Authenticate Your Document: Birth Certificate Attestation Process

If you’re planning to move abroad for work, study, marriage, or permanent residency, your birth certificate is more than just a formality—it’s often a required document. However, most countries won’t accept it in its original form. The document must undergo a process referred to as attestation, which includes authentication and legalization, to confirm its authenticity and ensure its legal validity for international use.

In Canada, this usually means that different government agencies must review and approve your birth certificate before it can be used in another country. Countries like the UAE, Qatar, and Saudi Arabia need this step to make sure the document is legitimate and comes from a recognized Canadian authority. Without proper attestation, your visa application, university admission, or marriage registration abroad may be delayed or denied.

Whether you’re heading overseas for a new job or applying for a student visa. This guide will lead you through the process in a clear and systematic manner so you can complete it confidently and without unnecessary stress.

Check out our Canadian Document Attestation page for more detailed instructions and support to help you complete the process smoothly.

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 Birth Certificate Attestation?

Attestation of birth certificate is the official process of validating your Canadian birth certificate for use in another country. The document is verified for authenticity and complies with the legal standards set by foreign governments.

As of January 11, 2024, the Government of Canada has joined the Hague Apostille Convention. This simplifies the process for many destinations: if you’re sending your birth certificate to a Hague Convention country, you only need an apostille certificate issued by Global Affairs Canada that replaces the need for embassy legalization.

However, if your destination country is not a signatory to the convention—such as the UAE, Qatar, or Saudi Arabia—you must still undergo the full attestation process. This includes authentication by Canadian authorities and legalization by the foreign embassy or consulate.

Step-by-Step Birth Certificate Attestation Process

Step 1: Notarization (If Required)

Notarization could be the initial step if you are providing a copy of your birth certificate (or Act of Birth) or if it is a specific requirement of your destination country. In these cases, the documents need to be notarized before they can move forward in the attestation process.

Notarization means that a licenced notary public verifies the authenticity of the document or certifies that a copy is a true representation of the original. Not all countries require notarization—especially if you’re submitting an original government-issued certificate—but some embassies or high commissions abroad may insist on it. It’s best to check the destination country’s requirements before proceeding.

Step 2: Provincial Authentication (For Canadian Documents)

Documents that require authentication prior to submission to Global Affairs Canada (GAC) may need to be authenticated provincially if they have been notarized locally. It is part of the verification that the notary public or official who signed your document is authorized according to your provincial law.

Each province or territory has its own authentication office responsible for this process. For instance:

Ontario – Official Documents Services
Alberta – Deputy Provincial Secretary’s Office
British Columbia – Order in Council Administration Office

The specific requirements differ. Typically, the original or a notarized document, a completed application form, and a valid government-issued photo identification are required. Some offices may require a pre-paid envelope.

Step 3: Send Your Documents to Global Affairs Canada for Authentication

Global Affairs Canada (GAC) authenticates public documents such as birth certificates only if they are being used in countries that are not part of the Hague Apostille Convention.

If your destination country is a Hague member, you now apply for an apostille instead of GAC authentication + embassy legalization. For non-member countries, such as the UAE, Saudi Arabia, or Qatar, this authentication step is still required.

GAC verifies the signature or seal from the provincial office or notary to confirm it’s legitimate. Applications must be submitted by mail or courier—walk-ins are no longer accepted. Include:

An authenticated or notarized birth certificate
Any required Global Affairs Canada form
Prepaid return envelope

Step 4: Embassy or Consulate Legalization

Legalization is the final step if your birth certificate is being submitted to a non-Hague Convention country. Once Global Affairs Canada authenticates your document, it must be presented to the embassy or consulate of the country where you plan to use it. This is done to ensure the document meets the criteria of that particular country and is legally accepted. Every embassy or consulate has its needs. You may be required to provide:

A certified translation (if the document is not in the country’s official language)
A copy of your passport or other ID
A completed application form
Payment for fees (some accept only money orders or certified cheques)

Precision is vital; the names, dates, and information have to be identical on all the supporting documents. Make sure to check the official site of the embassy to find out their most up-to-date requirements, costs, and submission procedure.

