You have a Canadian diploma and you’ve been told you need to get it notarized and apostilled. Read on for the information you are looking for on how to do this. Find out why you need to get your diploma apostilled and what steps are involved in the apostille process.
Why do I need to notarize and apostille my diploma?
The apostille process is used to certify the authenticity of a document so that this document will be officially recognized in another country. If you have been told you need to get your diploma apostilled it is because you will be using your Canadian diploma in a foreign country. The apostille process confirms that your diploma is authentic and legitimate. Having your diploma notarized is often required before the diploma is apostilled.
Canada now issues apostilles
Now here is an interesting fact – Canada did not actually issue apostilles until 2024. Countries that are signatories to the Hague Apostille Convention both issue and recognize apostilles. So, now that Canada has joined the Hague Apostille Convention, your Canadian diploma can be apostilled for use in another apostille country.
Getting your diploma apostilled
Step 1 – Preparing your diploma
Preparing your diploma for processing may involve having your diploma notarized, having a certified true copy made, or preparing and providing supporting documents.
Notarization – The notarization of your diploma, if applicable, is done by a notary public. If your diploma is from an established, recognized Canadian university or college you won’t need to have your diploma notarized. However, if you want to process a certified true copy, or if your diploma is from a high school, a private school or college, or from a smaller educational institution, you will have to notarize your document before it can be apostilled. Contact our friendly staff for help determining if your diploma will need to be notarized before processing.
Certified True Copies – The apostille process will involve attaching an apostille certificate directly on your diploma. If you want to keep your diploma unmarked then you can have a notary public make a Certified True Copy of your diploma. You then have this copy apostilled instead of the original. Important – make sure that the apostille office and the recipient of your diploma will accept a Certified True Copy.
Supporting Documents – When you will be using your diploma in a destination country that is not a signatory to the Hague Apostille Convention, you will need to have the diploma legalized after it is apostilled. You will often have to submit supporting documents to get your diploma legalized by the embassy or consulate of the destination country.
You may need to provide a cover letter, an application form, or some embassies require that you submit transcripts in support of your diploma. The rules about what supporting documents you need to provide are set by the specific embassy or consulate that will be legalizing your diploma (see Step 3 below). You can contact the embassy or consulate directly for this information, or you can contact our friendly staff for accurate, up-to-date information. Please note that in some cases it will be necessary for your educational institution to send your transcripts directly to the embassy or consulate.
Step 2 – Document apostille
Once your diploma has been prepared for the Canadian apostille process, the second step is to have your document apostilled. Document apostille is done through the appropriate apostille authority in Canada that holds jurisdiction over where your diploma was issued, or notarized. Once the apostille certificate has been applied to your diploma, it is now ready to use in any apostille country.
If the country where you will use your diploma is not an apostille signatory country, the third and final step of document legalization will be required.
Step 3 – Document legalization
The third and final step of the Canadian process to have your diploma recognized in a non-apostille country, is to have your diploma legalized. Legalization is done by the embassy or consulate of the country where you will be using your diploma. The embassy or consulate will confirm that the diploma has been apostilled (also called authentication). They will also confirm that all required supporting documents have been provided. When satisfied the embassy or consulate will place a stamp or sticker directly on your diploma. Your diploma is now legalized.
Let us Help With Document Apostille Services
At International Documents Canada we specialize in navigating the Canadian apostille process quickly and accurately on behalf of our clients. Our friendly staff would welcome the chance to discuss your particular document processing requirements and answer any questions. We’ll clearly explain your options and give you the information you need to decide how best to proceed. Contact us today! Our website also has a wealth of information on the Canadian apostille process – here’s a good place to start.
