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Apostille of notarized documents through Ontario

Apostille of original Canadian documents

Apostille of notarized copies of Canadian documents

Interesting cases of my clients

Feedback from my clients

Apostille of notarized documents through Ontario

Notarized documents are apostilled by different ministries depending on the province in which they were signed. Each ministry has its own processing times and fees for obtaining an apostille. The fastest and most convenient option is ODS, the provincial ministry in Toronto, which accepts documents in person and places an apostille on the same day as the visit.

ODS can only apostille documents signed by Ontario notaries. This means that to apostille a power of attorney, consent, statement, etc. at ODS, these documents must be signed by a notary from Ontario. It is important that the notary is also registered with ODS and has an embossed seal.

It does not matter which province you are in—you can sign your document with my Ontario notary online via video call. This significantly speeds up the process and provides the assurance of working with a trusted notary.

General procedure for apostilling a notarized document through Ontario:

You provide me with the text of the document, which you have agreed upon with a notary or lawyer in your country so that the text is compliant with that country’s laws.
I will translate the text into English and email you a PDF file, as well as a prepaid shipping label for sending the document you have signed via Xpresspost courier.
You will need to print this English-language document and sign it with my notary during a video call.
I will schedule your online appointment with the notary at a time that is convenient for you. You will need to show a valid ID on camera, then sign the document, and during the video call send the notary a photo of the signed document.
Next, you must send the original signed document to the notary using the printed shipping label.
Once the notary receives the document, they will certify it with their signature and seal.
I will pick up the signed document from the notary, prepare the necessary package of documents for ODS (the provincial ministry in Toronto), and personally go there to have the apostille affixed.

If you need a translation of the apostilled document afterwards:

I will translate the apostilled document into the required language.
Some organizations in other countries require the translation to be notarized. If you need notarization, I can arrange it as an additional service.
Some organizations, in addition to notarization, also require an apostille on the translation. If you need an apostille on the translation, I can arrange it as an additional service.

Finale. I will send the documents to you anywhere within Canada or to any other country, or you can pick them up from me in person (in the city of Vaughan, Ontario).

Time frames:
— The translation of a document takes 1-3 days.
— Remote notarization of the document takes 1 day.
— An apostille at ODS is issued within 1 business day. I usually go there every Wednesday, but I can go on another day upon agreement.
— Notarization of the translation takes 1 day (Optional).
Delivery of documents via Xpresspost courier within Canada usually takes 1-3 days per shipment.

Apostille of original Canadian documents

Canadian documents are apostilled in ministries of different provinces depending on where they were issued. Each ministry sets its own processing times and fees for obtaining an apostille.

It is important to note that not all Canadian documents can be apostilled in their original form. Each ministry has a list of documents that require additional notarization, meaning that an apostille can only be placed on a True Copy rather than the original. You do not need to worry about this – I will check the requirements myself and suggest the appropriate procedure.

If, according to the requirements of the Canadian ministry, an apostille can be obtained on the original document, this is the simplest method. In this case, the apostille is attached to the original document. The apostille will include information about the government authority that issued the document or the public official who signed it.

General procedure for apostilling original Canadian documents:

You send me the original document via Xpresspost courier or bring it in person (Vaughan, Ontario).
I will send the required package of documents to the appropriate provincial ministry in Canada for the apostille. If your document was issued in Ontario, I will personally go to ODS (the provincial ministry in Toronto) to obtain the apostille.

If you need a translation of the apostilled document afterwards:

I will translate the apostilled document into the required language.
Some organizations in other countries require the translation to be notarized. If you need notarization, I can arrange it as an additional service.
Some organizations, in addition to notarization, also require an apostille on the translation. If you need an apostille on the translation, I can arrange it as an additional service.

Finale. I will send the documents to you anywhere within Canada or to any other country, or you can pick them up from me in person (in the city of Vaughan, Ontario).

Time frames:
— The processing times for obtaining an apostille in ministries of different provinces vary from 1 to 14 business days.
— The translation of a document takes 1-3 days (Optional).
— Notarization of the translation takes 1 day (Optional).
— Delivery of documents via Xpresspost courier within Canada usually takes 1-3 days per shipment.

Apostille of notarized copies of Canadian documents

Notarized copies of Canadian documents are True Copies obtained from a Canadian notary. Since my notary is located in Ontario, all notarized copies issued by them can be apostilled at ODS, where apostilles are issued on the day of the visit.

If, according to the requirements of the Canadian ministry, an apostille cannot be obtained on the original document, additional notarization is required for apostilling. In other words, the apostille can only be placed on a True Copy of the document. In this case, the apostille is attached not to the original document but to its notarized copy. The apostille will contain information about the notary who certified the True Copy rather than the organization that issued the document.

General procedure for apostilling notarized copies of Canadian documents:

You send me the original document via courier or bring it in person (Vaughan, Ontario).
I will make a notarized copy of your document (True Copy).
I will prepare the necessary package of documents for ODS (the provincial ministry in Toronto) and personally go there to obtain the apostille.

If you need a translation of the apostilled document afterwards:

I will translate the apostilled document into the required language.
Some organizations in other countries require the translation to be notarized. If you need notarization, I can arrange it as an additional service.
Some organizations, in addition to notarization, also require an apostille on the translation. If you need an apostille on the translation, I can arrange it as an additional service.

Finale. I will send the documents to you anywhere within Canada or to any other country, or you can pick them up from me in person (in the city of Vaughan, Ontario).

