot be apostilled.

Step‑by‑Step Alberta Document Apostille Process

Check Eligibility & Prepare Canadian Documents

To get an apostille in Alberta, your document must be issued or notarized within the province and meet specific format requirements. Only original documents or certified true copies are accepted. For example, vital statistics documents—such as birth, marriage, or death certificates—must be full-size polymer originals issued by Alberta Vital Statistics. Laminated, wallet-sized, or scanned copies are not accepted. Make sure the document includes all required signatures and seals from the issuing authority.

Notarization (if needed)

Some documents, like transcripts, powers of attorney, affidavits, or corporate records, may need to be notarized before they can be apostilled. A registered Alberta notary public must verify the document and include their wet signature, stamp, or seal, along with the date of notarization. If the document is a copy, the notary must also clearly state that it is a certified true copy. Documents missing any of these elements will not be accepted for an apostille.

Send Your Document to Global Affairs Canada or Provincial Competent Authorities

Once your document is ready, it must be sent to the correct office based on where it was issued. In Alberta, the Deputy Provincial Secretary’s Office, located in Edmonton, is the designated authority responsible for handling apostilles for Canadian public documents originating from Alberta or notarized within the province if your document was issued by the federal government or by a province or territory that does not yet issue apostilles—such as Manitoba, New Brunswick, Nova Scotia, or Yukon—it must be sent to Global Affairs Canada in Ottawa.

Other provinces, such as British Columbia, Ontario, Saskatchewan, and Quebec, have their own apostille offices for handling documents from their jurisdictions. Each authority is responsible only for documents that were either issued by or notarized in their own province. It’s essential to review the current standards before submitting your documents, as missing or incorrect information may result in delays or rejection.

Received Your Apostille Certificate

After your submission, your document will be returned with an apostille certificate attached. This certificate confirms that your document is valid for international use under the Hague Apostille Convention, making it much easier to use your Canadian public documents abroad without needing embassy legalization.

Processing Timeline

In Alberta, the typical processing time to get an apostille is approximately 7 to 10 business days. The timeline commences upon receipt of your complete and adequately prepared documents by the Deputy Provincial Secretary’s Office.

However, the processing time may be longer if there is a high volume of requests or if your documents are missing required elements, such as proper notarization or signatures. To avoid delays, make sure your documents meet all requirements and allow extra time if you have deadlines to use in other countries.

Document Authentication and Legalization Not Party to the Apostille Convention

If the country where you plan to use your Canadian public document has not signed the Apostille Convention, you must go through a different process called authentication and legalization.

This process has two main steps:

Document Authentication – First, your document must be authenticated by the proper Canadian authority. For Alberta-issued or notarized documents, this is the Deputy Provincial Secretary’s Office. For federal documents or documents from other provinces that do not issue apostilles, authentication is handled by the Authentication Services Section at Global Affairs Canada.
Document Legalization – After you have verified your document, you must submit it to the embassy or consulate of the foreign country in Canada. This process of legalizing the document confirms its authenticity and enables it to be used officially in other countries. Please check with the Services Section at Global Affairs or the right embassy for exact requirements and deadlines.

Unlike the apostille, which simplifies document verification for countries that are signatories of the Apostille Convention, authentication or legalization involves more steps and can take longer to complete. Be sure to check the exact requirements of the country where you plan to use the document.

If you need assistance with apostille processing in Canada, we’re here to help. Our team specializes in document authentication for international use under the Apostille Convention. Check our Apostille Alberta page for more details.

Are You Seeking to Obtain an Apostille for a Canadian document meant for use Outside of Canada? Legalization Service Centre is Here to Assist You!

The Legalization Service Centre provides comprehensive support throughout the process for individuals seeking apostille, attestation, and authentication services for documents in Canada. We enhance the procedure to ensure precise authentication of your documents for international use.