If you need to use a Canadian document—like a birth certificate, diploma, or power of attorney—in another country, it must be verified through either apostille or authentication and legalization, depending on where it will be used. Nations that have signed the Hague Apostille Convention, such as France, Italy, and the Philippines, will require an apostille. Since January 11, 2024, Canada has been part of this convention, and apostilles are now issued by Global Affairs Canada or select provincial authorities. For countries not part of the convention—like the United Arab Emirates or Qatar—you’ll need to go through a two-step process: authentication by Canadian authorities, followed by legalization at the foreign country’s embassy or consulate in Canada.
Although both methods serve to prove a public document issued is official and valid for international use, the process is different. An apostille is a more straightforward, one-step process for Hague Convention countries. Authentication and legalization are more involved, requiring verification from Canadian and foreign authorities. Using the wrong process can cause delays or lead to your documents being rejected, so it’s important to check the specific requirements of the country where your document will be submitted.
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].
What is an Apostille?
The apostille process comes from an international agreement called the Hague Convention of 5 October 1961. This treaty was made to simplify how documents from one country can be accepted in another. Instead of going through several steps to prove a document is real, an apostille does it in one. Over 120 countries are currently part of this convention, including Canada, which officially joined on January 11, 2024.
In Canada, apostilles are issued by Global Affairs Canada and certain provincial competent authorities. These offices check the document or signature, then attach a special certificate called an apostille. This confirms that the document is valid for use in another country that’s part of the Hague Convention. Once apostilled, the document can be used abroad without going to a consulate or embassy as long as the receiving country is a signatory of the Apostille Convention.
Apostilles are commonly used for Canadian birth and marriage certificates, death certificates, university degrees, court documents, and business records. The goal is to make these documents valid and legally recognized in other countries.
This new process is faster and easier than the older method of authentication and legalization. However, it only works if the country you’re sending the document to is part of the Hague Convention. If it’s not—such as the United Arab Emirates or Qatar—you’ll still need to follow the traditional multi-step process. Some countries may also require a translation or notarized copy, even with an apostille, so it’s always best to check the specific rules of the country where your document will be used.
What is the Difference between Authentication, Legalization and Attestation?
Authentication
Authentication confirms that the signature or seal on a document is genuine and that the signer had the proper authority, but it does not verify the content itself. In Canada, authentication service is handled by Global Affairs Canada or by certain provincial offices like those in Ontario, Alberta, and British Columbia for documents issued or notarized within their regions. These offices compare the signature or seal to official records and issue a certificate of authentication. After the authentication of documents, the next step depends on the destination country. Some countries require legalization by their embassy or consulate in Canada, while others may need additional steps. Canadian embassies abroad do not authenticate documents, so confirming the specific requirements with the country or organization requesting them is important.
Legalization
Document legalization is the final step that makes a Canadian official document valid for use in a country that does not accept apostilles under the Hague Apostille Convention. After the document is authenticated by Global Affairs Canada or a provincial authority, it must be sent to the embassy or consulate in Canada of the territory where your document is to be used. That embassy reviews the authentication and, if accepted, applies its official seal or stamp. This process is required by countries like the United Arab Emirates and Qatar; it’s often the last step before the foreign public document is legally recognized abroad. Since each embassy has its procedures, fees, and timelines, checking their specific requirements in advance is essential.
Attestation
Attestation is a term commonly used by some countries, especially in the Middle East, to describe the full process of authentication followed by legalization. Although not officially used in Canada, it refers to a Canadian document being verified by Global Affairs Canada or a provincial authority, then legalized by the embassy or consulate of the destination country in Canada. Countries not part of the Hague Apostille Convention have to do this, which takes longer than receiving an apostille. However, it still ensures that the document is acknowledged correctly in nations with stricter regulations for checking.
Evaluate if You Require an Apostille or Authentication
Before starting the process, check the country where you plan to use your document. You will need an apostille certificate if the country is part of the Hague Apostille Convention. If the country is not part of the convention, you must follow the authentication and legalization process.
The Process of Getting an Apostille
Step 1: Check Document Eligibility
Before applying for an apostille, ensure your document qualifies. It must be a Canadian public document, such as a government-issued certificate, court document, or a document issued by a recognized Canadian institution.
The document must have a recognized official’s original signature, seal, or stamp. Laminated or damaged documents, or those without visible authentication marks, may be rejected.
Step 2: Gather Your Canadian Document Requirements
Some documents (e.g., affidavits, powers of attorney, or private documents) must first be notarized by a Canadian Notary Public to be eligible for an apostille. Ensure that the notary public confirms the document’s authenticity and adds their official seal and signature.
If your document is in a language other than English or French, you may need to provide a certified translation to ensure the authorities can properly evaluate it.
Step 3: Send Your Document to Global Affairs Canada or Provincial Competent Authorities
In Canada, apostilles are issued by either Global Affairs Canada or a designated provincial competent authority, depending on where the document was issued or notarized:
- Global Affairs Canada processes documents issued in Federal departments or the following jurisdictions: Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
- Provincial competent authorities issue apostilles in: Alberta, British Columbia, Ontario, Quebec, and Saskatchewan.
You can usually submit your documents by mail, courier, or in person, but submission methods vary by authority. To avoid delays, always check their official website for current requirements, fees, and processing times.
Process to Obtain an Authentication
If the country where you’re sending your document does not accept apostilles, you must go through the authentication and legalization process. Here’s how to do it:
Step 1: Evaluate if Your Document Is Eligible for Authentication
Authentication is required when your document is intended for a country not part of the Apostille Convention. Eligible documents include Canadian public documents such as birth or marriage certificates, university diplomas, court records, or notarized documents like powers of attorney and affidavits. The document must be issued or notarized in Canada.
Step 2: Prepare the Required Documents
To request authentication, prepare the following:
- The original document (or a certified true copy of the document if applicable)
- A completed authentication request form (available on the GAC website)
- A cover letter explaining the reason for authentication, including your contact details
- A certified translation if the document is not in English or French
- A prepaid, self-addressed return envelope (strongly recommended for mail submissions)
Always verify current requirements on the official Global Affairs Canada website, as guidelines may change.
Step 3: Request for Authentication with Global Affairs Canada
Send your documents to the Authentication Services Section at Global Affairs Canada by mail or via a registered service provider. Walk-in service is not available. There is currently no fee for authentication by GAC. Processing times vary but often take 15–20 business days, depending on demand. Once approved, GAC attaches an authentication certificate (also known as a “stamp” or “signature page”) to your document.
Step 4: Legalize Your Document at the Embassy or Consulate
After authentication, your document must be legalized by the embassy or consulate of the country where it will be used. This confirms the authenticity of GAC’s stamp or signature. Each embassy or consulate has its own requirements, fees, and processing times, so check with them directly before submitting. Once legalized, your document is considered valid for use in that country.
Countries Party to the Apostille Convention
The Hague Apostille Convention, recognized by more than 120 nations across all continents, simplifies international travel, business, education, and legal matters globally. This comprehensive compilation of countries that have signed the Apostille Convention facilitates mutual recognition and streamlines the document authentication process.
- 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
Countries that are not signatories will not accept Canadian documents unless they are authenticated, legalized, or attested. This process takes longer than the apostille process in 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.
