If you need to use a Canadian document outside of Canada, you may need to get a document apostille for it to be legally recognized. Some common examples are birth or marriage certificates, court-issued documents, educational documents, and notarized statements. An apostille certificate confirms that the document’s signature, seal, or stamp has been issued by a recognized authority in the Government of Canada or a provincial or territorial authority.
As of January 11, 2024, Canada signed the Hague Apostille Convention, which streamlined the process for authenticating Canadian public documents for use abroad. The Apostille Convention came into effect to replace Canada’s former authentication program, which required two steps: authentication by Global Affairs Canada, followed by legalization at a foreign embassy or consulate.
In the province of British Columbia, eligible documents issued or notarized in B.C. can now be apostilled directly through the Order in Council Administration Office (OCAO). This change affects documents that are within provincial authority, so you don’t have to send them to the federal government in Ottawa. This article explains the new process in British Columbia, including who can issue apostilles, which documents are eligible, and how to prepare and submit your request.
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 British Columbia 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 and When Do You Need One?
A standard certificate called an Apostille confirms that a Canadian public document—such as a birth certificate or a notarized letter—is authentic and can be legally used in another country. Prior to January 11, 2024, Canada used a two-step process known as document authentication and legalization. This process required the initial authentication of the document by Global Affairs Canada, followed by legalization by the embassy or consulate of the foreign country. Following its accession to the Hague Convention in 2024, Canada has implemented a streamlined, single-step process employing an apostille. In British Columbia, apostilles are issued by the Order in Council Administration Office (OCAO).
Apostilles are used for many reasons. You may need one if you’re submitting Canadian documents abroad for immigration purposes, applying for a visa, getting married abroad, using a Canadian birth or marriage certificate in another country, enrolling in school overseas, applying for a job abroad, or conducting business internationally. The apostille enables foreign governments and institutions to recognize Canadian documents without requiring additional verification.
Who Issues Apostilles in British Columbia
In Canada, only certain government offices, called competent authorities, can issue an apostille. These offices are in charge of making sure that a public document is real and has been issued by the government. Depending on the type of document and where it was created, it must be sent to either a federal or provincial authority.
There are two types of competent authorities in Canada:
- Global Affairs Canada (GAC) – Issues apostilles for:
- Federal documents (e.g., citizenship or immigration records)
- Documents signed by federal officials or departments
- Provincial and territorial authorities – Issue apostilles for:
- Documents issued or notarized within their province or territory
In British Columbia, the official office responsible for issuing apostilles is the Order in Council Administration Office (OCAO). You should send your original document to the OCAO if:
- It was issued in BC (e.g., birth or marriage certificates from BC Vital Statistics)
- It was notarized by a BC notary public or lawyer
If your document doesn’t fall under BC’s authority—for example, if it’s a federal document—you must send it to Global Affairs Canada instead.
Step-by-Step Guide: Getting a Document Apostille in British Columbia
Step 1: Confirm Your Document Is Eligible
Before applying for an apostille, ensure your document meets the qualification requirements. In British Columbia, you can request an apostille for documents that are considered public under the Hague Apostille Convention. These include documents issued by the government office of B.C. (such as birth, marriage, or death certificates), court documents, notarized documents, and documents signed by licensed officials in the province. Private documents that haven’t been notarized or certified by an authorized official are not eligible.
Step 2: Notarize Your Document (If Required)
If a recognized government authority does not already sign your document, it may need to be notarized first. For example, personal letters, declarations, or photocopies must be notarized by a BC notary public or lawyer to be accepted. Official documents issued by provincial agencies, including a birth certificate from BC Vital Statistics, do not require further notarization.
Step 3: Submit Your Document to the Apostille Authority
When your document is ready, send it to the Order in Council Administration Office (OCAO) in Victoria. This is the official apostille office for British Columbia.
As of July 2025:
- Mail-in submission is the standard method.
- In-person submission may not be available, so confirm current procedures on the OCAO website before visiting.
You must include the following:
- The original document (or notarized copy, if applicable)
- A completed apostille request form
- A self-addressed return envelope
Incomplete applications may cause delays.
Step 4: Receive Your Apostilled Documents
Once the OCAO has verified your document, they will affix a document apostille certificate to it. The validity of the signature on the document or the seal indicated on the document is recognized by Canadian law. It is acceptable in countries that are members of the Hague Apostille Convention. Depending on the method of delivery selected, your document will be returned by mail or picked up in person.
Processing Times
In British Columbia, the Order in Council Administration Office (OCAO) typically processes apostille requests within 10 to 15 business days from the time it receives a complete application. This is the standard processing timeframe and may be extended if documents are incomplete or require additional verification. The OCAO does not offer expedited, same-day, or in-person services; therefore, applicants should plan ahead, especially when documents are required by a specific deadline.
If you choose regular mail for returning your documents, please expect additional delivery time. In Canada, domestic mail can take a few business days, while international mail may take longer, depending on the destination. Please send your application in a prepaid, trackable courier envelope to expedite and secure the return process. This choice helps you prevent delays and allows you to track the return shipment.
Documents That Cannot Be Apostilled in British Columbia
Not every document can be authenticated with an apostille in British Columbia. A document must be issued in Canada to be qualified with a signature of a recognized official, such as a government officer, court officer, or notary public. The Order in Council Administration Office (OCAO) will not accept the documents that do not match these criteria.
Examples of ineligible documents include:
- Uncertified personal copies of official documents (such as a photocopy of a birth certificate that hasn’t been notarized or certified)
- Documents that have already been apostilled or authenticated by another authority—apostilles are only issued once and cannot be duplicated
- Foreign public documents, meaning documents created outside of Canada, even if you are a Canadian citizen
If your document is ineligible, you may need to have it notarized, obtain a certified true copy from the issuing authority, or contact the relevant office in the country of origin.
Tips for a Smooth Apostille and Document Authentication Process
To ensure your apostille application is accepted without delays, it’s essential to avoid common mistakes. Make sure your document is complete, properly signed, and—if required—certified or notarized. Always use the most up-to-date version of the application form provided by the Order in Council Administration Office (OCAO) and follow all submission instructions carefully. Incomplete applications, incomplete requirements, close-dated forms, or applications requiring substantial changes may cause delays as well as rejection.
Also, confirm that you’re sending your document to the correct authority. In British Columbia, the OCAO handles documents that have been notarized or issued within the province. Documents issued by the federal government or those signed by a federal official must be sent to Global Affairs Canada. Finally, verify that the destination country is a member of the Hague Apostille Convention. If the country is not a member, an apostille will not be accepted, and you’ll need to follow the older process of document legalization and document authentication process instead.
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 British Columbia 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.
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].