How to Apostille a Document: Changes in Authentication Services in Canada in 2024

When you need to use a Canadian document abroad, it may require either authentication or a certificate called an apostille to confirm its authenticity. Authentication verifies the signature of a public official, ensuring the document’s validity outside Canada. Additional legalization by the destination country’s consulate or embassy may still be necessary for countries outside the Apostille Convention.

However, as of January 2024, Canada joined the Hague Apostille Convention, greatly simplifying the process for member countries. Under this new system, Global Affairs Canada will issue an apostille certificate to authenticated documents, eliminating the need for further legalization steps when documents are destined for Apostille Convention member countries. This change speeds up the process, making it easier to use Canadian public documents internationally.

This guide will cover the complete document authentication process in Canada, including how to determine if your document needs authentication, where to submit it, and how to obtain an apostille certificate for use in countries that are members of the Hague Apostille Convention.

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How does the Apostille Process Works in Canada

An apostille is a certification under the Hague Apostille Convention. This international agreement establishes a standardized process for verifying the authenticity of public documents between member countries. This apostille process simplifies the authentication of documents for use in another party to the Apostille Convention.

Since Canada joined the Hague Apostille Convention, obtaining an apostille for Canadian documents is now possible. An apostille certificate confirms that a document for use abroad is authentic and should be accepted by the receiving country without further legalization. Make sure to check if the country you are going to is a signatory to the Hague Apostille Convention to ensure that your apostilled document will be recognized.

Nuances of Obtaining an Apostille in Different Provinces of Canada

Changes to Authentication Services in Canada for 2024

With Canada joining the Hague Apostille Convention, Global Affairs Canada has been updating its procedures for public documents to align with international standards. Here are the critical updates:

1. Online Submission System
Global Affairs Canada is introducing an online portal for submitting documents for authentication to simplify the process. This digital system reduces the need for in-person visits, especially benefiting residents in Ontario and British Columbia, who can submit documents and obtain authentication services without physical appointments.

2. Extended Processing Times
Due to higher demand and tighter regulations, Global Affairs Canada warns of extended processing times for document authentication. Applicants should plan for time-sensitive documents issued or notarized by provincial authorities. Preparing in advance is essential for those needing a certificate authenticated or planning to get an apostille.

3. Expanded Provincial Roles
Provinces like Ontario and British Columbia play a more significant role in authenticating Canadian documents. This development allows applicants to authenticate documents issued or notarized locally at the provincial level, reducing the dependency on Global Affairs Canada for all document authentication services.

4. Translation Requirements for Foreign Documents
Documents in a foreign language other than English or French must be translated by a certified translator and notarized. This requirement is critical for public documents like birth certificates or diplomas that will be used in non-English-speaking countries. Properly authenticated documents with accurate translations are essential for international use.

These changes aim to streamline authentication services in Canada, improving the process for individuals and businesses.

What is an Apostille, and How can an Apostille Certificate for Canadian Documents be Obtained?

An apostille refers to the certification under the Hague Apostille Convention, an international agreement that simplifies the verification of public documents between member countries. The apostille process confirms the authenticity of a public document issued by one party to the Apostille Convention for use in another.

With Canada now part of the Hague Apostille Convention, Canadian documents can be apostilled for use in other signatory countries. An apostilled Canadian document should be accepted without further authentication by the receiving country. To ensure acceptance, you can check if your destination country is a signatory to the Hague Apostille Convention.

Suppose your documents need to be used in a country that is not a signatory. In that case, specific steps will be necessary to ensure the document authentication is recognized. Continue reading for guidance on what to do in such cases.

How to Apply for an Apostille in Canada for Document Authentication

With the effect in Canada on January 11, 2024, following Canada’s entry into the Hague Apostille Convention, Canadians can now obtain apostilles directly through Global Affairs Canada. As the competent authority in Canada, the authentication services section at Global Affairs Canada is responsible for issuing apostille certificates for public documents, eliminating the previous need for embassy or consulate legalization. Gather your original document or a notarized copy and submit it to Global Affairs Canada for certification.

Processing at Global Affairs Canada includes verifying that the document is complete with a recognizable seal or signature. Official documents services at Global Affairs Canada accept various document types, such as birth certificates, educational diplomas, and corporate records, which may need to be authenticated to be valid abroad. Once apostilled, your document can be used internationally, ensuring it carries official recognition in any territory where it is required.

Check Your Documents if You Need to Request for Authentication

Before starting the authentication process, check if you need to use the document internationally and if it requires an apostille. Public documents such as birth certificates, marriage licenses, and academic records are eligible for this process. The services section at Global Affairs Canada outlines that only original documents or certified true copies are accepted, and the document must be complete with all necessary signatures and seals.

Some documents may be authenticated only if they are original or certified true copies with a recognizable seal. Authentication at Global Affairs Canada is required for using Canadian documents abroad, especially in countries that are members of the Apostille Convention. Suppose you are unsure whether your document qualifies. In that case, contacting the authentication services section is advisable to avoid processing delays or rejections. Only documents accepted for authentication can proceed to receive an apostille.

Remember to complete your document before submitting it to Global Affairs Canada. Information omissions or discrepancies, like missing seals, may cause a request for authentication to be rejected. Additionally, certain documents, such as those issued by unrecognized institutions, may not qualify, making it essential to verify with the competent authority in Canada before sending your documents. With these steps, you are well-prepared to get a document apostilled.

