If you plan to use a Canadian public document in another country, you may be asked to obtain an apostille. An apostille is a certificate issued by a designated Canadian authority that verifies the authenticity of the signature and seal on a public document, such as a birth certificate, marriage certificate, university degree, court record, or corporate document. Since Canada joined the Hague Apostille Convention in 2024, the apostille has replaced the multi-step authentication and embassy legalization process for documents destined for other member countries.
Immigration applications, studying abroad, working abroad, marrying abroad, adopting a child abroad, or carrying out business in a foreign country are the most likely reasons to need apostilles. But the requirements, issuing authority and processing steps may differ depending on the jurisdiction of issuing a document and its intended use. In this guide, you’ll learn exactly how the Global Affairs Canada apostille process works, what documents qualify, and how to prepare your submission correctly.
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].
Canada and the Apostille Convention
When Canada Joined the Apostille Convention
Canada officially joined the Hague Apostille Convention on January 11, 2024. This change made it easier for Canadian public documents to be accepted in other member countries. Before 2024, documents had to complete two steps:
- Authentication by the Government of Canada
- Legalization by the embassy or consulate of the destination country
After joining the Convention, Canada began issuing apostilles. For member countries, the apostille replaces consular legalization, simplifying the process and reducing delays. This change is especially helpful for Canadians who need to use documents abroad for work, study, immigration, or business purposes.
How the Apostille Changes the Authentication Process
The apostille streamlines document validation for countries that are part of the Convention. Instead of going through both authentication and consular legalization, applicants now obtain a single apostille certificate.
Under this system, documents are authenticated by a single recognized certificate that confirms the signature, seal, or stamp on the document is genuine. As a result, the process is more efficient, and documents are recognized directly in participating countries.
Who Issues Apostilles in Canada
The competent authority that issues an apostille depends on where the document was issued.
Global Affairs Canada issues apostilles for:
- Federal government documents
- Documents issued in provinces and territories that are not designated as competent authorities under the Convention
The following provinces issue apostilles through their designated provincial offices for documents issued within their jurisdiction:
- Alberta
- British Columbia
- Ontario
- Quebec
- Saskatchewan
Before sending a request, applicants across Canada must ensure they have the correct issuing authority, which depends on where the document was issued. Submitting documents to Global Affairs Canada or the appropriate provincial office without verifying jurisdiction may result in delays.
What Documents Can Be Apostilled
Types of Eligible Public Documents
Many Canadian public documents can be apostilled if they are intended for use in a Hague Convention country. These generally include public documents issued by a government authority or notarized documents, such as:
- Birth, marriage, and death certificates
- University degrees and academic transcripts
- Criminal record checks
- Court judgments and other court-issued documents
- Corporate documents, including articles of incorporation
- Power of attorney and notarized affidavits
Education documents such as diplomas and transcripts are commonly submitted for apostille when applying to schools or employers outside Canada.
To qualify for an apostille, documents must be eligible for authentication. This means they must be issued by a recognized Canadian public authority or properly notarized by a Canadian notary public.
Original and Signature Requirements
To be eligible, the document must generally be an original or a properly certified copy. It must contain a clear signature, seal, or stamp from a public official or notary whose signature can be verified by the competent apostille authority.
If a document is not originally issued by a government office, it must first be notarized before submission. Ensuring documents are properly signed and sealed before mailing helps prevent rejection or processing delays.
Apostille vs. Document Authentication + Legalization
Differences in Processes
The process you must follow depends on whether the destination country is a member of the Hague Apostille Convention.
If the country is a member, the process is simpler:
- You obtain an apostille from the competent Canadian authority.
- The apostille confirms the authenticity of the signature, seal, or stamp on the document.
- The document is then recognized directly in other Convention countries.
If the country is not a member, the apostille cannot be used. Instead, the document must go through two steps:
- Authentication by Global Affairs Canada or the appropriate provincial authority.
- Legalization by the embassy or consulate of the destination country in Canada.
Legalization confirms that the authentication is valid for use in that specific country.
What to Do If the Country Is Not a Signatory
If your destination country is not a party to the Apostille Convention, you must complete both authentication and legalization. The general process involves:
- Submit your document for authentication in Canada.
- After authentication, submit the document to the relevant embassy or consulate for legalization.
Each embassy or consulate sets its own requirements, fees, and processing procedures. It is important to review their official instructions before sending documents to Global Affairs Canada or the appropriate authority to ensure your documents are processed correctly and without unnecessary delay.