Time frames:
— Notarization of the document (True Copy) takes 1 day.
— An apostille at ODS is issued within 1 business day. I usually go there every Wednesday, but I can go on another day upon agreement.
— The translation of a document takes 1-3 days (Optional).
— Notarization of the translation takes 1 day (Optional).
— Delivery of documents via Xpresspost courier within Canada usually takes 1-3 days per shipment.

Interesting cases of my clients

1. How to apply for citizenship for a child born in Canada? A birth certificate mistake

If your child is born in Canada, they automatically have Canadian citizenship. However, if you wish to obtain citizenship of your country for them, you will likely need an apostille on the birth certificate.

📌 A common mistake parents make
Recently, a client reached out to me in a hurry to obtain Spanish citizenship for their child. They had scheduled an appointment at the consulate and asked me to apostille the birth certificate within a week.

In Ontario (and other Canadian provinces), there are different types of birth certificates.
🔹 Short Form – may NOT include parents’ information.
🔹 Long Form – includes the names of the parents.

‼ The problem: The client brought a Short Form birth certificate, which did not contain the parents’ details.
‼ The Spanish consulate only accepts the Long Form!

❌ If they had submitted the document without the parents’ names, it would have been rejected.

📌 How did I help solve the issue?
✅ Explained to the client that their document was not suitable.
✅ They submitted a request for a new birth certificate (Long Form) through ServiceOntario
✅ As soon as the document was ready, I quickly arranged for its translation and apostille.
✅ The client successfully obtained citizenship for their child without any issues.

🚨 Important!
Before submitting documents to a consulate, check which specific forms of birth certificates they require.

✅ If you’re unsure which document is needed, contact me, and I’ll help clarify the requirements.

2. How a client received an apostille in 1 day (urgent apostille service)

Apostilling documents in Canada is not a fast process. However, there are situations where an apostille is needed urgently—sometimes as soon as the next day.

Recently, a client contacted me, needing an apostilled police clearance certificate by Wednesday. The request came in on… Sunday evening.

📌 The problem:
🔹 The certificate was issued by Cobourg Police Service (not the RCMP).
🔹 Such certificates can ONLY be apostilled through a notarized copy.
🔹 The client DID NOT have a physical original—only a digital version.

‼ If they had submitted the unprocessed document, it would have been rejected.

📌 How did I complete the task in 1 day?
✅ On Monday morning, I had the certificate notarized.
✅ On the same day, I went to ODS and obtained an apostille for the notarized copy.
✅ That evening, I sent the client a scanned copy of the finalized document and dispatched the original via overnight courier.
✅ By Tuesday morning, the client had the document in hand and was able to travel to the Philippines without any issues.

🚨 Important detail:
If police clearance certificates are being submitted to a consulate, it is crucial to verify their requirements in advance. For example, the Spanish consulate will ONLY accept a certificate issued by the RCMP and apostilled exclusively through Global Affairs Canada.

📢 Conclusion:
✅ Yes, urgent apostille services are possible! The key is knowing which documents can be notarized while adhering to legal standards.
✅ Not all police clearance certificates can be apostilled the same way. The issuing organization determines where and how the document should be processed.
✅ If you don’t have time for trial and error—reach out to me, and I’ll ensure everything is done correctly.

3. Apostilling "old" documents: How age affects authentication?

📌 How does the "Age" of a document affect apostilling?
An apostille is a confirmation of the authenticity of a document’s seal and signature.
But did you know that some documents cannot be apostilled if they are "too old"?

📌 A client brought a birth certificate… Issued in 1942
They wanted to obtain an apostille for it, but there was a problem:
🔹 In Ontario, only birth certificates issued after 1946 can be apostilled.
🔹 In Quebec, any document older than 5 years is considered "too old"!
🔹 Other provinces have their own rules (for example, in Alberta, there is no strict formal time limit).

‼ What to do if a document exceeds the acceptable age?
✅ Order a new birth certificate – in many cases, a duplicate can be requested through provincial services.
✅ Apostille a notarized copy – but not all organizations accept it (for example, for citizenship applications, the original is usually required).
✅ Send the document directly to Global Affairs Canada – they sometimes authenticate older documents, but processing times are long.

📢 Conclusion:
✅ If you have an old document, check whether it can be apostilled in its original form or if a new copy is required.
✅ Not all organizations accept an apostilled copy instead of the original!
✅ Don’t waste time – ask professionals for guidance and save both time and money.

4. Translation requirements of different consulates: Why do consulates require an apostille on translations?

When clients request translations for consular applications, they are often surprised to learn that a translation alone is not sufficient – an apostille on the translation is also required.

📢 Example:
Recently, a client approached me to apostille a birth certificate for submission to the Moldovan consulate.
They already had a completed translation, but… it was rejected!

❌ The problem:
✔ The consulate required the translation to be notarized and apostilled.
✔ The translator who completed it had gone on vacation and was unavailable.
✔ The client had to get a new translation because only the original translator could notarize their own work.

📌 Why do consulates require an apostille on a translation?
🔹 To verify that the translation was performed by a professional – the notary confirms the translator’s identity and oath.
🔹 To provide an additional guarantee of translation accuracy – especially for documents submitted abroad.
🔹 Because it is required by the internal laws of the country – in some countries, translations must be "legalized."

🚨 How to avoid issues?
✅ Before ordering a translation, check the specific requirements of your country’s consulate.
✅ If the consulate requires an apostille on the translation – only the translator who performed the translation can obtain it.
✅ Do not wait until the last moment – notarization and apostilling may take several days.

📢 Conclusion:
✅ Not all translations can be submitted as-is – some require an apostille.
✅ If you have an old translation, check whether the consulate will accept it or if a new one is needed.
✅ If you are unsure about the requirements – contact me, and I will help you understand them!