Apostille Stamp and Apostille Convention: What You Need to Know

When a public document requires legal recognition outside of Canada, the apostille authentication process may be required. An apostille is an internationally recognized form of authentication confirming a document’s legitimacy for acceptance abroad. The apostille convention is an international treaty governing this process to simplify cross-border recognition.

This certificate confirms the origin of an original document, such as a birth certificate, marriage record, or power of attorney, allowing use in another country without further certification from that country’s embassy. It does not validate content but verifies the authenticity of the signature, the seal or stamp, and the authority of the signatory.

Since Canada became a signatory to the apostille convention on January 11, the process for Canadian public documents has become faster and less costly. A document issued in a province such as Ontario or British Columbia, or by the Government of Canada, can now be authenticated more efficiently.

The Legalization Service Centre (LSC) provides a complete authentication service for individuals and businesses. We handle everything from preparing your document to submitting it to Global Affairs Canada or the relevant provincial authority, ensuring correct processing and acceptance where required.

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 Under the Apostille Convention?

Purpose

Acts as an authentication certificate verifying the origin of a public document.
Confirms the authority and position of the signatory and the official seal or stamp.

Legal Framework

Governed by the Hague Apostille Convention, which simplifies cross-border recognition.
Once a document was issued in a province such as Ontario or British Columbia, or by the Government of Canada, the relevant authority can process it.

Issuing Authorities

Authorities issue apostilles for documents issued locally or federally.
Global Affairs Canada handles apostilles for federal documents.
Provincial offices process documents issued or notarized within their jurisdiction.

Format

An apostille certificate is a one-page form attached to the original document or a certified copy.
Also known as a certificate called an apostille.

Function

Does not assess content but authenticates the signature, role, and authority of the signatory.

International Recognition

Accepted in all countries that are a signatory to the apostille convention.
Removes the need for embassy legalization, saving time and costs.

Canada as a Signatory of the Apostille Convention: How It Affects Your Canadian Document

Date and Legal Effect

Canada, on January 11, joined the Hague Conference on Private International Law. Canada signed the apostille convention, marking a major shift in how cross-border authentication of documents is handled. This move means Canadian authorities can now process and issue apostilles more efficiently, making it easier for countries to accept documents from Canada without requiring further embassy legalization. This change benefits both individuals and businesses dealing with public documents issued in any province or at the federal level.
The apostille convention came into effect in Canada shortly after, simplifying the validation of Canadian public documents and reducing the need for embassy legalization.

Benefits for Canadians

Any Canadian document can be processed under the apostille convention if the receiving country is a member.
A document issued in a province such as Ontario or British Columbia can be processed faster and at a lower cost.
Documents issued by the government or a notary public no longer require legalization in another member country of the Hague-Abu Dhabi Convention.

Administrative Authorities

Global Affairs Canada handles federal-level documents.

Provincial offices handle documents issued or notarized locally and issue an apostille that meets treaty standards.

Impact

Businesses can authenticate foreign documents for trade, contracts, and corporate activities more easily.
Individuals benefit from a simpler process for academic, legal, and official documents used abroad.

International Acceptance

Canada is recognized by all parties to the Apostille Convention.
The policy aligns Canada with global best practices for authentication services.

Apostille Authentication for a Public Document in a Party to the Apostille Convention

Certain situations require apostille authentication to ensure a public document is recognized abroad. These include:

Personal Situations

Applying for a work visa or residency in a document in a country that is part of the apostille convention.
Using a birth certificate, certificate of divorce, or other civil status record abroad.
Registering a marriage or adoption outside of Canada.

Educational Purposes

Submitting academic transcripts or diplomas to a foreign university.
Providing a notarized document confirming qualifications.

Business and Legal Transactions

Signing contracts or agreements for overseas use.
Presenting corporate official documents to authorities abroad.
Filing foreign public documents in Canada or vice versa.

Provincial and Federal Considerations

A document issued by a province, such as Ontario or British Columbia, may require provincial processing.
Federal-level documents typically go through Global Affairs Canada.

Special Requirements

You may need to get translations if your document requires it.
Certain documents may need extra certification before an apostille can be attached.

