Authentication Services in Canada: Who Can Apostille a Document?

Previously, Canadians needed a two-step authentication and legalization process to make documents valid for international use. This required Global Affairs Canada to issue a certificate of authentication, followed by legalization at the relevant foreign embassy or consulate. With Canada’s accession to the Hague Apostille Convention, Canadians can use a simplified apostille process, allowing documents to be validated in a single step and accepted by other member countries without additional legalization.

This new system means Canadian documents—like birth certificates, marriage certificates, and powers of attorney—can be called an apostille and used in any other convention country without the previous red tape. Canadians now have a streamlined method to ensure that documents issued domestically meet international standards, whether through federal services or designated provincial authorities.

This blog explains everything you need to know about apostille in Canada and how to issue an apostille for documents. It will guide you through the steps for determining if your document requires an apostille or authentication, critical considerations for documents that need an apostille certificate, and key authorities involved in getting a document apostilled.

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].

How the Canadian Authentication and Legalization Process Works

The Canadian authentication and legalization process ensures that documents issued in Canada are recognized abroad. Since Canada joined the Apostille Convention, it has adapted its authentication services for public records to be used in foreign countries. You must first have your document authenticated by Global Affairs Canada or Provincial Competent Authorities and then legalized at the relevant embassy or consulate of the destination country.

Preparing Documents for Authentication

Before you start, ensure your document is eligible for authentication. This includes documents notarized by a Canadian notary public or issued by a recognized Canadian authority. An acceptable copy of the original document must be provided.

If the document is in a foreign language, you may also need a translation. To get started, submit your documents to Global Affairs Canada using the required request form and following their guidelines

Remember that changes to authentication services in 2024 may affect the process. If you’re navigating this for the first time, check with the competent authority in Canada for updated procedures. Once your document is authenticated, it is ready for the next step—legalization.

Authentication at Global Affairs Canada

At Global Affairs Canada, your document undergoes an authentication process to verify its authenticity. This step ensures that the document was issued correctly or notarized in Canada and is suitable for use abroad. Global Affairs Canada will issue a certification that confirms the document’s authenticity.

Once Global Affairs Canada authenticates the document, you can send it to the relevant foreign authorities. This is essential for foreign documents being used in countries that need confirmation of validity. After authentication, proceed to the embassy or consulate for legalization.

Legalization at the Relevant Embassy or Consulate

After the authentication step, the next step is legalization. This occurs at the embassy or consulate of the destination country. The embassy will verify the seal and authentication issued by Global Affairs Canada to confirm the document’s legitimacy. This process is crucial for documents in countries not part of the Apostille Convention.

Legalization at the embassy ensures that the document may be used abroad without legal challenges. Additional steps might be required depending on the destination country’s requirements, such as presenting a copy of the document or providing proof of translation. Once legalized, your document is ready for use in your intended foreign country.

With Canada joining the Hague Apostille Convention, this process is replaced by a single-step “apostille” process, where the Canadian authority issues an apostille certificate. This apostille makes the document valid in all other convention member countries, eliminating the need for embassy legalization.

Why Do You Need an Apostille for Documents?

An apostille is required when public documents, such as a birth certificate or notarized document, must be used in a country that is a signatory of the Hague Apostille Convention. The apostille process certifies the authenticity of the document for use abroad, ensuring that foreign authorities recognize it without further authentication or legalization. This applies to foreign documents such as diplomas, marriage certificates, or business contracts.

Countries that have signed the apostille convention accept an apostille certificate as a form of authentication for documents issued in other member states. This streamlines the process for people needing to present public documents in foreign countries, as they don’t need to go through multiple legalization steps. In 2024, Canada joined the Hague Apostille Convention, which simplifies the process for Canadian public documents used abroad.

While Canada now follows this process for foreign documents, you may still need to authenticate documents through Global Affairs Canada if the destination country is not part of the apostille convention. For example, public documents such as birth certificates may require both authentication and legalization if they are to be used in non-signatory countries.

Ultimately, the apostille process ensures that your documents issued or notarized in Canada are accepted abroad without confusion or legal challenges. Whether working, studying, or relocating, apostille services are critical in ensuring your documents meet foreign public document requirements.

Nuances of Obtaining an Apostille in Different Provinces of Canada

Can I Obtain an Apostille on a Canadian Document?

As of January 11, 2024, Canada joined the Hague Apostille Convention, allowing Canadians to obtain an apostille on official documents intended for use abroad. This means services in Canada now include apostille issuance, allowing Canadian documents to be used outside Canada without further legalization.

Through authentication services in Canada, Global Affairs Canada and certain provincial authorities offer official document services to verify the legitimacy of Canadian documents. Once a document receives an authentication certificate with the official apostille seal, it meets the requirements for acceptance in any apostille convention country.

