Document Authentication

The Importance of Document Authentication for Business

In all matters, care should be taken to establish trust. This is especially true in business. Many parties will be invested in the success of an enterprise, from managers, executives and stockholders, to employees and their families. The consequences of a missed opportunity can be expensive and disheartening. Whether you are representing a business as an attorney, or you are representing your own organization, there can be no doubts about the validity or authenticity of any transaction.

Document Authentication and Legalization

Document authentication is a key step in a shared legitimacy process called Authentication and Legalization. If the document was not issued by the local government, preparation will often involve having a notary witness an official signature. Once the document is eligible, the relevant office of the issuing nation will authenticate it. In Canada, this can be accomplished at the office of Global Affairs Canada.

Once authenticated, your document will move to the next step, called document legalization. Document legalization requires that a representative from the foreign mission attest to the authenticity of the domestic signatures. Because this process is such an involved one, many nations have moved to a simplified process called an apostille. For anyone doing business in Canada, the full authentication and legalization process must still be followed for every public document.

Document Authentication and Legalization For Corporate Documents 

Much of running a business involves working with lenders and banks. These days, those partnerships are global ones. Having director’s certificates and certificates of good standing authorized is critical for international lending and for making sure your good reputation follows your business.

For employees acting in official capacity overseas, you’ll need authenticated credentials for many situations. If you have lawyers representing your global interests, you may need Powers of Attorney attestation.

Incorporation and formation documents can require authorization, as well as merger documents. If your business is expanding its operations, you’ll see real estate and leasing paperwork being tested internationally. Patent applications and trademark paperwork must work across borders.

Documents for tax and probate purposes, regulatory paperwork for agency requirement certifications, the list goes on.

Even just making copies for use internationally can require regular document authentication services. Often, duplicated documents need original signatures, and each time those documents are signed, the authenticity of that new document will need to be verified.

To avoid costly delays, every document must be correctly prepared and promptly processed. Many corporations place their trust in a reliable third party to guarantee success. Having a dedicated professional service oversee the authentication of your corporate documents can be a priceless asset. 

Do I Need My Document Legalized?

Document legalization services are a core consideration of any international affair. Inside and outside of the corporate world, the chain of trust that document Authentication and Legalization creates is used extensively. If you’re unsure that your particular situation will call for legalization services, or need assistance in any area of the process, contact the Legalization Service Centre and we’ll help you through it.

Document Legalization

5 Common Reasons For Document Legalization

Every year, thousands of Canadians find themselves in situations where it becomes a necessity to verify the authenticity of their public documents. From students transferring institutions, to corporate officials expanding or invoicing internationally, legalization plays an important role.

Document legalization is one aspect of the Authentication and Legalization process. When having a Canadian document legalized, your public document must first be correctly prepared. This can involve having the document notarized or translated, depending on the purpose.

Once the documents are prepared, they must be authenticated by the local government, usually at the office of Global Affairs Canada, where it will gain a signature or other form of certification. Afterward, the embassy or consulate representative of the country in which your document will be recognized must affix their own mark of verification.

Degrees, Diplomas and Transcripts

Students transferring from a degree program in their home country, to another institution abroad will require verified transcripts. In addition, work undertaken in a foreign nation may require proof of a high school diploma or university degree. The standards of accreditation can vary greatly across the globe, and the Authentication and document legalization chain can help make sure no hard work goes to waste.

Visas and Vital Certificates

Some of the most common documents required internationally, passports and visas, provide more than simple verification of identity. Visas are often used for work and school purposes, and passports grant access to domestic embassy services in foreign countries that can be very useful to travelers. In an event where a domestic embassy needs to replace or make a copy of your passport, having a legalized birth certificate can expedite the process.

Marriage, Divorce and Adoption Certificates

Different nations provide different protections, but almost every country recognizes the institution of marriage. In order to guarantee the rights of a spouse under the marriage contract, that document must be recognized as legal and undergo document legalization process. Conversely, former couples may need to prove the validity of their divorce before marrying in another jurisdiction. Adopting a child from another country will require paperwork that must be authenticated.

Powers of Attorney, Background Checks

It should come as no surprise that, as a matter of practical international law, document legalization services are utilized commonly in legal matters. Both private and corporate lawyers use document legalization services for a variety of applications. Lawyers acting on behalf of their clients abroad will need to show powers of attorney to represent their clients. Criminal records and fingerprint checks used in employment or in litigation will require verification. Affidavits sworn in foreign courts must meet the standards of any judiciary in which they are applicable.

The Unexpected

The truth is there are too many situations to cover in this short article. If you’re travelling or doing business internationally, there’s a good chance you’ll be looking for legalized documents. Every nation has different regulations, and some regulations are revised regularly. For all the varied circumstances, Legalization Service Centre is here to help you avoid frustrating complications and delays. Contact us about your plans, our professionals will make sure you and your documents are prepared for whatever the circumstance requires.

