Apostille Birth Certificate Process

If you need to use your Canadian birth certificate in another country, you may be required to have it apostilled. As of January 11, 2024, Canada officially became a party to the Hague Apostille Convention, which simplifies the process of validating public documents for use abroad. Instead of the previous two-step authentication and legalization process, a single apostille certificate is now accepted by countries that are members of the Convention.

This change applies to a wide range of documents, including birth certificates issued by provincial or territorial vital statistics offices. However, where you submit your request depends on where the document was issued. If your birth certificate is from Ontario, British Columbia, Alberta, or Quebec, you must apply through that province’s designated apostille authority. For documents from all other provinces or territories, the request must go through Global Affairs Canada (GAC) in Ottawa. It’s important to check whether your destination country is a signatory to the Apostille Convention, as the apostille is only recognized by member countries.

In this article, you’ll learn when an apostille is required, how to prepare your birth certificate, which authority to contact, and how to avoid common delays. We’ll also explain what to do if your document requires translation or additional verification. If you’re planning to marry abroad, apply for dual citizenship, or study or work in another country, this comprehensive breakdown will help you get your Canadian birth certificate ready to use outside of Canada.

Check out our Birth Certificate Apostille page for more details and support to get you across the finish line.

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What Is an Apostille on a Birth Certificate?

An apostille serves as an official certificate that certifies the authenticity of a public document, like a Canadian birth certificate. It was established under the Hague Apostille Convention of 1961, which Canada joined on January 11, 2024. The apostille guarantees the authenticity of the signature, stamp, or seal on the document and that it was issued by an accredited Canadian authority. This enables the document to be accepted legally in other foreign jurisdictions that are signatories to the Convention without an additional legalization process through a foreign embassy or consulate.

An apostille may be required when a Canadian birth certificate is presented to a foreign government or institution for legal or administrative purposes. Some typical examples include immigration applications, seeking to obtain dual citizenship, marriage abroad, or enrollment in a foreign school or university. The apostille ensures that the birth certificate will be accepted as valid in any country that recognizes the Hague Apostille Convention.

When Do You Need an Apostille on a Canadian Birth Certificate?

You need an apostille on a Canadian birth certificate if you plan to use it in a country that is a member of the Hague Apostille Convention. The apostille confirms that the birth certificate was issued by a recognized Canadian authority and that the signature or seal on it is genuine. As of January 11, 2024, Canada issues apostilles instead of using the older authentication and legalization process for countries that are also part of the Convention.

Apostilles are often required for legal or official purposes abroad. This includes situations like getting married in another country, applying for dual citizenship, submitting immigration paperwork, or registering for school overseas. If your destination country is not a member of the Hague Apostille Convention, you may still need to go through the previous process of authentication and legalization through Global Affairs Canada and a foreign embassy. Always check the specific requirements of the country where you plan to use the birth certificate.

Step‑by‑Step Guide to Get an Apostille for Birth Certificate

Step 1: Make Sure the Certificate Is Eligible

Before applying for an apostille, ensure your Canadian birth certificate is eligible for authentication. It must be a long-form birth certificate issued by a provincial or territorial Vital Statistics office. Short-form certificates, wallet-sized versions, and hospital-issued documents are generally not accepted for apostille purposes.

The certificate must bear the signature and/or seal of a recognized public official, such as a Registrar General, whose signature is on file with the apostille authority. If you’re uncertain, contact the issuing office or the relevant apostille authority to confirm eligibility.

Step 2: Send Canadian Birth Certificate to Global Affairs Canada Or Provincial Authority

Next, you need to determine which government office will provide you with the apostille. Canada has a two-level apostille system that depends on where the document was issued:

If your birth certificate was issued in Ontario, British Columbia, Alberta, or Quebec, you must submit your request through the designated apostille authority of that province.
For all other provinces and territories, the apostille must be requested from Global Affairs Canada (GAC).

The correct authority depends solely on where the document was issued—not where you live—so it’s essential to verify this information before applying.

Step 3: Submit Your Application

As soon as you are clear about your certificate eligibility and the competent authority to approach, you can prepare and submit your application. You will require:

The original long-form birth certificate,
A completed application form,
Any required fees, and
A prepaid return envelope.

Some offices accept mail-in applications only, while others may allow in-person submissions or courier drop-offs. Processing times can vary by province or by Global Affairs Canada, so it’s best to apply well in advance of when you need the document.

Common Mistakes to Avoid When Applying for an Apostille

Sending the Wrong Type of Birth Certificate

A common mistake when applying for an apostille is submitting the wrong type of birth certificate. Only long-form birth certificates issued by a provincial or territorial vital statistics office are accepted. These certificates include full birth details and the names of the parents. Wallet-sized, short-form, or hospital-issued documents are not valid for an apostille. Photocopies are also not accepted unless they’ve been notarized documents and meet specific requirements, which usually do not apply to birth certificates.

Submitting Documents to the Wrong Authority

Another frequent issue is sending the application to the wrong authority. Since January 11, 2024, apostille services in Canada are handled by either Global Affairs Canada (GAC) or a provincial authority, depending on where the document was issued. For example, if your birth certificate was issued in Ontario, Alberta, British Columbia, or Quebec, it must go through that province’s designated office. All other provinces and territories must send applications to GAC. Sending your documents to the wrong authority will result in processing delays or a returned application.

Skipping the Translation (if Required)

Some destination countries may also require a certified translation of your birth certificate, even if it has been apostilled. The apostille only certifies the authenticity of the document—it does not translate it. If the country where you plan to use the document does not accept documents in English or French, you may need to have the certificate translated by a certified translator. In some cases, the translation itself may also need to be notarized or apostilled. Always check the specific requirements of the country receiving your document.

Does a Birth Certificate Need to Be Notarized?

In most cases, Canadian birth certificates do not need to be notarized before being submitted for an apostille. If the birth certificate is an official long-form version issued by a provincial or territorial vital statistics office, the document must be considered a public document and is accepted without notarization. Notarization is frequently needed for other types of documents, such as affidavits, statutory declarations, or personal letters, before they can be apostilled. This stage makes sure that a legal authority in Canada correctly signed and witnessed the document.

Notarization must be done by a licensed notary public or a commissioner of oaths whose signature is on file with the apostille authority—either Global Affairs Canada (GAC) or a provincial authority. Not all commissioners or notaries are automatically accepted, so it’s essential to verify that the official who notarizes your document is recognized by the relevant office. If you’re unsure, you can contact the apostille authority in your province or GAC for confirmation before submitting your original documents.

What to Do If the Destination Country Is Not Part of the Apostille Convention

If your destination country is not a member of the Hague Apostille Convention, you cannot use the apostille process. Instead, your Canadian birth certificate must go through the authentication and legalization process, which is still accepted by countries outside the Convention. This two-step process confirms that your document is genuine and allows it to be legally used abroad.

First, the birth certificate must be authenticated by Global Affairs Canada (GAC). After that, it has to be legalized at the embassy or consulate of the country in which you intend to apply it. Procedures, fees, and document requirements differ at each embassy, which is why you should contact the embassy directly or visit its website for details. Some countries may also require a certified translation of the birth certificate before legalization is completed. Always check the specific rules of the country to make sure your documents are accepted without delay.

Check out our Birth Certificate Apostille page for more details and support to get you across the finish line.

Do You Need Assistance Authenticating Documents Issued in Canada? The Legalization Service Center Can Assist!

The Legalization Service Centre supports at every stage of the process for those seeking apostille, authentications, and attestation services for documents in Canada. We optimize the process to guarantee the accurate authentication of your documents for international purposes.