DocumentAuthentication and Legalization

To find out whether you need to authenticate and legalize your documents, you should ask the recipient abroad. However, if you have Canadian documents that will be used in another country, they will likely need to be authenticated and legalized, also known as apostille or attestation. The reason for the process is to verify the signatures on your documents. By having the documents authenticated and legalized, the recipient abroad can rest assured that your documents have been properly processed.

You can also contact our friendly staff to discuss your situation. We would love to hear from you!

There are a few different aspects to consider when preparing your documents for authentication and legalization.

1. The recipient abroad should advise you what documents they need, whether they must be originals, and how they want them processed.
2. You must meet the criteria of the authentication process. Whether you will authenticate with Global Affairs Canada, or the appropriate provincial office, they each have specific criteria for authentication.
3. Each embassy or consulate also has their own specific requirements and rules for submission of documents for legalization. You must ensure you also meet their criteria for legalization.

We will happily discuss and review your documents for authentication and legalization. We will make sure your documents have been correctly prepared for each step of the process. Contact an IDC expert for more information and to answer your questions.

Yes and no. A document with an apostille can be used in almost any other apostille signatory country without additional requirements. Whereas, a document that has gone through the authentication and legalization process is only ready to use in the country for which it was legalized.

Both the apostille and the document authentication and legalization process have the same purpose; to certify a document created in one country so that it can be officially recognized in another country.  Apostille certificates are issued by countries that are signatory to the Hague Apostille Convention.  However, Canada has only recently become a signatory to this convention. Therefore, until January 2024, Canada uses a process called authentication and legalization.

We are available to answer your questions and to discuss your documents. Contact us toll-free at 1-888-433-1011 or send us an online enquiry.

Document “apostille” certificates are issued by countries that are signatories to the Hague Apostille Convention. Because Canada had not signed the Hague Apostille Convention, we use a different but equivalent process called “document authentication and legalization”. However, in January 2024 Canada will finally be able to issue an Apostille on a Canadian document.

The primary difference between these two processes is that an apostille certificate will be recognized by any country that has signed the Hague Apostille Convention, whereas a document that has been authenticated and legalized will only be recognized by one specific country – the country that has legalized the document.

Our friendly staff would be happy to answer your questions about document apostille process. Phone us toll-free at 1-888-433-1011, or send us this online form and we’ll get right back to you.

Attestation is a term used in some countries to describe the process of having a document from one country certified so that it will be officially recognized in another country. The official term for the equivalent Canadian process is called document authentication and legalization. Regardless of the terminology used, the process for a Canadian document will involve authentication at Global Affairs Canada and legalization at the embassy or consulate of the destination country.

Our website has a wealth of information on the Canadian authentication and legalization process. Better yet, contact our friendly experts to get answers to your questions.

The processing times for document authentication and legalization can vary depending on the diplomatic mission involved. Each embassy or consulate has its own processing time, subject to consular availability. Some will also offer rush services for an additional fee.

If you decide to handle the process yourself by mail, the process will take some time. Global Affairs Canada takes up to 15 business days to authenticate documents. Following the authentication, typical processing times at most embassies and consulates range from 2-5 business days. Note that some embassies or consulates can take several weeks.

We can help you prepare the documents and ensure they meet the criteria of the process. IDC experts are standing by if you have any questions or concerns you need to discuss. Contact IDC for your free consultation. You can also call us toll-free at 1-888-433-1011.

The document authentication and legalization process is a multi-step process of signature verification. During document authentication, the authentication officer at Global Affairs Canada will add a red authentication stamp, on which they write in the name of the signature they have authenticated, and then add their own signature.

During the document legalization portion of the process, the embassy or consulate will add an additional stamp, sticker, or certificate to your documents. Each embassy or consulate differs in the format, style, colour and language of legalization. The legalization stamp/sticker/certificate verifies that the signatures on your documents are authentic and valid.

We can handle the process on your behalf and ensure your documents are processed accurately. Contact us for a free no obligation quote. We would be happy to provide you with the information you need and expedite this often long and confusing process.

Yes, you can check the progress of your documents, if you use the services of IDC to manage the authentication and legalization process. Within our proprietary system, we have built in a progress tracker that allows you to monitor the progress of your documents through every stage of the process. By logging in to your workform, you will be able to see which steps have been completed and what will be completed next.

In addition to the progress module that allows you to check the status of your document request, you will also be personally notified by our expert staff when your documents arrive at our office, whether we require any additional documents or information, when your documents have been completed, and finally when they have been shipped to the final destination. It is important to us that you know exactly what is happening with your important documents and when to expect them to be safely returned.

Whether you still have questions, or you want to get started with our services, we encourage you to contact our office. Call us toll-free at 1-888-433-1011, or send us an online enquiry.

Yes, you can track your documents that you sent through the mail if you used a service that provides you with a tracking number. Some such services are Canada Post registered mail, Canada Post Xpress Post, Canada Post Priority mail, or any professional courier service (i.e. FedEx, Purolator, UPS, DHL).

It is up to you to choose your preferred method of shipping, both to send your documents to our office and for the shipping of your completed documents to their final destination. We always recommend using a traceable method of shipping.

If you would like to discuss your shipping options or prices for the shipping of your documents, feel free to contact our friendly staff. We will happily discuss your shipping options and how to best suit your needs. Contact us today! Call us toll-free at 1-888-433-1011, or send us an online enquiry.

If you want to process documents in the mail, the length of time it will take will depend on a few factors. For example, how you sent the documents and where you sent the documents will affect the length of processing time.

When handling the document authentication and legalization process (also known as apostille or attestation) by mail, it may a few days or several weeks.

This is because the processing times at each office varies. Global Affairs Canada has a processing time of a minimum of 30-45 business days. Provincial authentication offices vary from 5-15 business days. Once authenticated, your documents can be forwarded to the embassy or consulate of the destination country for the legalization portion of the process.

Embassies and Consulates each have their own standard processing times ranging from 1 day to 4 weeks.

If you need to expedite the authentication and legalization or Apostille process, or simply want someone else to navigate this confusing process for you, we can help! Contact our expert staff for a free detailed quote. We will happily discuss your situation and answer your questions. Call us toll-free at 1-888-433-1011, or send us a quick online enquiry.

If your documents are declined while handling the process yourself by mail, you can start over and hope your documents are not rejected again, or hire an authentication and legalization service like ours to handle the process on your behalf. We will help you to prepare the documents so they will not be rejected.

If your documents are declined while we are handling the process on your behalf, we will work quickly to rectify the situation. This is a rare scenario. However, the requirements of the authentication and legalization process can change without notice. Global Affairs Canada, embassies and consulates can and do change their rules and requirements at any time, without prior notice. We will work with you to quickly meet these requirements and get your documents successfully processed.

Whether you are just starting the process, or you have documents that have been declined, we can help! Contact our expert staff to discuss your documents. Call us toll-free at 1-888-433-1011, or send us a quick online enquiry.