Translation Requirements for Birth Certificate Attestation

Translations Are Often Required for Non-English Countries

If you’re submitting your Canadian birth certificate to a country where English is not an official language, you may need a certified translation of the document. Many embassies, foreign ministries, and competent authorities only accept documents in their official language; however, some may also accept English documents, depending on their internal policies. To avoid delays, it’s essential to confirm the specific language and translation requirements with the receiving authority in advance. In many cases, you may also need to attest to the authenticity of the translated documents through legal steps such as notarization, authentication or apostille, and in some countries, consular legalization.

Use a Certified Translator

Your translation must be completed by a certified translator—someone recognized by a provincial or national translation association in Canada, such as ATIO, STIBC, or similar bodies. Translations done by you, a friend, or a general bilingual speaker will not be accepted by most embassies or government agencies. For legal or immigration matters, some authorities may request an affidavit from the translator, swearing under oath that the translation is accurate and complete.

Attach a Signed Statement of Accuracy

A certified translation must include a signed declaration of accuracy—a document that confirms the translation is complete and correct. Some countries also require this statement to be notarized, especially for legal or immigration purposes. If you’re appointing someone to act on your behalf to handle document processing abroad, you may also need to submit a power of attorney alongside the birth certificate and its translation, depending on the receiving country’s legal requirements.

Submit Both the Original and the Translation

When submitting your birth certificate for attestation, always include:

The original or notarized copy of your birth certificate
The certified translation

Ensure all names, dates, and other details are exactly the same on both documents to avoid rejection or delays.

Check Embassy or Country-Specific Guidelines

Translation rules can vary significantly by country. A translation needs to be done in the destination country by some embassies, or sometimes they will only accept translations from their registered list of translators. Before submitting your documents, it is essential to visit the official website of the embassy or consulate to verify your requirements.

Common Mistakes That Cause Delays or Rejections

Skipping Required Steps

The attestation process must be followed in the correct order. For example, if notarization is required and skipped, or if you send your document directly to an embassy without first authenticating it through your province or Global Affairs Canada, it may be rejected.
Sending Documents to the Wrong Authority

Each stage—provincial, federal, and embassy—has a specific role. Incorrectly selecting an office or omitting a step may cause delays or processing failures of your document.
Filling Out Incomplete or Incorrect Forms

Mistakes, such as missing information, incorrect names, or outdated forms, can slow down your application or lead to rejection. Always double-check before sending.
Using the Wrong Document Format

Some countries need either an original birth certificate or a notarized or certified copy. If you send a regular photocopy, your application could be declined.
Not Meeting Embassy Requirements

Embassies have country-specific rules. You may need a certified translation, extra identification, or supplemental forms. Always check the official embassy website for accurate guidelines.
Using Unofficial or Self-Translated Documents

Certified translators must complete translations. Most embassies will not accept translations done by the applicant, a friend, or an unapproved translator.

Estimated Processing Duration for Attestation

The overall attestation duration may take a different time according to where you are and where you are going, where the attestation is required, and the speed in which each step is performed. Below is a general timeline to help you plan ahead:

Notarization – Typically completed within 1 business day.
Provincial authentication – Usually takes 5 to 15 business days, depending on the province and workload.
Federal authentication (Global Affairs Canada) – Up to 20 business days, not including mailing time.
Embassy or consulate legalization – May take several weeks, or a few days, depending on country.

Delays can occur due to office closures, document issues, holidays, or high application volumes. You should check the most recent processing times on the official websites of the provincial governments, Global Affairs Canada, and the embassy or consulate of the country you want to visit.

To avoid last-minute issues, it’s best to start the process early, especially if you’re working with a strict travel or application deadline.

If you’re unsure how to handle the attestation process for your Canadian documents, professional help can save you time and prevent costly mistakes. Our team specializes in birth certificate attestation and other document services required by foreign embassies and consulates. We’ve assisted thousands of Canadians in successfully completing the full attestation process so their documents are accepted without issues abroad. To learn more, please visit our Canadian Document Attestation page.

Do You Need Help to Authenticate Your Documents Issued in Canada? The Legalization Service Center Can Help!

The Legalization Service Centre supports at every stage of the process for those seeking apostille, authentications, and attestation services for documents in Canada. We optimize the process to guarantee the accurate authentication of your documents for international purposes.