Canada is relatively new to the world of apostilles, as the Hague Apostille Convention only took effect in Canada in January of this year. Because it is a new process for Canada, the apostille may be met by the foreign authorities with scrutiny. Consequently, it is important to understand the role of technology in document apostille verification, ensuring the acceptance of the apostille abroad.
Throughout this article, we will explain the roles and responsibilities of the apostille offices, as well as the process to verify the apostilles on Canadian documents.
What is an 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. Any country that has signed the Hague Apostille Convention, will issue apostille certificates and in turn, 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 of document legalization. This last step of document legalization is completed at the embassy or consulate of the destination country. You may find more about document legalization from our website and helpful resources here: Canadian document legalization.
Who can apostille a document in Canada?
There are several offices in Canada who can apostille a document in Canada. These offices function by jurisdiction, dependant upon on the origins of the documents.
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, are responsible for issuing apostilles for documents that originate from (or are notarized in) their jurisdictions.
Who can verify the issuance of an apostille?
If the recipient abroad requires verification of the apostille certificate on your document, it can be verified through the following authorities:
- An apostille issued by Global Affairs Canada, or the provinces of Alberta, British Columbia, or Saskatchewan, can be verified by sending an email to apostille@international.gc.ca and include the certificate number and the date of issuance.
- An apostille issued by Ontario can be verified on the Official Documents Services website.
- An apostille issued by Quebec can be verified on the Registre des apostilles (in French only) website.
What are the tips on how to apostille documents to avoid rejection?
An apostille from Canada should be recognized in any other apostille signatory country. Unfortunately, there may be discrepancies between the requirements of the process in Canada and requirements of the destination country.
For example, an RCMP certified criminal record check can be apostilled directly through Global Affairs Canada. It can also be notarized by a Canadian Notary Public and then apostilled provincially in Canada. However, there are several countries we are aware of who will reject the provincial process, as they require Global Affairs Canada to apostille an RCMP certified criminal record check.
Before you begin the apostille process, we recommend you verify the requirements of both the Canadian authorities and the foreign authorities to be sure the method of apostille you chose will be accepted.
How can we help with your Canadian document apostilles?
Whether you are looking for more information, or you would like assistance with the document apostille process, we can help. Supporting our clients to navigate 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 form. Our friendly staff will get back to you right away!
