How to Apostille Your Documents in Ontario, Canada 2026

The Ontario apostille process has transformed how residents, businesses, and students prepare their documents for international recognition. Since Canada officially joined the Hague Apostille Convention in January 2024, the process of document authentication in Ontario has become faster, more efficient, and globally accepted - eliminating the old, time-consuming legalization system.

Whether you need to authenticate a birth certificate, university degree, marriage record, or corporate document, understanding how to get an apostille in Ontario is essential. In this guide, we’ll walk you through the step-by-step process, eligibility rules, and translation requirements. Plus, with Globeia’s trusted apostille services in Ontario, you can enjoy a smooth, secure, and professionally managed experience from start to finish.

The introduction of the new Ontario apostille system has completely modernized how residents and organizations authenticate documents for use abroad. Previously, applicants had to send their Ontario documents to Global Affairs Canada (GAC) for authentication and then to a foreign Embassy or Consulate for legalization - a long and often frustrating process.

Now, with Canada’s adoption of the Hague Apostille Convention, document legalization has become much simpler and faster. For a full overview of how Canada's accession to the Convention changed document authentication nationwide, read Canada Apostille: Everything You Need to Know. The Official Document Services (ODS) in Ontario now serves as the central provincial authority for issuing apostilles in Ontario, allowing you to get your vital, educational, or business documents certified locally for international use. This streamlined Ontario apostille process eliminates unnecessary steps, shortens processing times, and ensures global recognition - making it easier than ever to validate your Canadian documents worldwide.

If your document was issued or notarized in Ontario, you can obtain an apostille certificate directly through the Official Document Services (ODS) - the official authority responsible for issuing apostilles in the province. This change took effect after Canada joined the Hague Apostille Convention in January 2024, simplifying the international document legalization process.

To determine whether your document qualifies for the Ontario apostille process, ask yourself these two questions:

• Was my document issued in Ontario (e.g., birth, marriage, or business registration certificate)?
• Was my document notarized by a licensed Ontario notary public?

If the answer is yes to either question, your document can be apostilled by the Official Document Services.

Below is their official address for mail-in submission:

Official Document Services (ODS)

777 Bay Street, Lower Level

For in-person submission, ODS accepts requests at the following locations:

• Toronto: 777 Bay Street, Lower Level, Toronto, ON M7A 2J8
• Ottawa: 161 Elgin Street, Fourth Floor, Ottawa, ON K2P 2K1
• Sault Ste. Marie: 101-420 Queen Street East, Sault Ste. Marie, ON P6A 1Z7
• Windsor: 205-400 City Hall Square East, Windsor, ON N9A 7K6
• Thunder Bay: 113-435 James Street South, Thunder Bay, ON P7E 6T1

You can also start your application online through the Ontario document authentication portal before mailing or attending in person. 

Before submitting, confirm your document qualifies. ODS only apostilles Ontario-issued or Ontario-notarized documents. Ask yourself:

• If your document is thicker than 7mm, ensure it has two holes punched in the top-left corner.
• This allows the apostille certificate to be securely attached.
• Always send original documents (photocopies are not accepted).

If your document was issued outside Ontario, it must be sent to the appropriate provincial authority or Global Affairs Canada (GAC), depending on its origin.

With this system, getting an apostille in Ontario is now faster, more transparent, and internationally recognized - ensuring your Canadian documents are ready for global use.

Applying for an apostille in Ontario is few steps process when your documents meet the Official Document Services (ODS) requirements.

Step 1: Confirm Your Document Is Eligible

Ensure your document was issued or notarized in Ontario. Documents from other provinces or federal authorities must be submitted to the appropriate competent authority.

Step 2: Prepare Your Document

Submit the original document. If notarization is required, have it completed by an Ontario notary public before applying. Documents not in English or French must include a certified translation. Documents thicker than 7 mm should have two holes punched in the top-left corner.

Step 3: Complete Your Application

Include your original document, completed ODS application form, applicable government fee, and a prepaid return envelope or courier waybill for mail applications.

Step 4: Submit Your Documents

You can submit your Ontario apostille application in one of the following ways:

• By mail to the ODS office in Toronto.
• Through Globeia's Ontario Apostille Service, where our team reviews your documents, helps identify any missing notarization or translation requirements, coordinates the submission with the appropriate government authority, and securely returns your completed documents. This option can help reduce errors and simplify the process, especially for applicants outside Ontario or Canada.
• Processing times vary depending on the submission method and document type.

