Have you been asked to apostille your Canadian documents to support your visa application for foreign residency? The term “apostille” is new to Canada and it can be overwhelming to try to find the correct information about Canadian document apostille. This article will assist you in understanding the apostille process and provide you with your go-to checklist to ensure your documents are apostille-ready.
What is the process to apostille documents in Canada?
The apostille process is an official system in place to confirm the authenticity of a Canadian document, so that it will be officially recognized in other apostille signatory countries. Any country that has signed the Hague Apostille Convention, including Canada, will issue apostille certificates and recognize apostille certificates issued by other countries.
If the country where you are headed is not a signatory to the Hague Apostille Convention, your documents will require an additional step called document legalization. Document legalization is completed at the embassy or consulate of the destination country. You can find more about document legalization from our website and helpful resources here: Canadian document legalization.
Your go-to checklist to ensure your documents are apostille-ready
The Hague Apostille Convention makes the process to have your Canadian documents recognized abroad much more efficient compared to the old authentication and legalization process. However, before you can proceed to have your documents apostilled, you will need to be sure they will be accepted by the apostille authority in Canada.
Apostille-Ready Checklist:
Is the destination country a member of the Hague Apostille Convention?
There are approximately 126 countries that have signed the Hague Apostille Convention. However, there are also some popular countries that have yet to sign. It is important to know the status of your destination country.
- Yes, my destination country is a member » proceed.
- No, my destination country is not a member » Check the requirements of the embassy/consulate of the destination country before you proceed with authentication and legalization.
What documents have you been asked to provide with apostilles?
Each country and each type of residency application will include specific document requirements.
- I have the requested documents » proceed.
- I do not have the requested documents » order or prepare your documents before you proceed.
Where in Canada were your documents issued?
Each apostille office across Canada has its own jurisdiction. The origins of your documents will determine which office is responsible for the applying apostilles.
- Documents issued in Alberta, British Columbia, Ontario, Quebec, Saskatchewan » proceed with provincial apostille in that jurisdiction.
- Documents issued in Manitoba, New Brunswick, Nova Scotia, Nunuvut, Prince Edward Island, Newfoundland & Labrador, Northwest Territories and Yukon » proceed with Federal apostille at Global Affairs Canada.
When were your documents issued?
Some of the apostille offices have requirements that documents are issued more recently. This depends on the office that holds jurisdiction over the origin of your documents.
- Documents have been newly issued » proceed.
- Documents were issued prior to 2019 » verify the requirements of the apostille office before you proceed.
Is your document the correct format?
Some documents must be produced in certain formats to meet the criteria of the apostille authority. For example, a birth certificate must be an original long-form (not wallet size) issued by the province. Wallet sized certificates, hospital records, and photocopies cannot be processed.
- Documents are original and issued by a recognized authority » proceed.
- Documents are not in the correct format » obtain new documents before you proceed.
Do your documents require notarization?
Notarization by a Canadian Notary Public may be required for certain documents before they can be apostilled. This may depend on the type of document or the age of the document. However, there are exceptions and situations that may require additional steps.
- Documents that require signatures » notarization will be required.
- Original vital certificates and newly issued official documents » no notarization required (in most situations).
In what language(s) was your document issued?
If your documents were issued in English or French, they will not require translations for the apostille process. However, if the documents contain a foreign language, translations may be required for the apostille process. Each apostille office in Canada has their own unique requirements.
- My documents are written only in English or French » proceed.
- My documents are written in a foreign language » verify with the apostille office whether they require additional certified translations for the apostille process.
Now that you have determined that your documents are apostille-ready, you can proceed to submit your documents to the appropriate apostille authority in Canada.
Where can I apostille a Canadian document?
There are several government offices in Canada where you can apostille a Canadian document.
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 provincial government offices in the provinces of Alberta, British Columbia, Ontario, Saskatchewan, and Quebec, are responsible for issuing apostilles for documents that originate from (or are notarized in) their jurisdictions.
What is the difference between a Global Affairs Canada apostille and a provincial government apostille?
Each of the government authorities in Canada (as described above) who are responsible for issuing apostilles, can issue apostilles on Canadian documents that fall under their jurisdiction (as described above).
The apostille certificates themselves will appear quite similar. The main differences between the apostille certificates will be the issuing authorities’ name, the date of issuance, and the name of the signatory who was verified for the apostille.
It is important to note that certain countries may have strict rules around certain documents and how the signatures are apostilled. For example, Spain is one country that requires the RCMP director’s signature to be directly apostilled by Global Affairs Canada on a RCMP criminal record check. Spain does not accept name based criminal record checks or notarized and provincially apostilled RCMP certified criminal record checks with fingerprints.
How can we help to ensure your documents are apostille-ready?
We provide friendly expert assistance with the Canadian document apostille process. As Canada’s leading experts in the Canadian document apostille process, we will manage all aspects of the process for you.
Contact our office for a no obligation consultation. We’ll explain the process, determine the specifics of your situation, and answer your questions. Contact us today by phone toll-free at 1-888-433-1011, or fill out our brief contact us form and we will get right back to you.
