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The Canadian apostille process is used to confirm the authenticity of a Canadian document in a way that allows this document to be recognized as valid in another country. While this is an increasingly important service in our globally connected world, there is a lot of confusion and misunderstandings about how the apostille process works. As Canada’s leading apostille service provider we work hard with our clients to cut through the confusion about the Canadian apostille process. Let’s look at the three issues that cause the most stress and misunderstandings:

1.  Confusion about terminology

The first confusing issue with the Canadian apostille process is the fact that Canada cannot issue an apostille. Any country that has signed the Hague Apostille Convention can issue an apostille on documents from that country. Canada has not signed the Hague Apostille Convention, so we technically cannot issue apostilles. Instead, Canada provides an equivalent to the apostille process called the “document authentication and legalization” process. Despite the fact that the Canadian process is properly called document authentication and legalization, the term “apostille” is still frequently used. So it is important to know that if you have been told that you need to have your documents apostilled what you will actually be doing is having these documents authenticated and legalized.

2. Confusion about finding the information you need

The Canadian apostille process (document authentication and legalization) is a multi-step process, with specific requirements for each step. Finding information about the process as a whole and about these individual steps can be difficult and frustrating. And because the diplomatic missions (embassies and/or consulates) of each country set their own individual requirements, there is no “one size fits all” advice that applies. You need to research the specific requirements that apply to your particular situation.

Information can be found on the Global Affairs Canada website, and sometimes is available on the website of the relevant embassy or consulate. A few words of caution – the Global Affairs Canada website glosses over the complexity of navigating the process and the fact that the requirements set by embassies and consulates frequently change without notice. And when researching embassy and consulate requirements you need to be careful, as our experience is that this information is frequently incomplete or out of date. If you can, it is always a good idea to talk to someone directly at an embassy or consulate, although this is often easier said than done.

Our website has a wealth of information about the Canadian apostille process, and about the requirements for each step of the process. We also invite you to reach out to our friendly experts. We are happy to answer any questions you have about the apostille process.

3. Confusion about whether an apostille is needed?

The third area of confusion we deal with frequently is the question of whether an apostille is needed in a particular situation. The apostille process is used to certify the authenticity of a document from one country so that this document will be officially recognized in another country. Some countries always require an apostille before a document can be recognized. Some countries don’t require an apostille on Canadian documents, and will recognize them as is. And in some countries the question of whether an apostille is needed on a Canadian document depends on a number of factors such as the type of document and the intended use. 

We highly recommend that you talk to the person or organization that you will be submitting your Canadian documents to, confirming with them whether they require that you apostille your documents.

How do I get an apostille on a Canadian document?

As discussed above, the Canadian apostille process is technically called “document authentication and legalization”. Our website describes this process in detail, and answers a lot of the most frequently asked questions – click here for answers on what documents can be processed, how long the process takes, how much it costs, and many other questions.

Can I get help with the Canadian apostille process?

Yes! Our experts manage the entire apostille process for our clients. You send your documents to our office and we handle the rest. As the leading apostille (authentication and legalization) service provider in Canada we manage the apostille process for thousands of people and companies every year. When you reach out to our friendly staff for a free consultation we will identify your specific needs, lay out your options, and provide a detailed quote so you have all the information you need to figure out the best way to get your documents apostilled. Call us toll-free at 1-888-433-1011 or reach out through our website here. We would love to hear from you.

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