Apostille and Authentication of Documents for Use Abroad: A Step-by-Step Guide.

To use a Canadian document in another country, you’ll usually need an apostille or authentication. If the country is part of the Hague Apostille Convention, which Canada joined on January 11, 2024, you get an apostille from the competent authority for your province, or from Global Affairs Canada. If the country isn’t part of the Convention, your document is authenticated in Canada, then legalized by that country’s embassy or consulate. Many documents need to be notarized first.

Key Takeaways

• An apostille replaces embassy legalization for countries in the Hague Apostille Convention.
• Documents notarized in Ontario, Alberta or Saskatchewan get their apostille from that province’s authority. Global Affairs Canada handles federal documents and most other provinces and territories.
• Copies of documents, and documents you sign yourself, usually need to be notarized in person before an apostille.
• Countries outside the Convention still need authentication, then legalization by their embassy or consulate.
• Always check what the receiving country or organization asks for before you start.

Apostille or Authentication: Which Do You Need?

It depends on where your document is going.

• The country is in the Apostille Convention: you need an apostille. It’s a single certificate, and the destination country accepts it without any embassy step.
• The country isn’t in the Convention: you need authentication in Canada, then legalization by that country’s embassy or consulate.

Not sure what an apostille is? Read what notarized and apostilled mean.

Who Issues Apostilles in Canada?

According to Global Affairs Canada, it depends on where your document was issued or notarized:

• Ontario, Alberta and Saskatchewan: if your document was notarized in one of these provinces, it goes to that province’s competent authority, wherever the original was issued.
• British Columbia and Quebec: each has its own authority, but it can handle a notarized document only if the original was also issued in that province.
• Federal documents, and documents from Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, PEI, Yukon, the Northwest Territories and Nunavut: these go to Global Affairs Canada.

Check your province’s authority for current fees, processing times and how to submit.

How to Get an Apostille in Canada: Step by Step

1. Check the destination country. Find out whether it’s in the Apostille Convention, and ask the receiving organization exactly which documents and format it needs.
2. Get the right document. Some organizations want an original government document, like a birth or marriage certificate. Others accept a notarized copy.
3. Get it notarized, if needed. Copies of documents, like degrees or transcripts, and documents you sign yourself, like declarations or powers of attorney, usually need to be notarized first. This is done in person, because apostilles need an original notary signature and seal on paper.
4. Send it to the right authority. Submit it to your province’s competent authority or Global Affairs Canada, based on where it was issued or notarized.
5. Send it abroad. Once the apostille is attached, the document is ready for the destination country.

What If the Country Isn’t in the Apostille Convention?

The steps are almost the same, except the end:

1. Notarize the document, if needed.
2. Get it authenticated by your province’s authority or Global Affairs Canada.
3. Get it legalized by the embassy or consulate of the destination country. Some embassies also ask for supporting documents, so contact them first.

Documents That Often Need an Apostille

• Degrees, diplomas and transcripts for study or work abroad
• Birth, marriage and death certificates
• Single status affidavits for getting married abroad. See our guide to proof of single status in Canada.
• Powers of attorney used in another country
• Corporate documents for business abroad
• Affidavits and statutory declarations for foreign governments or courts

Wondering whether a notary’s seal is enough on its own? Read is a Canadian notary seal recognized outside of Canada?

Frequently Asked Questions

How do I get an apostille in Canada?

Check that the destination country is in the Apostille Convention, get your document notarized if needed, then send it to your province’s competent authority or Global Affairs Canada.

Who can apostille a document in Canada?

Only a competent authority can issue an apostille: Ontario, Alberta, Saskatchewan, British Columbia or Quebec for their documents, or Global Affairs Canada for federal documents and the other provinces and territories.

Can a notary apostille a document?

No. A notary notarizes the document, which is often the first step. The apostille itself comes from a government authority. NotaryPro can notarize your document and help you with the apostille.

Can I get an apostille online?

Not usually. Apostilles need a paper document with an original signature and seal, so the notarizing step is done in person. Check your province’s authority for how to submit.

Who issues apostilles in Ontario?

Ontario’s competent authority issues apostilles for documents issued or notarized in Ontario. Federal documents go to Global Affairs Canada.

What’s the difference between an apostille and authentication?

An apostille is accepted directly by Convention countries. Authentication is used for other countries, and it must be followed by legalization at that country’s embassy or consulate.

Get Your Document Ready for Use Abroad

Start by checking what the destination country needs, then get your document notarized if required. NotaryPro can notarize it in person and help you get the apostille or authentication.