Dutch Embassy in Ottawa Archives

The Role of Global Affairs Canada’s Authentication Sector

January 12, 2021/in Frontpage Article /by legal52

If you need to use a legal document abroad, you may have come across the terms attestation, apostille, or authentication. What are these terms and why do your documents need them? These terms are basically a processing of your legal documents to ensure that they are true, valid, and will be legally binding as per the laws of the country where you intend to use them. In essence, apostille, attestation, and authentication are all interchangeable terms that mean the same thing. They all ensure that your documents undergo the same sets of verification. Global Affairs Canada will grant them recognition and acceptance in the foreign country.

Document Authentication and Legalization vs. Apostille

In Canada, another name for document apostille or attestation is “authentication and legalization”. This is because “apostille” negates the need for documents to undergo the step of legalization by countries who are signatories of the Hague Convention. You don’t need to undergo “legalization” if you need to “attest” your document by a Hague signatory country. Similarly, you don’t need to “legalize” your document if you’re going to use your document in another Hague signatory country. However, since Canada has not signed the Hague Convention, we refer to the process of attestation as authentication. We continue to complete the legalization step required in the process. Since we still carry on authentication and legalization as two separate steps, we need a credible Canadian entity to complete the step of authentication. The embassy of the country where the document will be used will do the legalization.

Where Does Global Affairs Canada Factor In?

In Canada, there is one regulatory body that authenticates all Canadian documents. This regulatory body is known as Global Affairs Canada (GAC), located in Ottawa, Canada. GAC is a government establishment which has standardized the authentication process. To authenticate a document, submit it to the authentication sector at GAC. Usually, it takes GAC 15-20 business days to review said document. Your legal document must also meet other requirements that forth by GAC. Having GAC complete authentication simplifies this step for people as well as the two countries involved.

GAC takes the guesswork out of authentication for people who are unfamiliar with the process. It also makes the work of professionals in the field of document legalization and authentication straightforward by allowing one channel to communicate with. One point of contact means everyone knows what to expect or can be given proper guidance in completing authentication. It also means that factors such as cost and timeline can also be determined without much confusion or ambiguity.

Global Affairs Canada and Legalization Service Centre

As mentioned above, the authentication process at GAC can be time consuming and can typically take up to 20 days to complete. Moreover, while the costs of authentication are typically pre-set, any need for correction in the process can lead to additional fees and time. This is why it is a good idea to have a professional submit and track your documents at GAC. Because professionals like Legalization Service Centre deposit hundreds of documents for authentication to GAC regularly, we enjoy processing times as little as two business days. This, along with our years of experience that ensure documents are submitted correctly at the first go allows you to have the process of authentication in as little time and cost as possible.

What Happens Next?

After authentication, the relevant embassy will legalize your document. This embassy is also located in Ottawa. Here, the embassy will conduct their own review to ensure that the document meets all the requirements of their country. Once they are satisfied, they too will place a stamp or certificate indicating that legalization is complete.

Document authentication and legalization are simple processes that can be daunting for anyone conducting them for the first time. It is a necessary but frustrating process that gives paperwork a bad reputation. At Legalization Service Centre, we understand that you are only interested in the final results being obtained as quickly and easily as possible. Our experience and customer service has garnered us an A+ reputation with the AAA and a stellar customer rating on Google. If you need your documents processed, don’t hesitate to reach out, even if only for a quick chat. Document authentication is what we do best! We are happy to help and ensure a quick and hassle-free deliverance.

Image Credit: HiTech

Relocating to the Netherlands? Legalization of Documents by the Dutch Embassy in Canada

June 11, 2018/in Frontpage Article /by legal52

So, you’ve decided to move to the Netherlands? Whether you’re going for school, work, or simply a change of scenery, congratulations! First thing’s first: are your documents in order? Hopefully, they are, but if not, we’ll help clear up some confusion today, and provide you with the steps you need to take to legalize your documents through the Dutch Embassy.

Working with Global Affairs Canada

Although the Netherlands is where The Hague Apostille Convention originated, Canada was not a signee. This means that if you want to use a document in the Netherlands, it must go through the authentication and legalization process here in Canada. To start the process, you need to have it authenticated by Global Affairs Canada. This can take some time, but when you work with us, we make the process quick and easy for you, reducing the wait time to only a few days.

Legalization of Documents by the Dutch Embassy in Canada

Once your document is authenticated, you can then take it to be legalized by the Dutch Embassy in Canada. The primary embassy is in Ottawa, but there are Netherlands Consulate Generals in a few major cities. We can also do this stage of the process for you as well to save you the trouble. We’ll work with the embassy to ensure your documents meet all of the requirements. Once the documents are legalized, you are then ready to present them in the Netherlands. With the authentication and legalization, the documents will have the equivalent of an Apostille certification.

