Since January 11, 2024, Canada has issued apostilles under the Hague Apostille Convention, simplifying the process of preparing Canadian documents for use in participating foreign countries. An apostille certifies the authenticity of a public document, allowing it to be recognized internationally without the additional legalization steps previously required for many destinations. While the process is more efficient than before, proper document preparation remains essential to avoid unnecessary delays.
The processing time for the apostille may vary depending on the type of document to be apostilled and whether all requirements are met. Processing delays or rejections are possible due to common issues such as missing notarization, incomplete information, uncertified copies, or the submission of the wrong version of the document. Getting ready for these requirements before submission can help make the process a little easier and more efficient.
An Ontario notary can be an important part of the process of preparing documents for apostille by authenticating signatures, certifying copies where appropriate, and ensuring the documents meet any authentication requirements. This article discusses how hiring an Ontario notary can streamline the apostille process, reduce the risk of unnecessary delays, and expedite the use of your documents outside Canada.
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 info@lsccanada.ca.
What Is an Apostille and When Do You Need One?
An apostille is a legal certificate that confirms the authenticity of a public document for use in a country that is an official signatory of the Hague Apostille Convention. It confirms that the signature, seal, or stamp on the document is genuine.
Common situations that may require an apostille include:
- Visa and Immigration Applications
- International job opportunities
- Admission to foreign schools, colleges, or universities
- Marriage or family issues abroad, including applications involving a Statement in lieu of a Certificate of Non-Impediment to Marriage Abroad
- International business and corporate transactions
- Property, legal, or financial matters in another country
In Ontario, the apostille process begins by preparing the Canadian public documents and ensuring they meet the document requirements for apostille certification. Eligible documents are submitted to Ontario Official Documents Services (ODS), which issues the apostille when all requirements are met. If the destination country is not a signatory of the Apostille Convention, the document may require additional legalization through the appropriate consulate or embassy before it can be accepted in the destination country.
Why an Ontario Notary Can Help Speed Up the Process
Ontario provides in-person apostille services through Ontario Official Documents Services (ODS) for eligible documents. Depending on document eligibility and current service volumes, some documents submitted in person may be processed the same day or within a short period. Documents issued or notarized in Ontario may qualify for apostille services, including Ontario-issued public documents and certain private documents that have been properly notarized by an Ontario notary public, provided they meet current ODS requirements.
Helping Prepare Documents for Apostille
Many documents intended for use in other countries must meet specific requirements to obtain an apostille certificate. Notaries can verify identities, witness signatures and certify true copies of qualifying documents. Good preparation can help reduce delays in the apostille process and ease acceptance of an authenticated document abroad.
Notarizing Documents Before Apostille Processing
Many private documents require notarization before they can be submitted for apostille processing. Depending on the document type and the receiving country’s requirements, a notary may certify a true copy of the document or prepare a notarial certificate. Common examples include:
- Powers of attorney
- Affidavits
- Statutory declarations
- Private agreements
- Business and corporate documents
Properly notarizing these documents before submission can help reduce the risk of delays, additional documentation requests or processing issues during the apostille process.
Documents That Commonly Require Notarization Before Apostille
Many personal and business documents require notarization before they can proceed through the apostille process.
Personal Documents
- Consent letters
- Powers of attorney
- Statutory declarations
- Certified true copies of identification documents
Business and Corporate Documents
- Articles of incorporation
- Corporate resolutions
- Business contracts
- Business authorizations
Documents intended for use abroad may also require a certified translation if they are written in a language other than English or French. Depending on the receiving authority’s requirements, the translation may need to be issued by a certified Canadian translator, or the certified translation is certified by a member of a recognized provincial translators’ association.
In certain instances, an attestation of a translation may be necessary, and applicants should ensure that the notary public adds to their declaration any information necessary for the receiving authority. Correctly prepared translations can aid the authentication process.
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 info@lsccanada.ca.