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].
Step-by-Step Global Affairs Canada Apostille Process
Step 1: Confirm Whether You Need an Apostille or Traditional Legalization
Before preparing your Canadian documents, confirm whether the destination country is a member of the Hague Apostille Convention. If the country is a member, you will need an apostille. If it is not, you must complete the authentication and legalization process instead. You can check the official list of Convention members on the Hague Conference website or on official Canadian government websites to see a country’s status.
Step 2: Prepare Your Documents
Review your document carefully to ensure it meets eligibility requirements. The document must be an original or a properly certified copy and must contain a clear signature, seal, or stamp from a public official or notary whose signature can be verified by the competent authority.
If the document was not issued directly by a government authority, it must first be notarized before submission. This step is especially important for private documents such as affidavits, declarations, or corporate documents.
Step 3: Complete the Apostille or Authentication Request
You have to fill out the official request form that Global Affairs Canada (GAC) gives you. The form needs information about the document, the country to which it will be sent, and how to return it.
Global Affairs Canada uses an online triage system to determine whether your document should be submitted to its office in Ottawa or to a designated provincial competent authority. It is important to follow the instructions provided through this system before mailing your documents.
Step 4: Submit to the Correct Office
Submit your documents to the appropriate issuing authority based on where the document was issued and whether an apostille or authentication is required.
If Global Affairs Canada is responsible for your document type, you must send it by mail or courier to the Authentication Services Section in Ottawa. The apostille process operates as a mail-in service, and in-person submissions are generally not available. Confirming the correct authority before sending documents helps prevent processing delays and returned applications.
Step 5: Receipt and Return of Processed Documents
After processing, the apostilled document (for countries that are members of the Convention) or authenticated document (for non-member countries) will be returned to you by regular mail or, if provided, by prepaid courier.
If the destination country is not a member of the Convention, you must then submit the authenticated document to the appropriate embassy or consulate for document legalization before it can be used abroad.
Processing Times, Cost, and Common Issues
Global Affairs Canada Apostille Processing Times
After Global Affairs Canada receives your documents, processing typically takes 20 or more business days. These turnaround times begin once the documents are received and do not include mailing time to and from Ottawa. Actual turnaround times may vary and are subject to change depending on operational demand.
- High volume of applications
- Incomplete or incorrect submissions
- Documents sent to the wrong authority
- Peak seasons with increased requests
Applicants should allow extra time and avoid finalizing travel or legal arrangements until the documents are returned.
Cost
Global Affairs Canada does not charge a government fee to issue an apostille. But applicants may still have to pay for services like:
- Canadian Notary Public fees (if notarization is required for private documents)
- Certified translation fees (if required by the destination country)
- Courier or prepaid return shipping fees
- Provincial apostille fees (for documents issued in provinces with designated authorities)
The total cost depends on the type of document and any additional services that are needed to prepare and deliver it.
Common Issues
Processing delays are often caused by avoidable errors. Common issues include:
- Missing or unclear signatures and official seals
- Submitting photocopies that are not properly notarized
- Sending documents to the incorrect issuing authority
- Failing to include the required request form or return instructions
Carefully reviewing submission requirements and confirming the correct issuing authority before mailing can help prevent rejection or delay.
Legalization Service Centre – Your Expert Guidance to Authenticate Documents for Use Outside Canada
Why the Correct Apostille Process Matters
When preparing documents for use outside Canada, it is important to follow the correct validation process to ensure international recognition. Key factors include confirming whether the destination country is a member of the Hague Apostille Convention, reviewing specific document requirements, and determining whether an apostille or authentication of documents, followed by consular steps, is required to legalize the document properly. In most cases, this means:
- Confirming whether the destination country is a Hague Apostille Convention member
- Obtaining an apostille from the correct Canadian competent authority
An apostille now replaces traditional consular legalization for eligible documents going to member countries since Canada joined the Hague Apostille Convention Treaty on January 11, 2024. If the country is not a member, authentication and embassy or consulate legalization are still required.
Following the correct process helps prevent delays, rejection, or the need to resubmit documents.
How LSC Helps Simplify the Process
The Legalization Service Centre (LSC) can help with both apostille and traditional authentication and legalization of Canadian documents intended for use abroad. We help you make sure you follow the right steps for the country you’re going to, check that your documents are valid, and show you how to submit them to the appropriate authority to help avoid delays and mistakes.
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].