If you’re planning to use a document from Ontario in another country, you’ll need to get it apostilled. Canada became a part of the Hague Apostille Convention on January 11, 2024. This means that if you have documents issued in Ontario, you no longer require the more extended authentication and legalization process—as long as the country you’re sending them to accepts apostilles. This guide gives you a straightforward look at how to apostille a document in Ontario. It covers which documents qualify, where to submit them, and tips to ensure your document is processed smoothly for international use.
If you need assistance, we are available to provide support for apostille processing in Canada. Our team is dedicated to the authentication of documents for international use in accordance with the Apostille Convention. See our page on Apostille Canada for additional information.
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].
Understanding Apostille vs. Authentication and Legalization
The Government of Canada offers several ways to verify the authenticity of documents issued or notarized in Canada for use abroad. The requirements of the destination country determine the procedure.
Apostille
An apostille is a standardized certification method used by nations signatories to the Hague Apostille Convention. Canada joined the Convention in May 2023, and the implementation commenced on January 11, 2024. Canadian authorities, such as Global Affairs Canada and specific provincial offices, are now authorized to issue apostilles for qualifying documents. An apostille confirms that a document has been issued, signed, or sealed by an authorized Canadian official, thereby removing the necessity for additional legalization in other member countries and facilitating the use of documents internationally.
Authentication
Authentication is a component of a two-step process utilized in a destination country that is not a signatory to the Apostille Convention. To authenticate your documents, Global Affairs Canada confirms that the signature or seal on your original document originates from the appropriate authority in Canada. This step verifies the document’s authenticity before moving forward with consular legalization.
Step 1: Determine If You Need an Apostille or Authentication
Before starting the apostille process, it’s essential to check if the country you’re sending your document accepts apostilles. Countries in the Hague Apostille Convention will accept an apostille certificate from Canada. To help you determine the correct path, we’ve included the official list of member countries later in this article. Please continue reading and viewing it.
If the country is not part of the Hague Apostille Convention, you must go through the authentication and legalization process instead. This process consists of two steps: initially, you must have your document authenticated by the appropriate Canadian authority (such as Global Affairs Canada or a provincial office), followed by the legalization of the document by the embassy or consulate of the destination country.
Step 2: Prepare Your Document for the Apostille Process
When preparing documents for an apostille in Ontario, your document must either be issued by an Ontario government office or notarized by a licensed Ontario notary public.
Standard Documents You Can Apostille in Ontario:
- Birth Certificates – Issued by the Ontario Registrar General.
- Marriage Certificates – Official documents issued by the Ontario government.
- University Degrees and Transcripts – From accredited institutions in Ontario.
- Notarized Powers of Attorney – Signed and sealed by a licensed notary public in Ontario.
The notary will verify the content, confirm your identity, and apply their official stamp or seal for notarized documents. Only originals or certified true copies are accepted for government-issued documents; photocopies or scans are invalid. Ensure your documents are complete, transparent, and adequately prepared before submission.
Step 3: Request the Apostille from Global Affairs Canada or an Ontario Authority
Where to Send Your Documents
Where you send your document depends on who issued or signed it. Each province and territory in Canada has a competent authority responsible for issuing apostilles for documents created or notarized within their jurisdiction. Suppose your document was notarized in Ontario or issued by an Ontario government office. In that case, you should send it to the Ontario Ministry of Public and Business Service Delivery, the competent authority for Ontario.
Suppose your document is federal or issued in another province or territory. In that case, you’ll need to send it to Global Affairs Canada in Ottawa, which is the competent authority for federal documents and those originating outside a province’s jurisdiction. Sending your document to the wrong authority can cause delays, so always confirm the correct office before mailing or submitting your documents.
How to Send Your Documents
Individuals requiring authentication for foreign documents or utilization outside Canada may submit them electronically or by mail. Before you send in any documents, make sure the right authority issued them and, if necessary, that they were legally notarized or issued. This process sometimes requires attaching a stamp to the document or verifying that a notary has signed it.
With Canada’s recent membership to the apostille convention, the requirements for filing and processing times may be modified. Our official website has information about the apostille process, including the most up-to-date rules. The way it works may differ depending on where the document originated. This is especially important for some international documents Canada will accept for verification.
The authentication services division at Global Affairs Canada validates Canadian documents for international purposes by certifying official signatures before issuing an apostille. Countries that signed the Hague Apostille Convention may employ the document after it has been authenticated. Countries that have signed the Hague Apostille Convention do not need further legalizing documents if they have an apostille, thereby streamlining the procedure.
Step 4: Track and Receive Your Apostille Certificate
Once you have submitted your documents, the next step is to await processing and delivery—here’s what you can anticipate and how to ensure everything proceeds without any delays.
Typical Processing Times
Processing times can vary after you submit your documents. The Ontario Ministry of Public and Business Service Delivery usually takes less time than Global Affairs Canada, but this can change depending on how busy they are. It’s a good idea to check their websites for the most up-to-date timelines.
To avoid delays, ensure your documents are complete, easy to read, and properly signed or notarized. Double-check that you’ve included all required forms, ID, payment, and a return envelope. Your request might be delayed or returned without the apostille if anything is missing or unclear.
Receiving Your Documents
Once your documents are processed, they will be sent back to you by mail or courier, depending on your request and the return envelope you provided. If you use a prepaid courier envelope, your documents will arrive faster than regular mail.
Your returned document will have a separate page attached to it called an apostille certificate. This certificate proves that your document is official and ready to be used in another country that accepts apostilles. It includes a stamp, a seal, and details about who signed or issued the original document.
Countries that are Signatories to the Hague Apostille Convention
With more than 120 countries from all continents, the Hague Apostille Convention is today recognized for its global significance in simplifying international business, travel, education, and legal matters. This comprehensive list of states that have signed the Apostille Convention facilitates 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 countries not signatories to the Hague Apostille Convention. The document must be authenticated by Global Affairs Canada prior to its use. The document undergoes validation by the relevant foreign embassy or consulate.
Non-signatory nations will not recognize Canadian documents unless they go through an authentication, legalization, or attestation process, which takes longer than the apostille process for signatory countries.
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 Seeking to Obtain an Apostille for a Canadian document meant for use Outside of Canada? Legalization Service Centre is Here to Assist You!
The Legalization Service Centre provides comprehensive support throughout the process for individuals seeking apostille, authentication, and attestation services for documents in Canada. We enhance the procedure to ensure precise authentication of your documents for international use.
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].