Apostilles and Authentication of Documents in Canada
If a Canadian document will be used in another country, that country usually wants proof that the signature, seal or stamp on it is genuine. Since Canada joined the Apostille Convention in January 2024, that proof is simpler for many countries.
- An apostille is a certificate that confirms who signed or sealed a public document, so it is accepted in other member countries of the convention.
- Many countries now accept a Canadian apostille instead of a longer legalization through an embassy.
- Private documents, such as an affidavit or a power of attorney, are usually notarized first, then apostilled.
- Countries that are not part of the convention still require authentication and legalization.
What an apostille is
An apostille does not say that the contents of a document are true. It confirms the authenticity of the signature and the capacity in which the signer acted, and of any seal or stamp. It is attached to the document by the competent authority.
Who issues them
- Ontario documents issued or certified by provincial authorities, such as a notarized document or a provincial vital statistics certificate, go to the provincial office that handles official documents.
- Federal documents, such as an RCMP certificate, go to the federal authority at Global Affairs Canada.
- Check the current instructions and fees on the government's website before you send anything.
Typical steps
- Confirm with the receiving country or organization exactly what it needs and whether it needs a translation.
- For a private document, sign it in front of a notary public in Ontario, who adds a notarial certificate.
- For a public document, obtain a proper certified copy from the issuing office.
- Send it to the right authority to receive the apostille, following its instructions.
- If a translation is needed, ask what kind of translation and certification the destination requires.
Countries outside the convention
If the destination is not a member of the Apostille Convention, you may need legalization, where the document is authenticated and then legalized by that country's embassy or consulate. Requirements vary a lot between countries. Ask early, because the steps can be slow.
Common mistakes
- Getting a document apostilled before it has been properly notarized or certified.
- Removing staples or pages from a document after the apostille is attached.
- Using an old certified copy that the destination will not accept.
- Forgetting that the receiving party may need a translation too.
Common questions
Is an apostille the same as notarization?
No. A notary confirms a signature or copy. An apostille confirms the notary's or official's authority for use abroad.
How long does it take?
It varies with the authority, the method of delivery and the season. Plan for several weeks if you are working to a deadline.
This guide is general information for people in Ontario, not legal advice. Rules, forms and deadlines change, and every situation is different. Check the current rule or speak to a licensed legal professional before you act.
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