As the world becomes more connected, the need to authenticate foreign documents for use across international borders has become very important. The Apostille Convention, officially called the Hague Convention, eliminated the requirement of legalization for foreign public documents and established a streamlined process for recognizing Canadian and foreign public documents globally. Canada joined the Hague Apostille Convention on January 11, 2024. This means Canadians can now obtain apostilles for important legal and personal documents, such as birth certificates, marriage licenses, and educational credentials, for use in other countries that are also signatories to the Convention.
The Apostille serves as a certificate that verifies the document’s authenticity and the signature of the competent authority in Canada, simplifying what was once a complex and time-consuming procedure. As Canada continues to engage with apostille member countries, people and businesses need to understand the Apostille Convention so that their documents are legally accepted in other countries. This article will go into detail about how the Apostille process works in Canada and what it means for verifying documents between countries that are party to the Apostille convention.
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 Canada page for more details.
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 the Apostille Convention and Why is it Important?
The Apostille Convention, commonly called the Hague Convention, eliminates the need for the legalization of foreign public documents and establishes a streamlined process for the authentication of public documents across member states. Canada’s accession to the Hague Apostille Convention allows designated government authorities, such as Global Affairs Canada and provincial offices like Ontario’s Official Documents Services, to issue apostilles for public documents. This eliminates the need for the previously required multi-step authentication and legalization process.
This development is especially significant in Ontario, British Columbia, and Quebec, where notarized documents are often required for international purposes. Once a notary public has authenticated a document or a certificate issued by a Canadian government authority, individuals can submit their documents to obtain an apostille in Canada.
Canadian documents are easier to use abroad with the apostille procedure. Being adequately prepared, validated, and apostilled ensures Canadian documents are legal in Hague Apostille Convention countries. This approach eliminates legalization, allowing Canadians and companies to utilize Canadian documents abroad faster. By streamlining document authentication, apostilles support smoother international transactions and facilitate global engagement for Canadians.
Difference Between Apostille, Authentication, Legalization, and Attestation
The Government of Canada offers several processes for verifying the authenticity of documents issued or notarized in Canada for use abroad. The correct process depends on the destination country’s requirements.
Apostille
An apostille is a specific type of certification used in countries that are parties to the Hague Apostille Convention. Canada officially joined the Convention in 2023, and it came into force on January 11, 2024. This allows Canadian authorities—such as Global Affairs Canada and designated provincial offices—to issue apostilles for eligible documents. The apostille confirms that a document was issued, signed or sealed by a recognized Canadian official and removes the need for additional consular legalization in other member countries, streamlining international document use.
Authentication
Authentication is part of a two-step process used when the destination country is not part of the Apostille Convention. Global Affairs Canada verifies that the signature or seal on the document belongs to a recognized Canadian official. This step confirms the document’s legitimacy for further processing.
Legalization
Legalization follows authentication when required by non-Apostille Convention countries. After Global Affairs authenticates the document, it must then be legalized by the embassy or consulate of the destination country. This step certifies the document for use in that country and ensures it will be recognized by local authorities.
To prepare Canadian documents for international use, check whether the destination country is part of the Apostille Convention. If it is, an apostille is usually sufficient. If not, authentication and legalization may be required. Knowing the right process saves time and ensures your documents are accepted abroad.
Attestation
Attestation confirms a document’s authenticity for nations not signatories of the Hague Apostille Convention. It entails authentication of a competent authority, succeeded by document legalization at the consulate or embassy of the destination country. This multi-step process is complex and requires more time than acquiring an apostille, yet guarantees the document’s acceptance overseas.
Steps on How to Obtain an Apostille Certificate
The apostille procedure for Canadian public documents consists of three primary steps that guarantee their global recognition.
Preparing your Documents: Ensure that your document is legally compliant, accurate, and up to date. Certain documents, such as marriage contracts or awards, may require notarization by an authorized public notary.
Global Affairs Canada and Provincial Competent Authorities Authentication: Conduct a thorough review of filing regulations and processing fees to avoid any potential delays.
Apostille Issuance: This Apostille verifies that the document is genuine and that it can be used in all countries that are members of the Hague Apostille Convention without taking additional measures to ensure its validity through foreign embassies or consulates.
Canadian documents are easier to use abroad with the apostille procedure. Being properly prepared, validated, and apostilled ensures Canadian papers are legal in Hague Apostille Convention countries. This approach eliminates legalization, allowing Canadians and companies to utilize Canadian documents abroad faster.