Document Legalization

Why Document Legalization is Different in Canada

Many things set Canada apart from our world neighbors, and one of them is the process of document legalization. If you have ever sought attestation for your documents before, you may have heard the Apostille process mentioned. This is a distinct set of procedures that, in many other countries, serves the same purpose as Canada’s authentication and legalization process. The difference in procedure can add to the confusion surrounding issues of international document certification.

What is Canada’s Document Legalization Process?

In Canada, your public document passes through many trusted hands to make sure it is authentic, and that all relevant information including dates, signatures and seals are valid. This is the process of authentication and legalization, also known as attestation. Attestation will include the steps of authentication by Canadian authorities and legalization by foreign consular officials. In some cases, the signature of a notary is also required.

What is the Apostille Process?

In 1961, a conference was held at the Hague to discuss conventions of international law. It was here that the signing nations agreed upon a standard procedure they would all use for certifying public documents. It is formally called the Convention Abolishing The Requirement of Legalisation For Foreign Public Documents, though it is also known as the Legalization Convention or, more commonly, the Apostille Convention.

Apostille resembles the simple process of a notary, only specifically intended for international purposes. A single official recognized by both nations is all it takes to apply an Apostille and certify the validity of a shared document.

Why Has Canada Not Signed the Apostille Convention?

Initially, Canada was not satisfied with the Apostille Convention. This was mainly due to the lack of a Federal State clause which would have allowed individual provinces to implement the convention’s stipulations locally at their own pace.

Since 1961, a majority of countries have signed the treaty. Chile signed on to the convention in August of 2016. In that country, there was a call from international stakeholders in Chilean businesses to streamline what they considered troublesome and time-consuming regulations.

Currently, there are barriers to implementing the Apostille process in Canada. Setting up the new system requires resources, and existing professionals stand to lose revenue or even their jobs. Additionally, officials in the attestation chain might not fully trust being streamlined out of the process. Canada’s current authentication and legalization process might be a little complicated, but the strength of a certifying institution may lie in its thoroughness.

Will Apostille Ever Be Adopted In Canada?

It’s hard to tell if Canada will eventually become a member of the Apostille Convention. While the treaty continues to slowly draw in more signatures, no recent moves have been made by our government, and it does not appear to be a priority issue at this time.

Over the decades we’ve been helping customers through the document legalization process and we have developed a keen eye for detail. The Legalization Service Centre has always taken care to verify that all documents meet every requirement in both Apostille and non-Apostille countries. We’re certain to offer experienced service assisting our customers, no matter what tomorrow’s circumstance may bring.

Documents authentication

Authenticating Canadian Documents for Travel Abroad

There are so many world destinations available to modern travelers, and just as many reasons to travel. In fact, there may be so many options that remembering to have all your documents prepared and legalized could get lost in the shuffle. Fortunately, more opportunities to research your travel plans are available to you now than at any other time in history.

Whether you’re traveling for school or business, or just taking time off to have fun and relax, international travel can carry with it some frustrating complications. You will want to take extra care early on to avoid running into unnecessary problems.

What Kinds of Travel Documents Require Authentication?

If you’ve traveled abroad before, you know how important your passport is. In addition to your passport, some travel situations may require work or residency visas. Visas are issued for specific purposes, and the requirements for them can be varied and difficult to meet without assistance.

When you are traveling for school, you may need your degree transcripts, admission letters or other documents legalized before they are accepted by foreign institutions. If travelling for commercial reasons, you may require certified import-export documents authentication or a verification of incorporation. The range of circumstance is diverse and only a professional will be able to tell for sure what any given situation may call for.

Less common considerations include Travel Consent Letters for minors who will be journeying without an accompanying parent or guardian. While this document is not a legal necessity in Canada, foreign officials may require it.

If you’re travelling with a companion animal, you may require an official document of the animal’s health. This can take the form of an International Health Certificate or something more specific, depending on the requirements of your destination’s government.

How Do I Have My Travel Documents Authenticated?

Most often, your documents will require authentication by a Canadian government official at the Global Affairs Canada headquarters in Ottawa. After authentication by local government representatives, the next step is to have your document legalized by the government of your international destination. This involves a diplomatic mission such as a consulate or embassy official verifying the authenticated document.

Other documents may require additional steps. For some documents, a notary may be enlisted to make a Certified True Copy and to apply their seal. In every case, correct preparation of all relevant material is imperative to avoid rejection or delays.

Travel plans are usually time sensitive, so you’ll want to make sure you have your documents ready to be legalized sooner rather than later. The Legalization Service Centre can authenticate most documents within two business days.

Be aware of holiday or other restrictions around the areas you plan to travel. The Canadian government recommends you check their travel advisory page, twice. Once well in advance of your visit, while you are planning your trip, and again shortly before you leave.

