Since Canada joined the Apostille Convention, sending documents to most countries has become simpler: one apostille and you’re done. But not every country is a member. If your document is going to a country that is not part of the Convention, a different, two-step process usually applies.
Apostille vs. authentication
- Apostille countries: the document receives an apostille and generally does not need further legalization at an embassy or consulate.
- Non-apostille countries: the document receives a certificate of authentication, and is then usually legalized by that country’s embassy or consulate in Canada.
Where Ontario documents go
In Ontario, Official Documents Services (ODS) issues apostilles and certificates of authentication for documents issued in Ontario and for documents notarized by Ontario notaries. Federal documents are handled by Global Affairs Canada.
Where a notary fits in
Many documents must be notarized first, for example a copy of a diploma, a signed declaration, or a power of attorney. Once notarized, the document can go to ODS for authentication and then to the destination country’s embassy or consulate.
Tips before you start
- Confirm with the receiving organization whether the country is an Apostille Convention member and what it requires.
- Check the embassy or consulate’s own legalization requirements, fees and timelines.
- Ask whether translations are needed, and at which stage.
Sources
- Government of Ontario: Authenticate a document for use outside Canada
- Global Affairs Canada: Authentication of documents
Related reading
- What documents can be apostilled in Canada?
- Signing documents for property or banking abroad
- Apostilling Canadian medical degrees for the SCFHS
- Apostille for your RCMP certificate: marriage in Morocco
- Certified true copies in Hamilton
Book with Crown Seal Notary
Crown Seal Notary serves Hamilton and the surrounding area seven days a week. In-office appointments are available at 21 King St W, 5th Floor, and our mobile service comes to your home, workplace, hospital or care home. To book, call 289-207-0851, email info@csnotary.org, or book online. You can also browse all of our services or read our FAQs.
Please note: Crown Seal Notary provides notarization and commissioning services only. We do not provide legal, immigration or financial advice, and we cannot tell you what to write in your document. If you are unsure which document you need, please check with the organization that asked for it or speak with a lawyer or licensed paralegal.
