To use a Canadian document abroad, you may need to have it either “authenticated OR apostilled”.
This process can be complex and frustrating, but we can help!
Contact us at 416-792-8099 for free and accurate information.
Authentication and legalization are the necessary steps to ensure that notarized documents from Canada are valid for use abroad.
Authentication:
This involves Global Affairs Canada in Ottawa or Canadian Competent Authorities such as Official Document Services verifying the notary’s stamp and signature on the document, and then issuing a certificate of authenticity.
Legalization:
This step requires the consulate or embassy of the country where the document will be used to verify the certificate of authenticity issued by Global Affairs Canada or Official Document Services.
First, Let’s determine whether your document should be authenticated or apostilled.
Apostille
If your document is to be used for a country that is a member of the Apostille Convention, you need to have it apostilled.
(Click here to find out if your country is a member of the Apostille Convention.)
Authentication
If your document is to be used for a country that is not a party to the Apostille Convention, you need to have it authenticated.
(Click here to find out which country is NOT a member of the Apostille Convention.)
Once you determine that your document needs to be authenticated, please see the information below.
(If you find that your document requires authentication, please visit “Apostille” on our website for more details.)
Procedure of Authenticate and Legalize your documents:
Notarization
We notarize your documents.
Authentication
We authenticate your documents
with Official Document Services.
Legalization
We legalize your documents at the
appropriate embassy or consulate.
Processing Time
The approximate processing time is 1 week, plus the time required by your corresponding embassy or consulate.
Frequently Asked Questions
What is Global Affairs Canada?
Global Affairs Canada is a government department responsible for Canada’s international diplomacy and consular affairs. It handles the authentication of Canadian documents that need to be used outside the country. This department is based in Ottawa, Ontario.
What is Official Document Services?
Official Document Services is a division of the Government of Ontario that authenticates official documents issued within the province for use outside Ontario. This service is located in downtown Toronto.
How do I know if my documents need to be authenticated by Global Affairs Canada or Official Document Services?
Each embassy and consulate sets its own requirements for authentication. Some embassies and consulates only accept authentications from Global Affairs Canada. In general:
- If your document is notarized by a notary public in Ontario, it will be authenticated by Official Document Services.
- If your document is notarized by a notary public in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, or Yukon, it will be authenticated by Global Affairs Canada.
- if your document is notarized by a notary public in Alberta, Saskatchewan, British Columbia, or Quebec, it will be authenticated by the competent authorities in that province.
What is the processing time for Global Affairs Canada and Official Document Services?
- Global Affairs Canada is approximately 4 months
- Official Document Services is approximately 1 week.
Do you recommend that I notarize my document first and then ask for your help with authentication?
The simple answer is no. Our goal is to handle the entire process from start to finish, relieving you of any hassle. Our notary public will notarize your document and authenticate it at Official Document Services within a week. If your document is notarized in a province other than Ontario, it will be authenticated either by Global Affairs Canada or the competent authorities in that province, which may take significantly longer.
How do I prepare my documents for authentication and legalization?
We recommend contacting your recipient abroad for advice on what documents they need, whether they must be originals, how many copies are required, and how they want them processed. After all, the document is ultimately for use there.
If my document is not in English, do I need an English translation?
Yes, your document needs to be translated by a certified translator, and we can assist you with that.
I am outside of Ontario/Canada. Can you still authenticate my documents?
Absolutely! You can mail your documents to us, and we will take care of the rest.