Apostille Certificate Authentication: Instructions to Authenticate your Document

An apostille certificate is an official document that confirms the authenticity of a public document, enabling it to be recognized in another country. In Canada, this process allows you to authenticate your document for use outside of Canada in a manner accepted by all countries that are a party to the Apostille Convention. In Canada, on January 11, 2024, the convention came into effect here, simplifying the steps for many individuals and businesses who need their documents recognized abroad.

Under the Hague system, a competent authority issues an international certification to confirm that the certificate or signature on your document is legitimate. Before this, Canadians had to complete both authentication and legalization. Now, if the country of destination has signed the Convention, a single certificate usually meets international requirements.

Whether working abroad, completing an adoption, handling cross-border business, or sending academic credentials overseas, it’s vital to prepare your documents correctly. Using a professional authentication service through Global Affairs Canada or provincial offices ensures validity and prevents delays.

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].

Public Document: Understanding Apostille and Authentication

Definition of Apostille

An apostille or international certification is a special certificate issued by a competent authority to confirm that a public document is genuine.
It is recognized internationally under the Apostille Convention for documents intended for overseas use in countries that are a state bound by the Convention.

Apostille Document Explained

The apostille record confirms that the document was issued by a legitimate official or authority in Canada.
The certificate includes details such as the signature, seal, or stamp on the document.

What is Authentication?

Authentication is the process of confirming that a public document or its signature is genuine.
In Canada, this can be done by Global Affairs Canada (Canada’s foreign ministry) or by provincial offices offering authentication services.
Some documents may still need to be authenticated rather than apostilled, depending on the destination country.

Apostille vs Legalization

Apostille: One-step process for countries that have signed the Convention.
Legalization: First step in a two-step process (authentication + legalization) for countries not in the Hague Apostille Convention (HAC).
Both processes verify that the certificate or signature on a document is genuine.

Eligible for Authentication

A document is eligible for authentication if it is an official document issued by a recognized authority and meets the document requirements.
Examples: documents issued or notarized by a notary public, certificate of divorce, birth certificates, educational records.

When Your Document Needs to Be Authenticated with an Apostille

Determining the Requirement

The intended country will decide whether your document must get an apostille or need to be authenticated.
If the country is a state bound to the Convention, you will only require an international certification.
If the country is not in the HAC, you will follow authentication and legalization procedures.

Types of Public Documents

Public documents such as birth, marriage, and death certificates, educational records, and corporate records may require authentication.
Foreign documents may also need to be authenticated before use in Canada.
A notarized document (prepared by a notary public) may be required for some jurisdictions.

When to Authenticate Your Document

If your document needs to be accepted in a non-Hague country, you must first authenticate your document through Canada’s foreign ministry or a provincial authentication service.
You may also need to complete legalization at the embassy or consulate of the intended country.

Special Considerations

The document must meet requirements before submission.
If the document was issued outside Canada, it may still be possible to authenticate it for overseas if it is properly notarized.
Always verify if your document is eligible for authentication before starting the process.

Preparing Your Document to get an Apostille

Check Document Requirements

Before submission, ensure the document requirements are met.
This includes confirming whether your public document is an original or a notarized document
Some documents for authentication may require additional verification steps.

Notarization Process

Many documents need to be notarized by a certifying officer before you can get an international certification.
The certifying officer must meet the standards set by the province or territory where the document is prepared.
Always ensure that the certifying officer adds their full name, signature, and seal.

Documents Issued or Notarized in a Province

If document certified or notarized in certain provinces are for overseas, they may require authentication in B.C. or another jurisdiction.
Authentication in B.C. follows provincial rules, and documents authenticated in B.C. are valid for submission abroad.

Translations and Certified Copies

A document translated into the language of the intended country may be required.
In some cases, a copy of the document may be submitted instead of the original if acceptable under the document requirements.

Special Notes for Official Documents

Official documents such as a certificate of divorce must be either the original or a certified copy issued by the relevant authority.
Document certified by the Government of Canada can be processed through Canada’s foreign ministry.

The Apostille Process in Canada: How to Get Your Document Eligible for Authentication

Role of Global Affairs Canada

Global Affairs Canada is a competent authority that can issue an international certification for documents certified by the Government of Canada or certain provincial documents.
The authentication services section at Canada’s foreign ministry processes authentication requests and issues the authentication certificate or certificate of authentication.
You must complete a service request form or an authentication request before you send your documents.

Provincial Competent Authorities

In some provinces, a designated office will issue apostilles for documents certified locally.
These authorities also manage apostilles for documents certified in their jurisdiction and may have specific document requirements.
The section at Canada’s foreign ministry does not handle these cases; instead, the province or territory must process them.

