If you’re planning to use Canadian documents abroad—whether for work, study, or legal matters—you’ll need to ensure they’re officially recognized in the country of destination. This process, known as document authentication, has traditionally been complex and time-consuming.
As of January 11, 2024, Canada officially joined the Apostille Convention, an international treaty designed to streamline the authentication process of public documents for utilization in more than 120 member nations. A single apostille certificate now serves to authenticate Canadian documents for international purposes, eliminating the requirement for further legalization by foreign embassies or consulates. This guide will take you through the efficient process of obtaining an apostille across Canada, allowing you to navigate the new system easily.
If you need assistance with apostille processing in Canada, we’re here to help. Our team specializes in document authentication for international use under the Apostille Convention. Check our Apostille Canada page for more details.
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].
Apostille Convention and Its Importance
The Apostille Convention—formally known as the Hague Convention of October 5, 1961—abolishes the requirement for the legalization of foreign public documents. Instead, it introduces a streamlined process for authenticating public documents among member countries through a standardized certificate called an apostille.
Canada officially joined the Apostille Convention on January 11, 2024, and began implementation on the same day. Designated authorities, including Global Affairs Canada and provincial offices such as Ontario Official Documents Services (ODS), are now authorized to issue apostilles for Canadian public documents. This replaces the previously required multi-step authentication and legalization process with a simplified, single-step apostille certification.
An apostille allows Canadian documents to be recognized in over 125 countries that are members of the Hague Apostille Convention. While additional requirements may still apply depending on the country or type of document, the apostille significantly reduces processing time and complexity. Proper preparation and issuance of an apostille help ensure the authenticity and international acceptance of Canadian documents without the need for further legalization.
The Distinction Between Apostille, Authentication, Legalization, and Attestation
The Government of Canada provides various methods for confirming the authenticity of documents that have been issued or notarized in Canada for international use. The requirements of the destination country determine the appropriate procedure.
Apostille
An apostille serves as a standardized certification method utilized by countries that are parties to the Hague Apostille Convention. Canada acceded to the Convention in May 2023, and implementation began on January 11, 2024. Canadian authorities, including Global Affairs Canada and designated provincial offices, can now issue apostilles for eligible documents. An apostille certifies that a document was issued, signed or sealed by an authorized Canadian official, eliminating the need for further legalization in other member countries and streamlining international document use.
Authentication
Authentication is part of a two-step process used in a country of destination that is not a signatory to the Apostille Convention. Global Affairs Canada verifies that the signature or seal on your original document is from the competent authority in Canada. This step confirms the document’s authenticity before proceeding to consular legalization.
Legalization
Legalization follows authentication when required by a non-member country. After Global Affairs Canada authenticates the document, it must be submitted to the embassy or consulate of the destination country for legalization. This step confirms the document’s authenticity for official use in that country.
Attestation
Some countries—particularly in the Middle East—use the term “attestation” to refer to the full authentication and legalization process. While attestation is not a formal term used in Canada, the process typically involves verification by a competent Canadian authority, followed by consular legalization. This multi-step procedure, though often more time-consuming than obtaining an apostille, is required for countries not party to the Apostille Convention and helps ensure that Canadian documents are accepted for official use abroad.
Step-by-Step Guide to Obtain an Apostille in Canada
Step 1: Determine Document Eligibility
Before you can get an apostille, make sure your document is a Canadian public document. This means it must come from a Canadian government office, court, or school (public institution).
Check also whether the document contains an original signature and seal as required. It could be rejected if it is laminated, glued together, or lacks a visible signature. Officials must be able to quickly confirm that the document is genuine.
Step 2: Prepare Your Document
Some documents, such as affidavits or powers of attorney, need to be notarized by a Canadian Notary Public before you can get an apostille. A notary checks the document, confirms it’s authentic, and adds their official stamp or signature.
If the documents are written in a language other than English or French, you must hire a certified translator for certified translation. This ensures that Canadian officials are able to read and comprehend the document prior to granting approval for the apostille.
Step 3: Submit it to Global Affairs Canada or Provincial Competent Authorities for Authentication
After finalizing your document, it is essential to submit it to the relevant authority. Please send it to Global Affairs Canada or the provincial office responsible for apostilles.
Your document can be submitted via mail, courier, or in person, based on the availability of the office. Be sure to review their rules prior to submission to prevent any potential delays.
Step 4: Receive Your Apostilled Document
The Apostille confirms the document’s authenticity, allowing it to be utilized in all countries that signed the Apostille Convention without the need for further validation through foreign embassies or consulates.
