If you need to use Canadian documents abroad for marriage, immigration, education, or business purposes, you may now require an apostille certificate. On January 11, 2024, Canada formally joined the Hague Apostille Convention. This made it much easier to authenticate documents for use in other countries. This modification replaces the conventional multi-step procedure of authentication and legalization with a single apostille certification. This makes things faster and easier for both people and businesses.
In Ontario, the process is handled by the Official Documents Services (ODS), which is now authorized to issue apostille certificates for eligible provincial documents. However, knowing whether your document qualifies, if it needs to be notarized, or where to send it can still be confusing. Delays or errors often occur when documents are incomplete, incorrectly prepared, or submitted to the wrong authority.
This step-by-step guide will walk you through everything you need to know about the apostille process in Ontario. You’ll learn which documents are eligible, how to prepare them correctly, where to submit them, and the typical timeframe for the process. Whether you’re completing the process on your own or working with a professional service, this guide will help you move forward with clarity and confidence.
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 Ontario 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 & Why Does It Matter
An apostille is an official certificate that certifies the authenticity of a public document, such as birth certificate, marriage certificate, or notarized document, so it can be legally recognized in another country. This is only valid between countries that are members of the Hague Apostille Convention, an international treaty with over 125 member countries as of 2025. The apostille confirms that the signature, stamp, or seal on the original document is genuine, streamlining international acceptance of Canadian documents.
Before the Government of Canada joined the Hague Apostille Convention on January 11, 2024, Canadians had to follow a more complex authentication and legalization process, which required approval from Global Affairs Canada and the relevant embassy or consulate. For countries that are part of the Convention, a single apostille certificate replaces this multi-step process, making it significantly faster, more efficient, and cost-effective to use Canadian documents outside Canada.
Note: The apostille does not validate the content of the document. It only authenticates the signature and seal of the official who signed it.
Documents Eligible for an Ontario Apostille
According to the Ontario government, documents that can be apostilled in order to be used in signatory countries of the Hague Apostille Convention are as follows:
Official government-issued documents, such as:
- Birth certificates
- Marriage certificates
- Death certificates
- Court-issued documents
- Diplomas and transcripts from recognized educational institutions
Notarized documents, which must be signed and sealed by a licensed Ontario notary public. These include:
- Affidavits
- Powers of attorney (POAs)
- Statutory declarations
- Letters or personal documents that require verification
In order to qualify, the document needs to be issued by an Ontario government authority or duly notarized in Ontario. Documents that do not meet these criteria may require additional steps before an apostille can be issued.
Who Issues an Apostille in Ontario
Apostille certificates in Canada are issued by various authorities, depending on the origin of the document. Documents issued or notarized in Ontario fall under the province’s jurisdiction and must be sent to Ontario’s Official Documents Services (ODS). This includes documents like Ontario birth and marriage certificates, legal documents, and any documents that a licensed Ontario notary public has signed.
Documents that are issued by the federal government—such as Canadian citizenship certificates, federal police records (RCMP), or documents from Immigration, Refugees and Citizenship Canada (IRCC)—must be submitted to Global Affairs Canada for apostille processing. Global Affairs Canada also handles documents from provinces or territories that do not have their own apostille authority.
To determine where to send your document, check who issued or signed it. If it was issued by an Ontario ministry or notarized in Ontario, it should go to ODS. If it was issued by a federal department or a province without its own apostille authority, it must be sent to Global Affairs Canada. Both offices provide document-specific guidance on their websites to help you confirm where your submission should be sent.
Step‑by‑Step Ontario Apostille Process
Step 1: Determine Document Eligibility
The first step in the apostille process is confirming that your document is eligible. Public documents issued by the government authority in Ontario, such as birth, marriage, and death certificates, court documents, and educational documents, including diplomas and transcripts, are usually verifiable. These documents must have the seal and signature of an official whose authority can be authenticated by the Official Documents Services, Ontario (ODS).
The document must have been issued in the province of Ontario. It must have a verifiable signature by an official, as well as be signed by such an individual, in order to be considered eligible. If you are unsure whether your document qualifies, you can contact Ontario Official Documents Services (ODS) or consult their website to find a list of valid documents.
Step 2: Notarize Your Document (If Required)
If your document was not issued by a government authority, it must be notarized before it can be submitted for an apostille. Notarization is done by a licensed Ontario notary public, who verifies the identity of the person signing the document and confirms that it was signed voluntarily. The notary will then affix their official seal and signature to the document, making it legally valid for apostille processing.
Affidavits, powers of attorney, statutory declarations, letters, and certified true copies of original documents are all examples of documents that need to be notarized. Ontario’s Official Documents Services (ODS) will not accept these kinds of documents for apostille certification unless they are notarized. To make sure the document meets Ontario’s regulations, it’s important to use a notary who is legally certified.
Step 3: Submit Your Documents to Ontario Official Documents Services (ODS)
To obtain an apostille in Ontario, you must present your documents to the Official Documents Services (ODS), a department of the Ministry of Public and Business Service Delivery. Your application can be sent by mail or in person to their office at 222 Jarvis Street, Toronto, Ontario.
When submitting your documents, you are required to include the following:
- A completed application form (available on the ODS website)
- The original document that needs the apostille
- A photocopy of valid government-issued ID (only if required—for example, when authorizing someone else to act on your behalf)
- A self-addressed prepaid envelope or courier label for the return of your documents
If you drop off your application in person, you can receive service the same day or the next day, depending on the processing time. It’s best to choose a safe and trackable way to send documents via mail.
Step 4: Receive Your Apostilled Documents
Once Ontario’s Official Documents Services (ODS) has processed your request, your documents will be returned with the apostille certificate attached. The method of return depends on how you submitted your application. If you applied in person, you may be eligible for same-day pickup or be given a date to return and collect your documents. If you applied by mail, your documents will be returned to you using the prepaid return envelope or courier label you provided.
A trackable mail or courier service is recommended for safe and timely delivery, particularly when transporting sensitive or time-sensitive documents. Please retain your tracking number to track the return. Your apostille comes in the form of a document, attached to your original document. Therefore, ensure that the return envelope or package is secure and clearly labelled.
Timelines
The processing time for getting an apostille depends on where you submit your documents. If your documents are eligible through Ontario’s Official Documents Services (ODS), the apostille is usually processed within 1 to 3 business days. However, if you choose mail service, you’ll need to add extra time for mailing and return delivery.
If your documents need to be sent to Global Affairs Canada, the process is more lengthy. It may take 15 to 20 business days or more, depending on their current workload. Planning ahead is important, especially if you need your documents by a specific deadline for purposes like immigration, international work, or school.
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 Ontario 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].