Practical Steps

Identify the type of document and whether to process it provincially or federally.
Confirm requirements with the relevant authentication service.
Allow enough time for processing, especially with urgent deadlines.

In many personal, educational, and business scenarios, you may need to obtain an apostille to ensure your documents are valid abroad. Provincial and federal offices follow set requirements for the authentication of documents before issuing an apostille, helping the receiving country to accept documents without delay.

Who Can Authenticate Your Document and Help You Get an Apostille in Canada

Federal Authority

Global Affairs Canada authenticates documents issued by the federal government, such as passports, criminal record checks, and certain official documents.
The section at Global Affairs Canada verifies the seal or stamp and prepares the authentication certificate before the apostille is applied.

Provincial Authorities

Each province authenticates documents created or notarized within its jurisdiction.
Ontario and British Columbia have dedicated offices to process documents issued or notarized locally and issue an apostille.

Notary Public

Many documents must be certified by a notary public before authentication.

Foreign Documents

Additional verification may be required before starting the apostille process.
Documents authenticated in B.C. or another province may be accepted abroad without further steps.

Role of Authentication Service Providers

Services like the Legalization Service Centre prepare your document, ensure it meets requirements, and liaise with the correct authority.

Step-by-Step Process to Get Your Document Apostilled

Identify the Type of Document

Determine if the document was issued federally or by a province such as Ontario or British Columbia.
Confirm whether it is a Canadian public document, a foreign document, or a notarized document.

Prepare Your Document

Ensure the original document is complete, legible, and meets requirements.
If needed, have it certified by a notary public.
Arrange a translated copy of the document where required.

Submit to the Correct Authority

Global Affairs Canada handles federal-level documents issued by the government.
Provincial authorities authenticate documents issued or notarized locally.
The competent office verifies the seal or stamp and issues the authentication certificate.

Request the Apostille

Use the appropriate request form to apply.
An apostille can be issued once the certificate of authentication is in place.

Return of Your Document

Authorities will return your document after processing.
Canada Post can handle a secure return.
Keep copies of your public documents for your records.

Using the Apostilled Document

The apostille issued ensures your documents intended for use in another convention country are accepted without further legalization.

Document Requirements for Apostille Stamp Authentication

Eligible Documents

Must be an original document or a certified copy verified by a notary public.
Includes Canadian public documents such as birth certificates, marriage records, certificates of divorce, and documents issued by the government.
Documents issued or notarized in a province like Ontario or British Columbia are eligible through provincial offices.

Condition of the Document

Must be clear, legible, and undamaged.
A visible seal or stamp is required for most documents for authentication.

Restrictions

Documents issued outside Canada cannot receive an apostille without prior local authentication.
Certain foreign documents must be processed in their country of origin before recognition in Canada.
Some documents cannot be apostilled, such as incomplete forms or unofficial records.

Translations

If your document was written in a language other than English or French, you may need to get the document translated by a certified translator.
Translations must meet formal certification standards.

Verification by Authorities

Global Affairs Canada or a provincial office will check the authentication certificate before issuing the apostille.
This ensures the certificate, called an apostille, meets treaty standards.

Apostille vs Authentication Service for Documents for Authentication

What is an Apostille?

An apostille certificate is a form of authentication recognized by countries in the Apostille Convention.
It certifies the seal or stamp and the authority of the signatory, not the document’s content.
This process is faster for a document in a country that is a party to the apostille convention.

What is the Legalization (Attestation) Service?

Used for countries outside of Canada and not part of the apostille convention.
May require legalization by a foreign embassy.
Suitable for foreign documents and documents issued outside Canada.

When to Use

Apostille: For public documents for use in a signatory of the Apostille Convention.
Authentication: For non-member countries or where documents cannot be apostilled.

Key Differences

An apostille is a single-step process under the Hague Apostille Convention.
Authentication may require multiple steps, including consular verification.

How to Send Your Documents for Apostille Authentication?

Apostille authentication ensures that documents that have been authenticated are accepted abroad without further legalization. Since the effect in Canada in January when the Apostille Convention became active, the process for registry documents, academic records, and legal papers has become faster and more consistent.

When preparing to send your file, include a complete copy of the document and check it meets all requirements. At LSC, we handle the process for Canada and for documents issued in any province, ensuring smooth submission, tracking, and return.