Canada joined the Hague Apostille Convention on January 11, 2024. This gave some countries the option of using the apostille. However, document authentication and legalization are still the main ways to get documents accepted in many other countries. Canadians who send documents to countries that are not part of the Apostille Convention need to know how this traditional two-step process works.
The main difference between apostille and authentication
Canada’s membership in the Hague Apostille Convention made two separate ways to check the validity of documents. Apostilles work for more than 120 member countries with just one certificate, but authentication and legalization are still needed for non-member countries, which make up a large part of the world’s destinations.
Getting a certificate from Canadian authorities is the only step in the apostille process. But for countries that aren’t part of the Convention, the old way of authenticating and legalizing documents is still the standard.
Understanding Authentication and Legalization
Step 1: Authentication
The process of validating a document starts with authentication. This step requires either Global Affairs Canada or a provincial authority, such as Ontario’s Official Documents Services, to check the notary’s signature and stamp on your document. Once they have checked it, they give you a certificate of authenticity that proves the document is real.
The authentication process is Canada’s official way of saying that your notarized document is real and was properly signed by a recognized notary public. This certificate connects your Canadian document to recognition around the world.
Step 2: Legalization
Legalization is the important second step that makes your authenticated document valid in other countries. During the authentication step, the consulate or embassy of your destination country must check the certificate of authenticity that Canadian authorities gave you.
Each country’s diplomatic mission has its own rules for legalization, and some may ask for more paperwork or charge more fees. The legalization step basically means that the country you want to go to officially recognizes that your authenticated Canadian document meets their requirements for acceptance.
Who Is Responsible for Authenticating Your Documents?
Where your document was first issued or notarized determines who is responsible for authenticating it. This jurisdictional approach makes sure that people who know how notaries work in the area handle the verification process.
Global Affairs Canada in Ottawa handles federal government documents. This includes papers from federal departments, agencies, or Crown corporations.
Provincial documents from Alberta, British Columbia, Ontario, Quebec, and Saskatchewan are taken care of by the provincial governments of those provinces. For example, Ontario’s Official Documents Services takes care of notarized documents in the province and usually finishes authentication in a week.
Global Affairs Canada in Ottawa handles documents from other provinces and territories, such as Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
Processing times are an important part of planning
Processing times vary significantly and directly impact your timeline: Global Affairs Canada requires approximately four months due to high demand and thorough federal review, while provincial authorities like Ontario’s Official Document Services complete authentication within one week, making them preferable for urgent applications. Embassy and consulate legalization times vary dramatically by country—from days to months—so contact the relevant diplomatic mission early to confirm their specific requirements and avoid delays.
Countries that need authentication and legalization
The apostille process works in more than 120 countries, but many places still need the old-fashioned way of authenticating and legalizing documents. These include a lot of countries in Asia, Africa, and the Middle East, as well as a few in other parts of the world that haven’t signed the Hague Apostille Convention.
Check this list to see if your destination country requires this traditional method or accepts apostilles before you start the authentication process. This decision will affect how you prepare all of your documents.
The Full Process of Authentication and Legalization
Getting Ready
To find out what the receiving organization in your destination country needs, get in touch with them first. Some groups may want the original documents, while others may be fine with certified copies. Before starting the process, you should make sure you know how many copies you need and what other documents you need to provide.
You will need a certified translation if your document is not in English. The process of authenticating and legalizing the translated document is usually the same as that of the original, so be ready for that.
Sending in Documents
Take your notarized document to the right Canadian government office to have it authenticated. Include all the necessary paperwork and fees. Once your submission is complete and meets all the requirements, processing begins.
Legalization after Authentication
Once you have your authenticated document from the Canadian government, get in touch with the embassy or consulate of the country you want to send it to. Every diplomatic mission has its own rules, fees, and processing times that must be followed exactly.
Professional Services: Making the Process Easier
Many Canadians think the process of getting their documents authenticated and legalized is hard, especially when they have to meet tight deadlines or don’t know what the embassy needs. Professional services can take care of everything from notarization to final legalization. They usually do it faster because they have established relationships with processing authorities and diplomatic missions.
When you hire someone to help you, make sure they know the authentication and legalization rules for the country you are going to. The best services will help you get your documents ready, work with several government agencies, and keep you up to date on the status of your application.
Are you ready to start authenticating your documents?
It doesn’t have to be hard to figure out how to authenticate and legalize something. Professional help can make sure that your immigration papers, business contracts, or personal certificates are all ready for international acceptance.
Bridge Sailing Legal Service specializes in authentication and legalization services for countries that are not part of the Apostille Convention. They take care of the complicated two-step process from beginning to end. We know how to work with both Canadian government agencies and international diplomatic missions, so we can make sure your documents are ready to be used around the world. Contact us to talk about your specific needs and timeline, or come to our office Monday through Saturday from 10:00 am to 6:00 pm for help right away.