If you need to use a Canadian document in another country, you may be required to obtain an apostille before the document will be accepted abroad. This commonly applies to birth certificates, marriage certificates, diplomas, criminal record checks, powers of attorney, and corporate documents used for immigration, international employment, education, marriage, or business transactions.
Canada officially joined the Hague Apostille Convention in January 2024, making it easier to use Canadian documents in member countries. Now, eligible public documents can be apostilled by an appropriate Canadian authority without further authentication and legalization process. But not every Canadian office can apostille documents, and the appropriate authority depends on where the document was issued or notarized.
In this guide, you’ll learn who can legally apostille documents in Canada, which federal and provincial authorities handle apostille requests, how the process works, and what to know before submitting your documents to avoid delays or rejections.
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 info@lsccanada.ca.
What Is an Apostille in Canada?
What Does an Apostille Do?
An apostille is an official certificate issued by a competent government authority that confirms the authenticity of a Canadian public document. It confirms the authenticity of the signature and seal on a document, so it can be recognized for legal use in another country that is part of the Hague Apostille Convention. Apostilles are commonly required for documents used abroad for immigration, international marriage, education, employment, business transactions, and legal matters. This allows the document to be accepted for official use outside of Canada.
Canada and the Hague Apostille Convention
The Hague Apostille Convention is an international treaty established to make it easier to authenticate public documents from member countries. Canada officially became a party to the convention on January 11, 2024. This means that Canadian public documents to be used in participating countries can now be issued with an apostille certificate rather than traditional authentication and legalization by a consulate or embassy.
Apostille vs. Authentication and Legalization
Before Canada joined the Hague Apostille Convention, documents typically had to complete a two-step process before they could be accepted abroad:
- Authentication by a Canadian government authority
- Legalization by the embassy or consular office of the destination country
This process often required additional paperwork, fees, and processing time. For Hague Convention countries, an apostille now replaces the traditional authentication and legalization of Canadian documents for use abroad. However, countries outside the convention may still require legalization after authentication of documents.
Who Is Authorized to Apostille Documents in Canada?
Global Affairs Canada
Global Affairs Canada is the federal authority under the government of Canada responsible for issuing apostilles for certain Canadian public documents under the Hague Apostille Convention. It handles:
- Federal government documents
- Federally issued Royal Canadian Mounted Police criminal record checks
- Documents issued or notarized in:
- Manitoba
- New Brunswick
- Newfoundland and Labrador
- Northwest Territories
- Nova Scotia
- Nunavut
- Prince Edward Island
- Yukon
Applications submitted to Global Affairs Canada are processed through its Authentication Services Section located in Ottawa. The department was formerly known as the Department of Foreign Affairs and International Trade.
Provincial Apostille Authorities in Canada
Some provinces have their own apostille services under the Hague Apostille Convention. In most cases, documents issued or notarized in the following provinces will be processed by the provincial authorities of those provinces, not Global Affairs Canada:
- Alberta
- Province of British Columbia
- Ontario
- Quebec
- Saskatchewan
In Ontario, apostille services are provided through Official Documents Services under the Ontario Ministry of the Attorney General.
Can Private Companies or Notaries Issue Apostilles?
In Canada, only government-designated competent authorities are authorized to issue an apostille. Lawyers, notaries and private companies are not authorized to issue apostille certificates, but may offer document authentication services for applicants to assist them in:
- Prepare documents
- Arrange certified translations
- Send documents to the appropriate authority
- Act as third-party service providers for processing
When notarization is required, applicants should ensure that the notary public adds to their declaration any wording required according to provincial requirements and destination country rules. In some cases, a certified translation is certified by a member of a recognized provincial translation association before submission.
What Documents Can Be Apostilled in Canada?
Personal and Civil Documents
Many Canadian personal and civil documents can be apostilled for legal use in another country. These documents are commonly required for immigration, marriage abroad, citizenship applications, adoption, and other international legal matters.