We have helped Canadians verify their documents for every purpose, including travel all over the world. If you’re unsure what may be required, or just overwhelmed by the rest of your travel planning, you can count on the Legalization Service Centre to provide expert help.

attestation

What Role Does Notary Play in the Attestation Process?

You might have heard before that in order to complete your documents’ attestation, you may need to have them notarized first. That could leave you wondering; what exactly is notarization? What is the role of notarization in the attestation process? Notarization can be the first step in the attestation of some documents. If you don’t know what notarization is, or don’t know if your document needs notarization, we can help clear it up for you.

What is Notarization?

In the Roman Empire, notaries originated as special stenographers who kept records in the courts. Some accounts even place their origins as far back as the scribes of ancient Egypt. They have been entrusted to witness and record important events throughout history. Leonardo Da Vinci was the son of a notary, and there is evidence that William Shakespeare may have been employed by a notary, or been a notary himself.

Today, notaries execute official acknowledgements under oath testifying to the authenticity of the documents they sign or witness the signatures of. This is not exactly the same as the authentication process for other documents, which is why it is required only in certain cases. A notarization is a ministerial act, which means that notaries will carry out official laws and regulations impartially. While it is sometimes the case that, in countries like the US, almost anyone can obtain a notary license, In Canada a notary is most often a legal professional.

How to find a notary might not be as important as making sure your documents are well prepared before and after they are notarized, fortunately, the Legalization Service Centre can help you with both. We can connect you with professional notaries and make sure your documents meet the necessary requirements for your purpose.

When Will I Need a Notary?

A notarization will be a required first step in your document’s attestation under some circumstances. If you are submitting a criminal record check for authentication and legalization, and that record check has been issued by a local police department, you will need a notarization. If you require a Certified True Copy of your documents made, you will need a notary. Notarization is typically required for documents concerning Power of Attorney, affidavits and other contracts where a witness to the signing is necessary.

Which Documents Likely Won’t Require a Notary?

It is uncommon to seek out the help of a notary for the attestation of vital records, such as birth certificates, death certificates or marriage certificates. If you have had your criminal record check issued at the headquarters of the RCMP in Ottawa, they have taken your fingerprints and this is unlikely to require notarization. Additionally, if issued by an accredited college or university, documents such as diplomas or degrees will not need notarization if all relevant seals and signatures are clearly visible.

The process of document attestation can be complicated. As always, we’re here to help you every step of the way. The Legalization Service Centre is here to help you get your documents prepared, notarized, authenticated, legalized and fully attested in any situation.

Document Validation

3 ASPECTS OF DOCUMENT VALIDATION

Document validation is commonly required, and it is necessary to provide valid documents when traveling or working internationally. Document validation has many aspects, and the process can seem confusing from the outside. We can help familiarize you with a few of the most common aspects.

What is Document Validation?

Your document will need to pass through a lot of hands in the validation process, as every overseeing official has a specific role which verifies, certifies and prepares your documents for each successive step. This process is designed to provide a common chain that links different nations together for the purpose of honoring international law. This practice ensures that officials from your country of origin and those from a foreign mission can agree that your documents are trustworthy. We provide the service that streamlines this process for our clients. Legalization Service Centre specializes in meeting document validation requirements from all sides.

Notarization of Documents

Often, the first step for your document’s validation will be to have a duly appointed public official, called a notary, witness the signing of your document. This is a third party representative testifying to the validity of your document, and your document will receive a stamp and signature from this process. In some cases a notary will oversee the creation of an officially certified true copy of your document, for instance, if the original is too dear or cannot otherwise be marked or shipped.

Authentication of Documents

In Canada, document authentication is the first step to full attestation, or recognition of a document’s international validity. The authentication process is overseen by the Office of Global Affairs Canada. Legalization Service Centre offices are located close to the GAC in Ottawa, so we can facilitate prompt resolution for our clients. This typically involves applying an official stamp and signature to your document, but certain requirements must first be met. We can help you make sure that all seals and signatures are verified so that your documents can be recognized as genuine in another country or jurisdiction.

Legalization of Documents

You may have heard terms like attestation, apostille, or even superlegalization applied to the process of document validation. In any case, this is the final step. Legalization requires a foreign consulate, ministry or representative to sign off on your document. The consular officer will attest to the authenticity of the signatures and seals on your document and add their own. With this, the chain of trust has been established and all protections of international law that have been agreed upon will be in effect. This allows the recognition of your documents as legitimate throughout travel or business affairs.

We’re The Professionals

Most people don’t need to know all the ins-and-outs of document validation. They just want genuine documents so they can get to where they’re going. Our clients receive the expert assistance they need to quickly walk through these steps. Interfacing with local and foreign authorities and meeting their requirements is our specialty. We make certain your documents are prepared correctly and can pass quickly through each step in the process.