How to Send Your Documents for the Apostille Services Process
Individuals requiring authentication of foreign documents or their use outside of Canada may submit them via mail or electronically. Verifying that an appropriate authority issued the document and, if relevant, that any documents were notarized or issued appropriately before submission is absolutely vital. Sometimes, this procedure entails stamping the document or verifying a notary has signed it.
With Canada now being a member of the apostille convention, there may be changes to the requirements for filing and processing times. Information regarding the apostille process is available on our official website, which also includes the latest regulations. Please keep in mind that the process may vary depending on the origin of the document. This is particularly applicable to certain international documents that Canada will recognize for verification purposes.
The services section at Global Affairs Canada authenticates Canadian documents for international purposes by certifying official signatures prior to the issuance of an apostille. Any nation that is a signatory to the Hague Apostille Convention may utilize the document once it has been authenticated. An apostille eliminates the requirement for further legalization of documents for the Hague apostille signatory nation members, thus simplifying the process.
Signatory Members of the Hague Apostille Convention
Over 120 countries have ratified the Hague Apostille Convention, resulting in its global effectiveness. Canadian documents are permitted for use in jurisdictions of the member countries of the 1961 Hague Convention due to Canada’s membership.
This document contains a comprehensive list of countries that recognize apostilles. This mitigates extra-legal complications associated with the use of public documents in foreign jurisdictions.
- Albania
- Andorra
- Antigua and Barbuda
- Argentina
- Armenia
- Australia
- Austria
- Azerbaijan
- Bahamas
- Bahrain
- Barbados
- Belarus
- Belgium
- Belize
- Bolivia
- Bosnia Herzegovina
- Botswana
- Brazil
- Brunei Darussalam
- Bulgaria
- Burundi
- Cabo Verde
- Canada
- Chile
- China
- Colombia
- Cook Islands
- Costa Rica
- Croatia
- Cyprus
- Czech Republic
- Denmark
- Dominica
- Dominican Republic
- Ecuador
- El Salvador
- Estonia
- Eswatini
- Fiji
- Finland
- France
- Georgia
- Germany
- Greece
- Grenada
- Guatemala
- Guyana
- Honduras
- Hong Kong
- Hungary
- Iceland
- India
- Indonesia
- Ireland
- Israel
- Italy
- Jamaica
- Japan
- Kazakhstan
- Kosovo
- Kyrgyzstan
- Latvia
- Lesotho
- Liberia
- Liechtenstein
- Lithuania
- Luxembourg
- Macau
- Malawi
- Malta
- Marshall Islands
- Mauritius
- Mexico
- Moldova
- Monaco
- Mongolia
- Montenegro
- Morocco
- Namibia
- Netherlands
- New Zealand
- Nicaragua
- Niue
- North Macedonia
- Norway
- Oman
- Pakistan
- Palau
- Panama
- Paraguay
- Peru
- Philippines
- Poland
- Portugal
- Romania
- Russian Federation
- Saint Kitts and Nevis
- Saint Lucia
- Saint Vincent and the Grenadines
- Samoa
- San Marino
- São Tomé and Príncipe
- Saudi Arabia
- Serbia
- Seychelles
- Singapore
- Slovakia
- Slovenia
- South Africa
- South Korea (Republic of Korea)
- Spain
- Suriname
- Sweden
- Switzerland
- Tajikistan
- Tonga
- Trinidad and Tobago
- Tunisia
- Turkey
- Ukraine
- United Kingdom
- United States of America
- Uruguay
- Uzbekistan
- Vanuatu
- Venezuela
Traditional legalization is necessary for nations that are not members of the Hague Apostille Convention. Global Affairs Canada must authenticate the document before it may be used. The document is then validated by the foreign embassy or consulate.
Non-signatory nations will not recognize Canadian documents unless they go through an authentication, legalization or attestation process, which takes longer than the apostille process for signatory countries.
Are you looking to get an Apostille for a Canadian Document for Use Outside Canada? Legalization Service Centre Has You Covered!
The Hague Apostille Convention went into force in Canada on January 11, 2024. This means that Canadian documents need to get an apostille in order for other countries to recognize them. The new process makes sure that Canadian documents are authentic and can be used in countries that have signed the Apostille Convention.
The Legalization Service Center can help you right away if you need authentication, apostille or verify documents for use abroad anywhere in Canada. We speed up the process and make sure your paperwork is properly validated around the world.
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].