The Canadian apostille process – also known as document authentication and legalization – can be complex. One of the complicating factors is that many documents will need to be translated before they can be apostilled in Canada. Finding accurate information on translation requirements can also be difficult. If you are wondering about document translation requirements for the Canadian apostille process, read on!
About the Canadian Apostille Process
The Canadian apostille process is used to certify the authenticity of Canadian documents, so that these documents will be officially recognized in another country. For example, if you accept a teaching job in Honduras, you will be asked to provide your degree. Before your degree will be accepted in Honduras, it first needs to be apostilled.
It is important to note that there are several terms used to refer to the Canadian apostille process. In addition to the term apostille, you will also hear the terms “authentication and legalization” or “attestation”. In Canada, these terms refer to the same process, described below.
What are the Steps in the Canadian Apostille Process
The Canadian apostille process involves up to three steps:
Step 1 – Document preparation
Before submitting your documents for processing, they need to be prepared. This preparation can include notarization, making certified true copies, having documents translated, and providing various supporting documents. Both the apostille authority (see Step 2) and the relevant embassy or consulate (see Step 3) have specific requirements governing how documents need to be prepared.
Step 2 – Apostille in Canada
Once documents have been prepared they are submitted to the appropriate apostille authority in Canada. The apostille offices function on a jurisdictional basis, determined by the origins of the documents. When you submit your documents to the apostille office, an apostille certificate is applied directly to the documents. The apostilled documents can now be used in any apostille signatory country.
Step 3 – Legalization at the relevant embassy or consulate
The final step in the process involves submitting apostilled documents to the relevant diplomatic mission for legalization. The relevant diplomatic mission will be either the embassy of the country where you will be presenting your documents, or a consulate. The consular staff will review the documents, and attach a stamp or sticker on each of the documents, confirming that they have been legalized. Your documents will now be officially accepted in this country.
When do Documents Need to be Translated for the Canadian Apostille Process?
To be successfully apostilled, your documents need to meet the translation requirements set by both the apostille authority, the relevant embassy or consulate, and the recipient abroad. It is important to research these requirements in advance.
Translation requirements set by the Apostille Offices
Some of the apostille offices in Canada, including Global Affairs Canada, Official Document Services of Ontario, and the British Columbia OIC Apostille Office, require that any document that is submitted for authentication in a language other than English or French is first translated into either English or French. This translation must be done by a certified Canadian translator.
Translation requirements set by Embassies and Consulates
Each embassy and consulate sets its own specific translation requirements. Some embassies and consulates require that every document submitted for legalization first be translated into the official language of that country. Other diplomatic missions generally do not require translations at all, while others require translation in specific circumstance. In a few rare cases, an embassy or consulate will have a translator on staff and will offer translation services for a fee. Because of this great variation in translation requirements, it is critical that you confirm what translation requirements are in place at the specific embassy or consulate that will be legalizing your documents.
Assistance with Document Translation and the Apostille Process
To determine the translation requirements that apply to your particular situation, you can reach out to the apostille office, the embassy or consulate of the destination country, or the recipient abroad. You can also search online, but note that some diplomatic missions have out-of-date posted on their website. Our website posts information on many of the embassies and consulates we deal with frequently, and is a great place to start: www.idocscanada.ca/embassies-document-legalization/.
Even better, we invite you to reach out to our friendly staff for information and advice. We would welcome the opportunity to discuss your particular document apostille needs, answer any questions you have about the process, and clearly lay out your apostille options. There is never any obligation or pressure. We’ll make sure you have the information you need to make an informed decision on how to proceed. Phone us toll-free at 1-888-433-1011, or send us a short online form and we’ll get right back to you.