Step-by-Step Guide to Getting an Apostille in Ontario
Step 1: Determine Whether Your Document Needs Notarization
Before starting the apostille process, determine whether your document requires notarization. You should also check with the consulate or embassy of the destination country to determine what documents you need and whether additional requirements apply.
Step 2: Have the Document Notarized by an Ontario Notary if Required
If notarization is required, have the document reviewed and notarized by an Ontario notary public. This is a common requirement for powers of attorney, affidavits, statutory declarations, private agreements and certified true copies. Proper notarization will help ensure the document is properly prepared prior to submission for apostille processing.
Step 3: Confirm Eligibility Through Ontario Official Documents Services
Make sure your document conforms to the requirements set by Ontario Official Documents Services (ODS) before submitting it. Applicants may be required to submit a request form and supporting documentation as required by the current ODS requirements depending on the type of document.
Step 4: Send Your Document for Apostille
When the document is prepared correctly, you may present it for apostille processing. Applicants can submit documents by courier or Canada Post, depending on the available submission method. Once all requirements have been met, Ontario Official Documents Services (ODS) will provide an apostille to certify the authenticity of the signature, seal or stamp on the document.
Step 5: Verify Whether Additional Legalization Is Needed for the Destination Country
Not all countries are members of the Hague Apostille Convention. If the destination country is not a member, it may require that the document be authenticated and legalized through the appropriate embassy or consulate before it can be accepted for use in that country. Make sure you check the requirements of the country you are sending to and whether an apostille will be sufficient alone before you send your documents.
Please note: Some Canadian documents do not go through Ontario Official Documents Services (ODS) for apostille purposes and must be sent to Global Affairs Canada. On January 11, 2024, Canada became part of the Hague Apostille Convention. Since the government of Canada has implemented the Convention, Canadian documents eligible for use in member countries are generally apostilled, and no further legalization is required. However, documents to be used in countries which are not parties to the Apostille Convention may still need to be authenticated and legalized by the appropriate embassy or consulate.
Processing Times for Apostille Services in Ontario
The processing time for apostille services in Ontario depends on the document type, submission method, and whether the document requires any additional preparation before submission. Documents needing notarization, certified translation or corrections may take longer to process. An Ontario notary can also help prevent delays by ensuring documents are completed correctly before submission.
Typical timelines include:
- Document preparation and notarization: 1-5 business days (depending on document and requirements)
- Apostille processing for ODS: Generally within 2-5 business days after receiving a complete mail-in submission
- Shipping and delivery: Additional time for mailing or courier services
- Embassy or consular legalization: May add several days or weeks if the destination country is not a member of the Hague Apostille Convention
To avoid delays, applicants are advised to start the process early and check the current requirements before submitting the documents.
Common Errors That Slow Down the Apostille Processing
Several common mistakes can delay apostille processing, including:
- Submitting documents to the wrong authority
- Using incomplete or unsigned documents
- Failing to meet translation requirements
- Waiting until the last minute to start the process
These issues can lead to delays in document processing, requests for corrections, or the refusal to issue an apostille until the requirements are met. Verifying document requirements, completing any necessary notarization or translation, and allowing sufficient processing time can help support a smoother apostille process. This is especially important when documents originate from another province, such as Alberta or the Province of British Columbia, where different competent authorities may be responsible for apostille or document authentication services.
Simplify Document Authentication Through the Apostille Process with LSC
Preparing a document for international use may require more than a signature or seal. Depending on the destination country and document type, the process can involve notarization, apostille certification, authentication, legalization, certified translation, or other supporting requirements. If you need to authenticate your document for use abroad, an apostille helps support its acceptance in countries that are members of the Hague Apostille Convention.
Legalization Service Centre (LSC) provides apostille, authentication and legalization services for Canadian documents for use in other countries. Our expert team assist with document preparation, submission requirements, and determining the appropriate process for the destination country. LSC helps ensure your original document or certified copy is properly prepared for use abroad.
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 info@lsccanada.ca.