Common personal and civil documents include:
- Birth certificates
- Marriage certificates
- Divorce certificates
- Death certificates
- A statement in lieu of a certificate of non-impediment
These documents must generally be original government-issued documents or properly notarized copies, depending on the document requirements of the apostille authority.
Educational and Professional Documents
Educational and professional documents are frequently apostilled for international study, employment or professional licensing. These documents may be requested by foreign schools, employers and licensing authorities to verify a person’s education, training or professional qualifications.
Common educational and professional documents include:
- Diplomas
- Degrees
- Academic transcripts
- Professional licenses
Some documents may require an attestation of a translation if the document was written in a language other than English or French. In certain cases, a certified translation may be required before the document can proceed through the apostille or authentication process for international use.
Legal and Business Documents
Legal and business documents can also be apostilled for use in international legal, financial, or corporate matters. An apostille confirms that the signature, seal, or stamp on the document is authentic so the document can be recognized in another Hague Convention country.
The most common legal and business documents are:
- Powers of attorney
- Court documents
- Corporate records
- Articles of incorporation
- Criminal record checks
- Other legal documents eligible for apostille or authentication services
Depending on the document type, additional notarization or certification requirements may apply before a document intended for international use can receive an apostille certificate.
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 info@lsccanada.ca.
How to Get an Apostille in Canada
Step 1: Prepare Your Documents
Before starting the apostille process, confirm that your document is eligible for authentication or apostille services and review all requirements carefully. Some documents must be original government-issued documents, while others may require notarized copies. Certain documents may require notarization or additional certification before submission.
If the document is not written in English or French, a certified translation may be required depending on the destination country. Applicants should also check with the consulate or embassy of the destination country to determine what documents are required for international use.
Step 2: Verify the Appropriate Competent Authority
The appropriate apostille authority depends on the jurisdiction where the document was issued or notarized. The provincial competent authority will usually process documents from Alberta, British Columbia, Ontario, Quebec and Saskatchewan. Documents from other provinces and territories may be processed by Global Affairs Canada.
To prevent delay in the process, applicants are advised to verify the requirements for documents with the relevant authority before applying. If you send your paperwork to the wrong office, your application could be denied, or the office could return it to you unprocessed.
Step 3: Send Your Documents
Once the document is ready, applicants have to submit the authentication request form and supporting documents to the appropriate competent authority. Applications are accepted by mail, courier or appointment, depending on the office.
Applicants should carefully review submission instructions before sending their documents. Processing times may vary depending on the authority, application volume, and the type of document submitted. In some cases, documents received by mail may take several days to process.
Step 4: Receive the Apostille Certificate
Once approved, the apostille authority will attach an apostille certificate to the document. The apostille verifies the authenticity of the signature, seal, or stamp on the document so it can be legally recognized in another Hague Convention country.
The apostille does not confirm the accuracy or legal effect in Canada of the document’s contents. Instead, it certifies that the signature, seal, or stamp on the document is genuine.
Common Issues That Cause Apostille Applications to Be Rejected
Apostille applications in Canada may be delayed or rejected if the documents do not meet the requirements of the responsible apostille authority. Common issues include:
- Sending documents to the wrong federal or provincial competent authority
- Missing notarization for documents that require notarized copies or signatures
- Improper or missing certified translations for documents not written in English or French
- Laminated documents that prevent officials from verifying signatures, seals, or stamps
- Incomplete documents with missing pages or information
- Uncertified photocopies that do not meet authentication requirements
These issues may affect processing or cause the application to be returned without an apostille certificate. Applicants should verify the document requirements with the appropriate apostille authority so that they can avoid inconvenient delays or rejections.
Legalization Service Centre: Reliable Apostille Services for Canadian Documents
Preparing Canadian documents for international use can be complex, especially when apostille, notarization, or translation requirements vary by country. Legalization Service Centre provides dependable support to help authenticate documents according to current Canadian apostille requirements. Whether you need a document authenticated for immigration, education, employment, business, or legal matters abroad, documents are carefully prepared to help avoid delays and support international acceptance.
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 info@lsccanada.ca.