Steps to Obtain an Apostille

Prepare your document and meet all document requirements.
Determine whether Canada’s foreign ministry or a provincial competent authority will process your file.
Fill out the service request form or request form as required.
Send your documents via mail, courier, or in person, where allowed.
The authority will issue an international certification, depending on the destination country.

Processing Times and Considerations

Processing by Canada’s foreign ministry may take several weeks, depending on demand.
Provincial offices may offer faster service for documents certified or notarized in their jurisdiction.
Always check if your document is eligible for authentication before submission.

Signatory of the Apostille Convention and Global Affairs Canada Participation

Joining the Convention

Canada, on January 11, 2024, officially became a state bound to the Convention.
This change meant the convention came into effect in Canada, streamlining the process for many public documents intended for overseas.

Impact on the Authentication of Documents

Before joining, Canadians followed a two-step authentication and legalization process.
Now, for countries that have signed the Convention, a single international certification replaces the need for legalization.
The HAC ensures that the document issued in Canada is recognised by all signatory countries.

Benefits for Canadian Public Documents

Faster processing for Canadian public documents.
No need to visit an embassy or consulate for legalization if the country of destination is a member.
The system applies to both documents certified or notarized in Canada and certain foreign documents authenticated here.

Ongoing Role of Global Affairs Canada and Provinces

Canada’s foreign ministry and provincial offices issue apostilles for documents certified under their jurisdiction.
The competent authority can authenticate documents that do not qualify for an international certification, or if requested by the client.

Provincial and Special Cases for Documents for Authentication and Legalization

Provincial and Territorial Authority Differences

Each province or territory in Canada may have its own competent authority for issuing apostilles.
If your document is intended for overseas, confirm which office is responsible before you send your documents.

British Columbia Specific Process

British Columbia operates its own authentication in B.C. service for documents prepared in the province.
Documents authenticated in B.C. are valid for submission to any state bound to the Convention without additional steps.

Handling Documents Issued Outside Canada

Documents issued outside Canada may still be processed if they are eligible for authentication and meet document requirements.
In such cases, the competent authority can authenticate them for overseas, provided they are correctly notarized.

Regardless of Where Your Document Was Issued

Regardless of where your document originates, always check if it is recognized by Canadian authorities.
For the territory where your document was prepared, local rules may apply before Canadian authorities will process it.

Canada and Documents Issued by the Government

Canada and for documents issued by the federal government, the process is handled by Canada’s foreign ministry in Ottawa.
Provincial offices may also issue apostilles for documents issued locally.

Tips Before You Send Your Documents for the Authentication Service

Check if Your Document is Acceptable

Always find out if your document meets Canadian and international document requirements.
Ensure the document was issued by a recognized authority and is either an original or a properly notarized document.

Ensure Accuracy in the Document

If the document was written in another language, provide a document translated version where required.
Make sure your document contains all required seals, signatures, and stamps, as missing elements can cause delays.

Notary Requirements

Ensure that the notary public includes their full name, signature, and official seal.
The notary public adds essential verification that is critical for authentication or to issue an apostille.

Confirm Special Document Conditions

Some documents, such as a certificate of divorce, have strict presentation rules.
Check if the document requires a certified copy or an original before you submit it.

Preparation Before Submission

Verify that the part of your document that contains official marks is intact and clearly visible.
Submitting damaged or incomplete documents can result in rejection.

After You Get Your Apostille or Authentication Certificate

Receiving Your Document Back

Once processed, the authority will return your document along with the authenticity certificate or certificate of authentication.
If you get your document in person, bring identification and your receipt.
If receiving by mail, Canada Post or courier services are typically used.

Understanding the Issued Certificate

The document you receive may be called an apostille if the destination country is a party to the Convention.
For non-Hague countries, you will get an authentication certificate, which must be legalized by the destination country’s embassy or consulate.

Using the Document Abroad

Your apostilled or authenticated document is ready for use in other countries without further verification if the country of destination is part of the HAC.
For non-Hague countries, complete legalization at the office of the country where it will be used.

Record Keeping

Keep copies of all certificates issued for documents authenticated, in case you need them for future reference.
Maintain records of your application forms and delivery tracking for security.

Request for Authentication? LSC Can Help You & Next Steps

Processing times for Canada’s foreign ministry and provincial offices vary, so start as soon as possible. Proper preparation ensures your public document is accepted abroad without delays. Reach LSC today to begin your application. Let us manage the details so you can focus on your plans for use overseas.