If you need to present a Canadian document in a foreign country, you may need to have the authenticity of this document verified. There are two ways to certify the authenticity of a Canadian document for use in a foreign country: 1) the apostille process, and 2) the document legalization process. This article focuses on the differences between the document apostille process and the document legalization process and helps you determine which process applies to your documents.
What is the Hague Apostille Convention?
The Hague Apostille Convention was established in 1961 and is intended to simplify the procedures of document certification. The convention affirms that documents properly certified from one member country of the Hague Apostille Convention will be accepted in any other country that is also a member of the Hague Apostille Convention.
Canada joined the Hague Apostille Convention in January 2024, making it much easier for Canadian documents to be used internationally. There are currently 126 member countries of this Hague Convention. Any country that has joined the Hague Apostille Convention, now including Canada, can certify the authenticity of documents through the apostille process.
What is a certificate of apostille?
An apostille is a type of document certification that confirms the authenticity of a
document so that the document will be officially recognized in other apostille signatory countries. The apostille certification must be completed by the appropriate Canadian government authority. Once they are satisfied that your document meets the outlined criteria, a certificate of apostille will be applied directly to the document by the appropriate Canadian government authority.
Who can apostille a document in Canada?
Several offices in Canada can apostille a document in Canada. Each office functions on a jurisdictional basis, dependent upon the origins of the document itself.
Global Affairs Canada is responsible for issuing apostilles for Canadian documents originating from the Government of Canada and the provinces of Manitoba, New Brunswick, Newfoundland and Labrador, the Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
The government offices in the provinces of Alberta, British Columbia, Ontario, Saskatchewan, and Quebec, will be responsible for issuing apostilles for documents that originate from (or are notarized in) their jurisdiction.
What is the document legalization process?
If the country where you are headed is not a signatory to the Hague Apostille Convention, your documents will require the additional step of document legalization. This final step of document legalization is completed by the embassy or consulate of the destination country.
Each embassy or consulate will have specific requirements for the legalization of documents. Some will only accept original documents. Some have additional requirements such as translations or other supporting documents. Most will require that the documents be authenticated or apostilled before being submitted for legalization. It is important to research these requirements in advance to avoid costly delays.
The Hague Apostille Convention Vs. Document Legalization
You may be wondering which process is better, easier, or more cost-effective. The answer is often not obvious. However, your documents are at the mercy of the rules and requirements of the process itself.
If your destination country is a member of the Hague Apostille Convention, your documents must go through the document apostille process. The cost and speed of the process will depend on the type of documents, the origin of the documents, and the number of documents.
If your destination country is not a member of the Hague Convention, your documents will need to also go through the document legalization process, as outlined by the embassy or consulate of the destination country. The cost and speed of the process will depend on the type of documents, the origin of the documents, the number of documents, and the requirements of the embassy or consulate in question.
We can help you with Canadian document apostille or document legalization
If you would like assistance with the document apostille or legalization process, we can help. Supporting our clients in navigating the ins and outs of the process has been our business for over a decade. We would welcome the opportunity to speak with you about your documents and answer your questions. Call us toll-free at 1-888-433-1011 or send us your questions through our quick contact us form. Our friendly staff will get back to you right away!
