As Canada is not a part of the Hague convention, apostilles are not done here. Instead, Canada does a similar process called Authentication & Legalization. It is essentially the same, is similarly recognized, and satisfies the requirement of an Apostille.
Apostilles are often required for documents used in a foreign country ie registering or providing proof of marriage, divorce, or the birth of a child. It can also be required for study or work. While it’s not overly complicated, it can sometimes be frustrating depending on the foreign embassy you are dealing with (some require originals of documents, cover letters describing the purpose, and translations). This can be done on your behalf or handled personally. Regardless of how you proceed, it does take time, and you will need to plan accordingly.
The first step is to have your documents notarized. They are then sent to Global Affairs in Ottawa for ‘authentication’. The documents are then sent to be ‘legalized’ by the appropriate embassy or consulate. Normally this would happen in an embassy/consulate in Canada but sometimes it is done in the USA if there isn’t a Canadian location.
3-step process to get the equivalent of an Apostille in Canada
Step 1 – It is important that your document is properly prepared for the process. The requirements are dependent on the type of document as it may require notarization, translation or supporting documents. Just because a document is being used in a foreign country does not mean it needs to have an Apostille Certificate for it to be legally valid!
Step 2 – Once your document has been notarized it is ready for authentication at Global Affairs Canada in Ottawa (sent by courier). Their role is to verify that the official signature on your document is valid by checking their registry. Once verified they affix their stamp, seal, and official signature on it.
Step 3 – The document is ready for legalization (some countries may call it an attestation). This step is when the signature of Global Affairs Canada is verified by the consular agent at the embassy of the country where the document needs to be used. Once satisfied they will affix the country’s legalization stamp and possibly a registration number. Now the Canadian document is ready for use in an Apostille country.
Common questions on Authentication and Legalization
What is Authentication?
What is Authentication?- Authentication and legalization stamps together are the equivalent of an Apostille Certificate as they both validate documents for international use. Countries that have signed the Hague Apostille Convention agreement issue an Apostille Certificate while countries that have not signed the Hague Convention require authentication and legalization stamps.
- Authentication is a certification of the genuineness of the signature and seal or the position of an official who has the authority to execute, issue, or certify a document so that a document executed, issued, or certified in one jurisdiction may be recognized in another jurisdiction.
- Authentications do not certify the genuineness, legality or credibility of the documents or their contents.
- Global Affairs Canada (GAC – formerly Foreign Affairs Canada) authenticates a wide range of documents for the public through their JLAC branch.
- You may request that a Canadian public document be authenticated by asking (GAC) / (JLAC) to confirm that a Canadian public official’s signature, seal or stamp on the document is genuine.
What is Legalization?
What is Legalization?- After being authenticated by GAC, Embassies require that documents be legalized. The general requirements to legalize documents in embassies are:
- The document must be an original or certified true copy of the original by a notary public or commissioner of oaths.
- It must be stamped by GAC.
- Some embassies require translation.
- Some embassies require a cover letter explaining the purpose of use.
- Some embassies require supporting documents linking authentication with the provided document (business/work contracts, travel visas, educational offers, etc.)