In today's globalized world, making sure your documents are recognized internationally is really important. Whether you are planning to study in another country, explore job opportunities abroad, or do business across borders, having your documents authenticated is necessary.

Globeia

5 mins

6 Feb

Many Canadians are moving to different countries for career growth and to start a new life. This is why it is essential for them to know about the apostille process – a way to make your documents officially accepted in other countries. This article helps you to understand how to get your Canadian documents authenticated in 2024 and beyond.

Canada’s Participation in the Apostille Hague Convention

Global Affairs Canada announced Canada's formal entry into the Convention, thereby abolishing the requirement of legalization for public documents, on May 16, 2023. By January 11, 2024, Canada joined the Hague Apostille Convention, making it easier for Canadians to deal with international documentation. Nowadays, Canadians can easily obtain an Apostille certificate for their documents rather than the complicated previous process. Any document that requires notarization should be certified first, and then it must be taken to the relevant apostille authority, depending on its notarization province or territory.

This new system is a game changer, reducing the number of processes required to have Canadian documents approved in over 120 countries covered by the convention. The goal of this action is to make life easier for Canadians in other countries by simplifying the process by which their documents are recognized and accepted internationally.

Role of Global Affairs Canada in the Apostille Process

Global Affairs Canada plays a crucial role in the Apostille process because it formally oversees the authentication of federal documents within Canada. The authority acts as the point of contact in terms of managing the Apostille Convention's national implementation. Global Affairs Canada also issues authentication seals on documents headed for non-Hague member countries.

The Notarization Requirement

Some documents, including power of attorney, copies of documents, and public certificates may require notarization prior to their apostille.

Where Should I Send my Canadian Documents for Apostille?

Canadian Government Documents

Federal Canadian documents are apostilled by Global Affairs Canada.

Provincial and Territorial Documents to GAC

Documents issued or notarized in the following provinces and territories should also be sent to Global Affairs Canada:

Manitoba
New Brunswick
Newfoundland and Labrador
Northwest Territories
Nova Scotia
Nunavut
Prince Edward Island
Yukon

Types of Documents that You Can Get Apostilled

Personal Documents

Birth certificates
Marriage certificates
Death certificates
Adoption certificates
Divorce certificates
Power of Attorney documents

Educational Documents

Diplomas
Transcripts
Degrees
Letters of consent for minor children traveling abroad

Business Documents

Certificates of incorporation
Articles of incorporation
Commercial invoices
Certificates of good standing
Powers of Attorney for business transactions

Legal Documents

Affidavits
Statutory declarations
Notarized documents

Government Issued Documents

Police clearance certificates
Health certificates
Court documents

When Is Apostille Needed?

There are several circumstances in which an apostille is necessary. Typical instances include the following:

Employment

You could be required to submit certified documents, such as employment records, diplomas, or education certificates if you intend to work in a foreign nation.

Education

To demonstrate their qualifications, students wishing to study overseas frequently need to apostille their academic records or degrees.

Marriage or Divorce

You must get your marriage or divorce certificates apostilled if you're getting married or divorcing abroad.

Business

You need to validate Canadian contracts, incorporation certificates, or powers of attorney when doing business abroad.

Using Canadian Documents in Non-Hague Countries

Apostille will not work if you are using Canadian documents in countries outside the Apostille Convention. Instead, the authentication and legalization process, equivalent to an apostille certificate, is required.

In non-signatory countries, the two-step process is used. These countries might demand validation from a Canadian competent authority, which is Global Affairs Canada in this case. Once authenticated, the document must then undergo legalization at the embassy of the country where you intend to submit it. This ensures that your Canadian document meets the specific standards required for recognition in countries that have not signed the Apostille Convention.

In conclusion, Canada's decision to ratify the Hague Apostille Convention in 2024 is a significant step toward the international usage of document authentication. It is critical that you understand these changes whether you are a student, a business owner, or a professional moving overseas.

Globeia is available to help you confidently manage the authentication process and to assist you through these changes. Use our online portal for a faster, easier way to utilize Globeia’s expertise for international document validation.

FAQs

What is an apostille and why do I need one?

The apostille certificate authenticates the signature and seal on a Canadian document for use in another country that has signed the Hague Apostille Convention. This convention simplifies document authentication, eliminating the need for legalization by embassies.

Does Canada participate in the Apostille Convention?

Yes, Canada became a member of the Hague Apostille Convention on January 11, 2024. This means you can now obtain an apostille for Canadian documents for use in other Hague member countries.

Where can I get an apostille in Canada

Canadian apostilles are issued by Global Affairs Canada (GAC) and other regional authorities. You can submit your request online or by mail. Applying through a professional document verification service is the fastest option.

What documents can I get apostilled?

Most public documents issued by Canadian authorities can be apostilled, including birth certificates, marriage certificates, diplomas, and academic transcripts. However, some exceptions exist, like passports and commercial invoices.

Do I need to get my document notarized before apostille?

Not all documents need to be notarized before the apostille process. This is true for most public documents. However, in the case of documents such as business letters and power of attorney letters, notarization might be required.

Do I need an apostille for every country?

Yes, you need to specify the country where your document will be used when submitting your apostille application. Separate apostille certificates must be obtained if you intend to use your document in more than one country.

Are Apostilled Documents Accepted Everywhere in the World?

No. The apostille is only valid for countries that are part of the Hague Apostille Convention. Check if your target country is a member before proceeding.

Are Apostilled Countries Accepted Everywhere in the World?

Authorities in the foreign country are highly likely to reject your document, causing delays and potentially jeopardizing your application or transaction.

Can I get an apostille for a foreign document in Canada?

No. Apostille certificates are only generated for documents originating in the issuing country. If you need a foreign document apostilled, you will need to contact the relevant authorities in that country.

Are there any companies offering apostille services?