This change enables Canadians to prepare documents like birth certificates and powers of attorney more easily for international use. With recognized authentication services in Canada, Canadians can rely on local authorities to issue apostilles, ensuring official documents meet global standards.

Who Can Issue Apostille Certificates in Canada?

Now that Canada has joined the Hague Apostille Convention, anyone can get an apostille directly on their documents for international use, simplifying the process significantly. Here’s an overview of the key authorities involved:

Global Affairs Canada

The Authentication Services Section at Global Affairs Canada is central to Canada’s apostille process. The services section at Global Affairs Canada will review and verify the documents for federal documents and those issued in provinces without local apostille authorities. Once authenticated, Global Affairs Canada will issue apostilles directly, applying a seal on your document to prove its validity. This new system ensures that Canadian documents meet international standards without needing further embassy or consulate verification.

Provincial Competent Authorities

Certain provinces, including Alberta, British Columbia, Ontario, Quebec, and Saskatchewan, have designated competent authorities authorized to issue apostilles on documents notarized or issued within their jurisdictions. This provincial-level approach allows citizens to get an apostille directly from their regional authority, which applies a legally recognized seal on your document. By decentralizing this process, Canada ensures greater accessibility for citizens nationwide as they prepare documents for use in other countries that are part of the Hague Apostille Convention.

Legalization Service Center

The Legalization Service Center (LSC), based in Ottawa, offers nationwide support for individuals needing additional assistance to obtain an apostille. With offices in major cities, the LSC helps coordinate the apostille process for those needing more access to provincial or federal offices. Whether within Canada or abroad, citizens can rely on the LSC to prepare documents for international recognition in countries that are part of the Hague Apostille Convention.

Do You Need Notarized Copies for Document Authentication Before Applying for an Apostille?

Certain documents issued by the Government of Canada may need to be notarized before applying for an apostille. This includes verifying documents such as contracts or certifications through a Canadian notary or notary public. Once notarized, the documents are eligible for authentication by a competent authority in the respective province or territory. This step ensures the document requirements for the apostille process are met and expedites the Canadian apostille process.

Notarizing a document can significantly reduce processing time during the document authentication stage. Provinces have different requirements, so confirming the correct authority to handle the authentication services is essential. This notarization step authenticates the document and ensures it can be used for further apostille services or legalization abroad.

Are Translations Required for Foreign Documents During the Canadian Apostille Process?

Documents that are not in English or French may require official translation before they can undergo the Canadian apostille process. To ensure the document’s validity, the translation must be done by a certified translator recognized by a provincial association. In some cases, if a Canadian notary or notary public speaks both the original language and one of Canada’s official languages, they can provide a certification without a complete translation.

Each case is handled based on the document requirements for the country where the document will be used. Depending on the destination country’s laws and the document type, either a translation of the document or a notary’s endorsement will be required to proceed with the apostille services. Ensuring the proper verification helps avoid delays when sending your documents for authentication or legalization.

How to Determine if You Need Get an Apostille or Authentication

When preparing Canadian documents for international use, it’s crucial to determine whether you need an apostille or authentication. Since Canada joined the Hague Apostille Convention, the implementation of the apostille process has simplified document recognition in certain countries.

Below are essential points to help you decide whether you should apply for an apostille or proceed with authentication.

Check if the country is a signatory of the Apostille Convention: If the country where you need to use the document is a signatory of the Apostille Convention, you will need to issue an apostille for your document. Member countries recognize apostille documents without further legalization.
Determine the type of document: If your document was notarized or is a public document, you may need to issue an apostille. For certain documents issued in Canada, such as birth certificates, you must follow the Canadian apostille process.
Apostille vs. Authentication: Countries that have signed the Hague Apostille Convention accept apostilles for all documents. For non-signatory countries, you will need to authenticate foreign documents instead of issuing an apostille.
Submit a request for authentication: If you are unsure, start by submitting a request for authentication with Global Affairs Canada. They can authenticate documents that may need further legalization if the country does not accept apostille documents.
Document notarization status: If your document was notarized by a Canadian notary or notary public, it may require authentication or an apostille depending on the destination country’s requirements. Check the document’s notarization before sending it for processing.
Only original documents or certified copies: You can issue apostilles for documents that are original or certified copies. Ensure your document only if the original is provided, as copies may not be accepted unless notarized.
Check if documents were issued in Canada: If your documents issued in Canada need to be used abroad, Global Affairs Canada can help authenticate a document before sending it for further legalization. For apostille-accepting countries, the process will end after the apostille is issued.
Ensure compliance with international requirements: If you need to use a document abroad, make sure it meets the legal standards of the destination country. Navigating the apostille or authentication process ensures that your document apostilled or authenticated is recognized without further complications.

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.