Step 5: Receive Your Apostille

Once approved, ODS attaches the Ontario apostille certificate to your original document, making it valid for use in Hague Apostille Convention member countries.

You can get the following documents apostilled in Ontario through the Official Document Services (ODS):

• Birth Certificates - Including the new polymer birth certificates issued in Ontario.
• Death Certificates - Officially registered death records eligible for apostille.
• Marriage Certificates - Certified copies of marriage records issued in Ontario.
• Business Registry Documents - Issued by the Ontario Business Registry (OBR) or Business and Personal Property (BPP) branch as of 1991.
• Court-Issued Documents -
  • Documents issued after July 9, 2023, by the Superior Court or Ontario Court of Justice can be apostilled (approx. 10 business days for in-person submission).
  • Documents issued before July 10, 2023, including divorce certificates, require certification by an Ontario notary public before apostille.
• Ontario Postsecondary Degrees, Diplomas, and Transcripts - Documents issued since January 1, 2019 from Ontario public post-secondary institutions are eligible for direct apostille and no longer require notarization before submission. This is a key change introduced when Canada joined the Hague Convention in 2024.

These documents, once apostilled, are legally recognized for international use, ensuring your Ontario-issued records meet global standards.

Since January 11, 2024, the type of certificate ODS issues depends on where your document is going. If your document is destined for a Hague Convention member country, ODS will issue an apostille. This completes the legalization process - no further embassy or consulate steps are needed in most cases.

If your document is destined for a non-Hague country, ODS will issue a certificate of authentication instead. The destination country may still require additional consulate or embassy legalization on top of that.

Always confirm with your consulate, embassy, or receiving authority what they require before submitting. ODS cannot advise on foreign requirements. Check your destination country's status at hcch.net.

If your Ontario document is not in English or French, a certified translation is required before it can be apostilled. This ensures your document is accepted during the Ontario apostille process and recognized for international use.

When getting your document translated and notarized:

• The notary public’s official seal and signature must appear on the same page as the translation; otherwise, re-notarization will be needed.
• Ensure the notary is Ontario-certified, as the Official Document Services (ODS) will verify it.
• Only hard copies are accepted for notarization; digital versions cannot be submitted.

For a hassle-free experience, you can get your documents professionally translated and notarized through Globeia, ensuring your Ontario apostille application is accurate, complete, and fully compliant with international standards.

Avoid these common mistakes to prevent delays in your Ontario apostille application.

• Submitting the wrong document: ODS only apostilles documents issued or notarized in Ontario. Federal and out-of-province documents must be submitted to the correct authority.
• Missing notarization: Documents such as powers of attorney, affidavits, and some court documents require notarization before submission.
• Sending photocopies: ODS generally requires original documents. Ensure thicker documents have two holes punched for the apostille certificate.
• Not including a return envelope: Mail applications should include a prepaid return envelope or courier waybill.
• Not confirming the destination country: ODS issues either an apostille or a certificate of authentication depending on where the document will be used.
• Ignoring translation requirements: Documents not in English or French should include a certified translation before submission.

Globeia Incorporated in Scarborough, Ontario, helps coordinate the apostille process in Ontario on your behalf. We support clients with document review, preparation, and submission to the designated Canadian competent authority for authentication. Through Globeia’s SmartPortal and SmartForms, you can securely upload your documents online. Every application is carefully reviewed by our team before submission to help ensure accuracy, completeness, and smooth processing of your apostille in Ontario.

Globeia Incorporated is also RCMP-accredited for fingerprint submissions to CCRTIS from its Canadian office. For international clients needing both Canadian and US services, Globeia Inc. USA separately supports US-based requirements.

Please note that Globeia does not directly apostille official government documents and does not perform apostille services on behalf of any government authority. All apostille and authentication requests are submitted by our company to the designated competent government authority on your behalf.

Getting an apostille in Ontario is faster than ever since Canada joined the Hague Convention in 2024 - but the timeline still catches people off guard. Mail submissions to ODS take up to 15 business days, and that does not include return shipping to your destination.

Whether you need an Ontario apostille for immigration, a citizenship application, a marriage abroad, or a work visa, the process is the same - and the window is tighter than most people plan for. Globeia's Ontario apostille service coordinates the full process from start to finish - document review, notarization, and direct submission to ODS on your behalf.

Get Your Ontario Apostille with Globeia Today