Legalization of Documents

How Will Holidays Affect Document Legalization?

Document legalization is critical for certifying the international legitimacy of documents such as marriage licenses, birth and death certificates, powers of attorney, visas, and more. We provide consular services and speedy authentication procedures to streamline the legalization of your documents. If you’re seeking authentication and legalization for your documents during the holidays, there are some things you will want to know first.

Limited hours of operation

As many government services are traditionally closed for observance of certain holidays, or open for fewer hours during the holiday season, there may be delays in obtaining signatures for your documents from the necessary civil and judicial officials. It is important to take into account national holidays and be aware of how restricted hours of service may affect the attestation of your documents.

The first step of attestation is the preparation and submission of your documents to the relevant local authorities for authentication. We work closely with the office of Government Services/Global Affairs Canada in Ottawa, and in most cases our document authentication service takes less than two business days. However, it is prudent to be aware of the possibility of holiday delays.

When can you expect delays?

Canadian government offices are closed to the public over the following statutory holidays: New Year’s Day, Good Friday, Easter Monday, Victoria Day, Labour Day, Canada Day, Civic Day, Thanksgiving Day,  Christmas and Boxing Day. Operating hours and services may also be limited around these holidays.

Because document legalization involves the international processing of documents, it may require the action of both the Canadian government and a foreign embassy or consulate. The foreign embassies/consulates involved in finalizing the legalization of your documents may have restricted holiday operations also. It is good idea to consult the calendar of the diplomatic mission overseeing legalization.

How can I avoid delays?

By using our services, you can save yourself from the frustration of dealing with complex legalization procedures. We will ensure your documents are correctly prepared and expedite processing under any circumstance. If you are submitting documents that are time sensitive, it is especially important that you contact our office right away in order to meet your deadlines. We have years of experience handling these situations.

Depending on the method you’ve chosen for shipping and receiving your documents, Holiday hours may affect the speed of your legalization. For example: Canada Post does not deliver over national, territorial or provincial holidays. In some cases, if the holiday falls on a Saturday or Sunday, the holiday office closures will extend into the week.

We recommend express courier services from FedEx, Purolator, or UPS to ensure your documents reach our office swiftly.

When you submit your time-sensitive documents to us for legalization during the holidays, take care to verify the ship-by dates and processing times published on your preferred shipping company’s website. Once your documents are safely in our hands, we assure you they will be handled with the professional experience and expedient service we are celebrated for.

Our contact information:

Email: info@legalizationservicecentre.ca

Toll Free: 1-800-857-1215

Local/WhatsApp: +1-613-501-0555

Skype: lsccanada

Fax: 1-844-786-2001

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Attestation of documents in Canada

Attestation of Documents in Canada

The attestation of documents in Canada is the process when the Canadian documents get certified as being genuine and are legal to be used in other countries. For example, many Canadians currently live and work in foreign countries. For their degrees to be accepted in those countries, they need to be attested by the appropriate Embassies and Consulates in Canada. The whole meaning of the attestation process is to make sure that the Canadian documents can be accepted in foreign jurisdictions without any reservations.

Please do not be confused with the attestation of documents process for evaluation of the foreign educational documents. This attestation process is different from the one we discuss here.

We are receiving many inquiries related to the attestation of documents process for Canadian documents for use in countries like Qatar, UAE, Saudi Arabia, Russia, Czech Republic, China, Aruba, Mexico and so on. The most requested documents for the attestation of documents process are: university degrees, school report cards, birth and marriage certificates, criminal record check certificates and many others.

The attestation of documents is another term of the authentication and legalization of documents and also Apostille process. All these terms are related to the international document processing services and are being regulated by the international conventions.

Attestation of Documents Steps

The attestation of documents process usually requires passing two important steps. The first step is to get the Canadian documents authenticated by the Canadian government.  This step ensures that the documents have been issued legally by the appropriate authorities. Only Canadian government officials can verify that the documents are genuine. Once the government officials have authenticated the documents, the second step would be to get them attested by the appropriate Embassies or Consulates. For example, if your degree is required to be presented in order to obtain a Qatari work visa, then the degree has to be attested by the Qatari embassy in Canada.

There is one more steps which is a notarization. This is an optional step that is employed when you attest the certified true copies of the original documents. In this case, the first step would be to go to the notary public office and notarize the documents as certified true copies.

In some countries, additional third step may be required. This step involves finalizing the attestation process by the Ministry of Foreign Affairs of the country in question. Let’s take our previous example with attestation of the degree for a Qatari work visa. Once the degree passed two steps in Canada, the third step would be to finalize the degree at the Ministry of External Affairs of the State of Qatar.

We understand that the attestation process might be confusing so please do not hesitate to contact us. We have an extended experience in attestation of documents services, so we will professionally walk you through this process.