Society’s rapid pace makes authentic documentation essential and demands immediate attention. Certified true copies of essential documents function as the primary authentication method to validate official documents in different scenarios, which cover job applications, enrollment and legal processes. A certified true copy serves basic needs but requires official approval to prove its authenticity ultimately.
A notary public is an unbiased witness who validates identity and assures willing signatures. Notaries can certify that certain papers are true copies in specific jurisdictions. They do not check the document’s substance or legality. Additional steps like apostille certification or consular legalization may be necessary for documents requiring authentication beyond certification, such as those used internationally. This article explores how notarization adds value to certifying documents and outlines the notary process in detail.
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].
What is a Certified True Copy from a Notary Public?
A notary public gives clients the ability to receive certified true copies, which are documents that validate the accuracy and compare the copy to the original. A person who wishes to receive a certified true copy needs to submit their official document to the notary public. The notary will then certify the copy by verifying that it accurately matches the original. Immediately following the addition of their official seal, the notary confirms that the copy is correct and that there are no discrepancies between the original and the copy.
Most businesses, educational institutions, and government agencies require certified copies, but these copies do not confirm the authenticity of the original—only that accurate representation of the original. In some cases, individuals may be required to submit additional authentication for international use. Apostille certification is required for documents meant for Hague Apostille Convention countries, while non-convention nations need embassy or consular legalization for nationwide acceptance.
Global Affairs Canada’s Role in Authenticating Legal Documents
Global Affairs Canada (GAC) is the central authority for authenticating Canadian public documents for international use. The authentication process verifies that the signatures, seals, or stamps on documents belong to recognized Canadian officials, such as notaries and public or government authorities. However, this process does not assess the document’s content—only the authenticity of the signature and seal.
GAC authenticates various documents, including birth, death, and marriage certificates; educational diplomas and transcripts; notarized affidavits and statutory declarations; criminal background checks; business documents; and powers of attorney. Before submission to GAC in Ottawa, the issuing authority must sign and seal a document. Once authenticated, some countries require further legalization by their embassy or consulate in Canada to ensure the document is recognized in their jurisdiction.
On January 11, 2024, Canada introduced the Hague Apostille Convention, which simplified document recognition by using an apostille certificate to replace the previous multi-step authentication and legalization procedure. Implementing the Hague Apostille Convention reduced Canadian document authentication requirements for international recognition. Authentication remains essential for the acceptance of documents in international business, immigration, and legal matters, and fraud can be prevented by verifying official signatures.
Types of Document Certification and Verification to Use in Another Country
Before the validity of a Canadian document can be proven when it is used outside of Canada, the document must first be certified to confirm that it is authentic. The type of certification that is necessary will be determined by the requirements of the country of destination. Three acceptable international deployment methods exist for document certification.
Notarization (Notary Public)
A notary public confirms a document’s authenticity or certifies that a photocopy of a document is a true copy of the original. Legal documents, like affidavits and statutory declarations, may require notarization before authentication or apostille certification. The notary compares the original document with the copy to certify documents accurately.
Authentication (Global Affairs Canada – GAC)
Global Affairs Canada will verify that the signature and seal on a document belong to a recognized Canadian official (such as a notary public or government agency). Authentication is necessary for countries not part of the Hague Apostille Convention and still require full legalization.
Apostille (For Hague Convention Countries)
An Apostille certificate can be used instead of authentication and recognition for countries that are a part of the Hague Apostille Convention. It speeds up the process and makes the paper valid in participating countries without needing to be certified again by embassies.
Legalization (For Non-Hague Convention Countries)
GAC authorizes the document for use after consultation, and the embassy or consulate of the target country in Canada must validate it for official purposes. In the last step, it is confirmed that the document that has been authenticated will be accepted as legal in that country.
Sample Documents Requiring Notarized or Certified Copies
People are often required to provide validated photocopies of legal documents to fulfill requirements during government applications and visa requests or legal proceedings. In Ontario, notaries are among the recognized professionals who can perform this function and some lawyers and certain government officials may also be able to certify true copies depending on the document type and purpose. While commissioners of oaths can administer oaths and affirmations, they do not have the authority to certify true copies of documents.
When obtaining a certified copy, the notary public will compare the photocopy to the original to ensure accuracy and authenticity before applying their official seal and signature. Specific organizations may also require in-person verification; in some cases, fingerprinting is typically required for background checks but not for obtaining certified true copies of documents.
- Personal Documents: birth certificate, marriage, and death certificates; criminal record checks; passports; personal identification; name change certificate; adoption papers.
- Educational Documents: diplomas, academic records, academic transcripts, degrees; post-secondary certificates.
- Corporate Documents: business registration, certificates of incorporation, contracts, financial statements.
- Legal Documents: powers of attorney, affidavits, court documents.
- Financial Documents: financial transactions and related records.
To obtain a certified true copy you should verify the exact requirements of the requesting organization because different agencies impose supplementary authentication procedures.
How to Submit Your Documents for Authentication
Regular delivery or electronic transfer services are recommended for Canadians who require documents from overseas sources to be validated. There are certain instances in which the stamping of the paper with a notary signature is required for authentication purposes.
Now that Canada has joined the apostille convention, filing procedures, and processing timeframes may vary. Our website contains information regarding the apostille process, including the most recent rules. The method may differ slightly depending on where the paper originated. This is especially true for certain overseas documents Canada will accept for verification.
Before an apostille is issued, Global Affairs Canada certifies official signatures on Canadian papers intended for international use. The validated document can be employed throughout nations which participate in the Apostille Convention. The use of apostilles lets convention members process their documents without needing additional legalization steps.
Check our Apostille Canada page for details.
Signatory of the Apostille Convention
More than 120 nations have ratified the Hague Apostille Convention, making it effective worldwide. The use of Canadian documents is authorized for jurisdictions across the 1961 Hague Convention member countries, thanks to Canada’s membership.
All of the countries that recognize apostilles are listed here. This eliminates extra-legal issues when using public papers in foreign nations.
- 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
For other countries, the traditional authentication process is currently in place, which includes the participation of the consulate of the country of destination.
Need Help Authenticating Documents Issued in Canada? Legalization Service Centre Has You Covered!
With the Hague Apostille Convention being effective in Canada on January 11, 2024, obtaining an apostille for Canadian papers is now required for international recognition. The new process assures that Canadian documents are validated and authorized for use in nations that have signed the Apostille Convention.
If you need to apostille or authenticate papers across Canada, the Legalization Service Centre will help you immediately. We expedite the procedure and ensure your documents are correctly validated internationally.
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].