Requirements for Documents

Before you go through the process, you should ensure that your documents meet all of the requirements. As with any country, documents must be long form and original. This includes birth certificates, marriage licenses, etc. In addition, your documents need to be relatively recent and not outdated. Some documents might contain references to other documents. If this is the case, make sure you have these referenced documents available for authentication as well. Finally, if your documents are in a different language other than German, French, English, or Dutch, a sworn translator must translate them for you. This whole process can seem complicated, and when you have to go through another step, it can become frustrating. You don’t have to do it alone, and we offer top-notch services to help take the stress out of the legalization and authentication process.

The Dutch Embassy in Canada Legalization Service

February 12, 2018/in Frontpage Article /by legal52

One of our most commonly requested services is legalizing Canadian documents for use in the Netherlands. The Netherlands is becoming a hot destination for work or travel, and many Canadians are flocking overseas to see the beautiful country for themselves. Before you go, there are a few things you need to do to make sure that your documents are legal and ready for use. Here’s an outline of the process and how we can help.

Authenticating Through Global Affairs Canada

The Netherlands is the originator of The Hague Apostille Convention; however, Canada was not one of the initial signees. This means that any document intended to be used in the Netherlands must follow the legalization processes in its country of origin. In Canada, this is known as the authentication and legalization process which contains a few distinct steps.

To start, your documents will need to be authenticated at Global Affairs Canada in Ottawa and then by the Dutch Embassy in Canada. When going directly through Global Affairs Canada, the process can take a few weeks or longer during busier times of the year. If you go through a legalization service provider such as us, we can significantly reduce your wait time to only a few days.

Working with the Dutch Embassy in Canada

After the initial stage, you will then need to have your documents legalized by the Dutch Embassy in Canada. There are Netherlands Consulate Generals in a few major cities throughout Canada; however, the Dutch embassy in Canada (Ottawa) can process any document which will save you time and money, depending on your location.

Once we meet with the consular section, they will legalize your documents, and the papers will be ready for presentation in the Netherlands as an equivalent to an Apostille certificate. Physically moving your documents to the Netherlands can be tricky, especially for large, delicate documents. We recommend you use a secure shipping service to ensure they get there in one piece. If you need help with this we will be happy to assist.

Document Requirements

As in any case, no matter the country that will be legalizing your documents, they must be original and in long form, and they must have been issued relatively recently. Additionally, if your documents contain references to other documents, you must also include those in the legalization process as well. In some special cases, your documents might be in a different language other than English, German, French or Dutch.

If this is the case, you’ll need to have them translated by a sworn translator. This creates another step in the process as you must have the translation legalized if the translator is based outside of the Netherlands. If you are unsure, we’ll be happy to help you out with that step also.

What a Verification Stamp Means

When you have your document legalized by the Dutch Embassy in Canada you will receive a stamp or sticker on the document. This simply means that the correct signature is on your document but doesn’t prove that the content or certifications of the document are correct. Once you present your documents to an authority in the Netherlands such as the Immigration and Naturalization Service, they may decide to verify the legitimacy of the document.

The Dutch Embassy Ottawa

January 24, 2017/in Frontpage Article /by legal52

The Dutch Embassy in Ottawa or officially – the Embassy of the Kingdom of the Netherlands is the one of the Netherlands’ diplomatic representatives accredited in Canada. The Dutch Embassy in Ottawa is located in the heart of the Canadian capital city at the following address: Constitution Square Building, 350 Albert Street, Suite 2020, Ottawa, ON K1R 1A4.

Authentication of Documents by the Dutch Embassy in Ottawa

The Canadian documents to be used in the Netherlands are required to get authenticated and legalized. The Dutch Embassy in Ottawa provides authentication services for the following documents:

In order to receive a service by the Dutch Embassy in Ottawa you will need to book an appointment. Please note that there is a consular fee that you need to pay to the Embassy for their services. The fee amount is different from month to month depending on the current exchange rate.

How Legalization Service Centre can help you?

We are a professional Canadian company with more than 5 years of successful experience in the field of document authentication and legalization services in Canada. We authenticate documents at the Global Affairs Canada Authentication sector in person and legalize documents at the Dutch Embassy in Ottawa, also in person. All you need to do is to mail your documents to our office in Ottawa and we will take care of the rest.

Once we finish processing, we can ship the documents directly to the Netherlands by DHL, if needed.

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