Get Your Document Translated

Suppose your document is written in a language other than English or French. In that case, you may need a certified translation before submitting it to Global Affairs Canada to request authentication. Both the original document and its certified translation must meet the requirements set by the authentication services section at Global Affairs Canada. This ensures that Global Affairs Canada can process the document accurately, regardless of where your document will be used.

A recognized professional must do the translation, ensuring that the document is only accepted if the translation adheres to official standards. This accuracy is essential for the document’s intended use abroad, as incorrect translations can cause delays or rejection during processing at Global Affairs Canada. The seal on your document certifies its validity and makes it practical for international recognition.

Sending the original document and certified translation to the services section at Global Affairs Canada strengthens the likelihood of getting a document apostilled. Following these guidelines ensures a smooth authentication process. It aligns with the implementation of the apostille for seamless use of Canadian documents abroad.

Where To Send Your Document to Get an Apostille

Where you send your documents will depend on where it was issued or notarized. Competent authorities in some provinces issue apostilles, and Global Affairs Canada issues apostilles for documents issued by the Government of Canada and for documents issued or notarized in specific provinces and territories.

Where to Obtain an Apostille for Notarized Documents

For notarized documents from specific provinces, submit them to the respective Ministry for authentication:

Alberta: Ministry of Justice of Alberta
British Columbia: Ministry of the Attorney General of British Columbia
Ontario: Ministry of Public and Business Service Delivery of Ontario
Saskatchewan: Ministry of Justice and Attorney General of Saskatchewan

For documents notarized in other provinces or territories such as Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon, send them to Global Affairs Canada.

In Quebec, apostille services are in French and await government approval. Foreign documents notarized in Canada must be authenticated in the issuing country.

Where to Obtain an Apostille for Non-Notarized Documents

For non-notarized documents, the following provincial ministries handle authentication:

Alberta: Ministry of Justice of Alberta
British Columbia: Ministry of the Attorney General of British Columbia
Ontario: Ministry of Public and Business Service Delivery of Ontario
Saskatchewan: Ministry of Justice and Attorney General of Saskatchewan

Non-notarized documents from other regions, such as Manitoba, New Brunswick, and Yukon, should be submitted to Global Affairs Canada. This includes records like birth and marriage certificates, which don’t require notarization but still need authentication for international use.

What to Do if Your Destination Country is Not a Member of the Hague Apostille Convention

If your destination country has not signed the apostille convention, submitting your documents will require the authentication and legalization process instead of the standard apostille process. This additional legalization step is necessary because countries that aren’t members of the convention do not recognize apostilles for all documents. To begin, you’ll need to authenticate the document through Global Affairs Canada or a provincial competent authority, depending on the document type and location of issuance.

Once authenticated, the next step is to submit your documents to the embassy or consulate of your destination country for legalization. During this process, consular officials will verify the apostille certificate and then affix a stamp, seal, or sticker to confirm that the document is legalized according to their requirements. Unlike the apostille process, the authentication and legalization process varies by embassy, as each consulate has its own rules for accepting and verifying documents.

Following the correct steps for submitting your documents and meeting the destination country’s legalization requirements will allow you to use your documents abroad, even if that country is not part of the apostille convention.

Reasons Why Your Documents May Not Be Eligible for Authentication

Understanding why a document might be rejected by Global Affairs Canada or a provincial competent authority is crucial to avoid delays in the authentication process. Here are the main reasons why documents may not be eligible for authentication:

1. Missing Information
Global Affairs Canada requires all public documents to be complete with signatures, dates, and official seals. Any missing information can result in a refusal to authenticate documents. Make sure all sections are properly filled out before you submit your documents.

2. Unacceptable Documents
Certain types of documents in Canada are not eligible for authentication, including:

Photocopies that are not certified as true copies by a notary public.
Documents that have been altered or tampered with.
Documents issued by unrecognized institutions or authorities.

3. Protected or Laminated Documents
Documents that are laminated, glued, or have protective covers that prevent stamping cannot be authenticated. Removing these coverings before submission is essential to ensure eligibility.

4. Religious and Informal Documents
Some documents, such as those issued by religious institutions (e.g., baptism or marriage certificates) or informal personal documents, are ineligible for authentication. Only documents from recognized Canadian authorities can be processed.

5. Fraudulent or Misleading Information
Documents suspected of containing fraudulent or misleading information will be rejected. Attempts to alter or misrepresent information will disqualify your documents from being authenticated.

6. Ineligible Document Types
Some types of documents issued are not accepted for authentication services, such as personal correspondence, informal documents, or documents issued outside of Canada without prior certification. Ensure the document was issued by an eligible institution or authority.

7. Improper Translation
Foreign documents not in English or French must accompany a certified translation and be notarized. Documents that have been authenticated but lack proper translation will be rejected.

By ensuring your documents meet all required conditions and avoiding these common issues, you can increase the likelihood that Global Affairs Canada or a provincial competent authority will accept your documents for authentication.

Need Help Authenticating Documents Issued in Canada? Legalization Service Center Has You Covered!

With the Hague Apostille Convention taking effect in Canada on January 11, 2024, obtaining an apostille for Canadian documents is now essential for international recognition. The new process ensures that Canadian documents are authenticated and legalized for acceptance in countries that signed the Apostille Convention.

If you’re looking to apostille or authenticate documents in Canada, Legalization Service Centre is here to assist you every step of the way. We streamline the process, ensuring your documents are properly authenticated for international use.