The apostille procedure facilitates the use of Canadian documents internationally. Ensuring that Canadian documents are accurately determined, prepared, validated, and apostilled helps ensure their recognition and acceptance in countries that are part of the Hague Apostille Convention. This method streamlines the process, enabling Canadians and businesses to use Canadian documents more efficiently internationally.
How to Send Your Documents for the Apostille Services Process
Those needing authentication for foreign documents or their use outside Canada could send them electronically or via mail. Confirming that an appropriate authority issued the document and, if relevant, that any documents were correctly notarized or issued before submission is crucial. At times, this procedure involves affixing a stamp to the document or confirming that a notary has provided their signature.
As Canada has recently joined the apostille convention, there may be modifications to the requirements for filing and processing times. Details about the apostille process can be found on our official website, which also features the most recent regulations. It is important to note that the process may differ based on the document’s origin. This is especially relevant to specific international documents Canada will acknowledge for verification purposes.
The authentication services section at Global Affairs Canada verifies Canadian documents for international use by certifying official signatures before the issuance of an apostille. Any country that has signed onto the Hague Apostille Convention may utilize the document following its authentication. An apostille eliminates the requirement for further legalization of documents for countries that are part of the Hague Apostille Convention, thus simplifying the process.
Countries Party to the Apostille Convention
With more than 120 members from all continents, the Hague Apostille Convention now highlights its global importance in simplifying international business, travel, education, and legal affairs. This comprehensive list of nations signatories to the Apostille Convention enables effective document authentication and mutual recognition.
- Albania
- Andorra
- Antigua and Barbuda
- Argentina
- Armenia
- Australia
- Austria
- Azerbaijan
- Bahamas
- Bahrain
- Barbados
- Belarus
- Belgium
- Belize
- Bolivia
- Bosnia Herzegovina
- Botswana
- Brazil
- Brunei Darussalam
- Bulgaria
- Burundi
- Cabo Verde
- Canada
- Chile
- China
- Colombia
- Cook Islands
- Costa Rica
- Croatia
- Cyprus
- Czech Republic
- Denmark
- Dominica
- Dominican Republic
- Ecuador
- El Salvador
- Estonia
- Eswatini
- Fiji
- Finland
- France
- Georgia
- Germany
- Greece
- Grenada
- Guatemala
- Guyana
- Honduras
- Hong Kong
- Hungary
- Iceland
- India
- Indonesia
- Ireland
- Israel
- Italy
- Jamaica
- Japan
- Kazakhstan
- Kosovo
- Kyrgyzstan
- Latvia
- Lesotho
- Liberia
- Liechtenstein
- Lithuania
- Luxembourg
- Macau
- Malawi
- Malta
- Marshall Islands
- Mauritius
- Mexico
- Moldova
- Monaco
- Mongolia
- Montenegro
- Morocco
- Namibia
- Netherlands
- New Zealand
- Nicaragua
- Niue
- North Macedonia
- Norway
- Oman
- Pakistan
- Palau
- Panama
- Paraguay
- Peru
- Philippines
- Poland
- Portugal
- Romania
- Russian Federation
- Saint Kitts and Nevis
- Saint Lucia
- Saint Vincent and the Grenadines
- Samoa
- San Marino
- São Tomé and Príncipe
- Saudi Arabia
- Serbia
- Seychelles
- Singapore
- Slovakia
- Slovenia
- South Africa
- South Korea (Republic of Korea)
- Spain
- Suriname
- Sweden
- Switzerland
- Tajikistan
- Tonga
- Trinidad and Tobago
- Tunisia
- Turkey
- Ukraine
- United Kingdom
- United States of America
- Uruguay
- Uzbekistan
- Vanuatu
- Venezuela
Traditional legalization is essential for nations that are not members of the Hague Apostille Convention. The document must be authenticated by Global Affairs Canada before its use. The foreign embassy or consulate subsequently validates the document.
Countries that are not signatories will not acknowledge Canadian documents unless they undergo a process of authentication, legalization, or attestation, which is more time-consuming than the apostille process for signatory nations.
If you need assistance with apostille processing in Canada, we’re here to help. Our team specializes in document authentication for international use under the Apostille Convention. Check our Apostille Canada page for more details.
Are You Looking to Get an Apostille For a Canadian Document for Use Outside Canada? Legalization Service Centre Has You Covered!
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.
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].