It can be hard to figure out how to use Canadian notarial services, get documents authenticated, and get things legalized in other countries. This detailed FAQ guide answers the most common questions we get at Bridge Sailing Legal Service about working, getting married, or doing business in other countries.
Basic Notarial Services
Q: What is a notary public, and what do they do?
A notary public is a licensed legal professional who the province has given permission to witness signatures, give oaths, and certify documents. Notaries public in Ontario check the identity of people who sign documents, make sure they understand what they’re signing, and make sure they’re doing it of their own free will.
Q: What kinds of papers usually need to be notarized?
A: Affidavits and statutory declarations, powers of attorney, travel consent letters for minors, identity verification documents, real estate transactions, business incorporation papers, and educational transcripts and diplomas are all examples of common documents.
Q: How long does it usually take to get a notarization?
A: If you have the right ID and know what you’re signing, most notarization appointments take less than ten minutes.
Q: What kind of ID do I need to get something notarized?
A: You need a driver’s license, passport, or provincial ID card that the government gave you. The ID must be up to date and clearly show your name and picture.
Authentication vs. Apostille
Q: What is the difference between an Apostille and an authentication?
A: The choice depends on where you are going. You need an apostille if your document will be used in a country that is a member of the Hague Apostille Convention. You need to get the document authenticated and legalized if the country is not a member of the Apostille Convention.
Q: How can I tell if the country I’m going to accept Apostilles?
A: You can find out if your country is a member of the Apostille Convention by going to the official Hague Conference website or asking a lawyer. More than 120 countries are currently members of the Apostille Convention.
Q: What is an Apostille, anyway?
A: An apostille is a standard certificate that proves that your notarized document is valid in countries that are part of the Hague Apostille Convention. It only takes one step and usually takes about a week to finish.
Q: What does the process of authentication and legalization include?
A: For countries that are not part of the Apostille Convention, this is a two-step process. First, Canadian authorities check the notary’s stamp and signature to make sure they are real. Second, the embassy or consulate of the destination country must verify the authentication certificate.
Canadian Authentication Authorities
Q: What is Global Affairs Canada?
A: Global Affairs Canada is the Canadian government department in charge of Canada’s international diplomacy and consular affairs. This department is located in Ottawa, Ontario, and is in charge of verifying Canadian documents for use outside of Canada. However, it takes about four months to process.
Q: What is Official Document Services?
A: Official Document Services is a part of the Ontario government and is based in downtown Toronto. This provincial authority checks the validity of official documents issued in Ontario so that they can be used outside of the province. The process takes about a week, which is much faster than other methods.
Q: How can I find out which authority will check my documents?
A: It depends on where you have your document notarized:
- Official Document Services for notarized documents in Ontario (processing time: 1 week)
- Documents that have been notarized in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, or Yukon: Global Affairs Canada (4 months processing)
- Notarized documents in Alberta, Saskatchewan, British Columbia, or Quebec: the appropriate provincial authorities
Q: Can I pick which authority checks the validity of my document?
A: No, not usually, but some embassies and consulates have their own rules and may only accept authentications from Global Affairs Canada. However, if you get your document notarized in Ontario, you can use Official Document Services’ faster processing times.
Processing and Timing
Q: How long does it usually take to process different services?
A: The times it takes to process things are very different:
- Apostille through Official Document Services: About a week
- Authentication through Official Document Services: About a week, plus time at the embassy or consulate
- Getting your documents verified by Global Affairs Canada takes about four months, plus the time it takes for the embassy or consulate to do so.
Q: Should I get my documents notarized first and then get help with authentication?
A: No, we don’t think this is the best way to go. Professional legal services can take care of everything from notarization to final authentication or apostille, making sure that everything goes smoothly and that there are no delays. In Ontario, getting your documents notarized lets you use Official Document Services to get them processed faster.
Q: Why is it better to hire a professional to do the whole thing?
A: Professional services have many benefits, such as faster processing through Ontario’s Official Document Services, full handling from start to finish, knowledge of specific embassy requirements, error prevention, and the ability to coordinate other services like translation.
Document Preparation and Requirements
Q: How do I get my documents ready for authentication or apostille?
A: First, get in touch with the person you are sending the package to overseas to find out exactly what they need, such as what documents they need, whether originals are required, how many copies they need, and any special processing preferences. This keeps things moving and makes sure they meet their needs.
Q: What if my papers aren’t in English?
A: If a document isn’t in English, it usually needs a certified translation. Professional legal services can work with certified translators to make sure that your translations meet the standards set by the embassy and other countries.
Q: How should my papers look?
A: Documents must be in perfect condition, with no damage, changes, or unclear text. Documents that are damaged or changed may not be accepted during the authentication process, which could cause delays and extra costs.
Q: Can I get more than one copy authenticated?
A: Yes, and this is something that is often suggested. Some processes need original documents, while others will accept certified copies. If you need documents for different reasons, having multiple copies that have been processed correctly can save you time and stress.
Geographic Considerations
Q: I live outside of Ontario. Can you still help me?
A: Of course. Customers can send their papers to our Ontario office to be processed. This method gives you access to Official Document Services’ quicker processing times and professional care throughout the whole process.
Q: I’m not in Canada at all. Can I still get help from you?
A: Yes, clients from other countries can also send us documents by mail. We offer safe document management and return shipping, as well as expert help with complicated embassy requirements.
Q: Why would someone from outside of Ontario want to use services in Ontario?
A: Using services based in Ontario gives you access to Official Document Services’ much faster processing times (1 week instead of 4 months with Global Affairs Canada), full professional handling, and smooth coordination of all the steps that need to be taken.
Embassy and Consulate Requirements
Q: Do different embassies have different rules?
A: Yes, each embassy and consulate has its own rules for how to authenticate and legalize documents. Requirements can include certain authentication authorities, document formats, translation needs, and ways to process things.
Q: How can I find out what my embassy needs?
A: Professional legal services keep up with the latest embassy requirements and can help you understand the specific needs of the country you are going to. It’s important to check the current requirements well in advance because they can change.
Q: What if the requirements of the embassy change while I’m going through the process?
A: Professional services keep an eye on changes to requirements and can change your processing as needed. This is one more reason why it’s better to use full legal services instead of trying to figure things out on your own.
Best Practices and Tips
Q: How early should I start the process of getting authenticated?
A: Start as soon as you can. Processing times can be different, and international processes may take longer than expected. Plan for extra time, especially if you’re using Global Affairs Canada’s longer processing route.
Q: What should I do if I have a short deadline?
A: Get in touch with a professional legal service right away to talk about faster options. In Ontario, getting documents notarized lets you get them processed faster through Official Document Services. For an extra fee, some embassies will also speed up the process.
Q: How can I keep an eye on the progress of my papers?
A: Professional legal services keep in touch with authentication authorities and embassies to keep track of progress and deal with any problems as soon as they come up.
Q: What happens if my papers are turned down while they are being processed?
A: Professional services can quickly figure out why your application was denied and help you fix it or start over. This knowledge helps keep delays and extra costs that come with rejected documents to a minimum.
Call Bridge Sailing Legal Service for help with your specific document authentication needs. Our knowledgeable staff can look at your situation and suggest the best way to handle your international needs.