26.09.2025
How to Legalize a Document in Canada: Document Legalization, Authentication & Apostille Explained
Need help legalizing a document in Canada? Learn how authentication, apostilles, and legalization work to ensure your documents are recognized abroad.
When Canadian documents need to be used abroad—whether for immigration, employment, education, or business—foreign authorities often require proof that those documents are genuine. This process is known as legalization, and it ensures that official records such as birth certificates, degrees, or corporate papers are accepted internationally.
In Canada, the terminology can cause confusion. Many countries recognize an apostille under the Hague Apostille Convention, while others still require the two-step process of authentication and legalization. Canada has joined the Hague Conference on Private International Law on January 11, 2024, and now Canadian officials issue apostilles to documents intended for member countries. But the process of authentication and legalization still applies to countries that are not members.
In this article, we’ll clearly explain how document legalization works in Canada, the difference between apostilles and authentication/legalization/attestation, and the steps you need to follow depending on your destination country. If you’re unsure where to begin or want to avoid delays, keep reading or contact me for assistance. My team and I provide full authentication and legalization services, including helping you get a document recognized in another country through Canada’s apostille service.
In Canada, the terminology can cause confusion. Many countries recognize an apostille under the Hague Apostille Convention, while others still require the two-step process of authentication and legalization. Canada has joined the Hague Conference on Private International Law on January 11, 2024, and now Canadian officials issue apostilles to documents intended for member countries. But the process of authentication and legalization still applies to countries that are not members.
In this article, we’ll clearly explain how document legalization works in Canada, the difference between apostilles and authentication/legalization/attestation, and the steps you need to follow depending on your destination country. If you’re unsure where to begin or want to avoid delays, keep reading or contact me for assistance. My team and I provide full authentication and legalization services, including helping you get a document recognized in another country through Canada’s apostille service.
Understanding Apostille vs. Authentication, Legalization & Attestation
What is an Apostille?
The Hague Apostille Convention of 1961 created an apostille as an official certificate. It validates the authenticity of the signature, seal, or stamp on a public document, enabling the document to be acknowledged in other Convention member countries. This system was created to simplify the process of validating documents internationally, removing the need for further certification by foreign embassies or consulates.
Canada has been issuing apostilles since January 11, 2024, when it joined the Apostille Convention. Apostille-bearing Canadian documents are accepted in all Hague Convention countries without needing any additional legalization. This change has streamlined the process for Canadians using personal, educational, or business documents abroad. Check this most comprehensive guide to apostilling Canadian documents for details.
Canada has been issuing apostilles since January 11, 2024, when it joined the Apostille Convention. Apostille-bearing Canadian documents are accepted in all Hague Convention countries without needing any additional legalization. This change has streamlined the process for Canadians using personal, educational, or business documents abroad. Check this most comprehensive guide to apostilling Canadian documents for details.
What Is Authentication & Legalization?
Authentication is the process used in Canada to confirm that the signature, seal, or stamp on a public document comes from a recognized Canadian authority. This step is carried out by Global Affairs Canada or by a designated provincial or territorial authority, depending on where the document was issued. It does not verify the accuracy of the document’s content, but it ensures that the document was properly issued and signed by an authorized official.
Legalization is required when a document will be used in another country that is not a member of the Hague Apostille Convention. After authentication, the document must be taken to the embassy or consulate of the destination country in Canada. The embassy or consulate will certify the document and confirm that this authentication is valid in Canada to allow legal recognition of the document outside of Canada. As of January 11, 2024, Canada started issuing apostilles on documents that will be used in Hague signatory nations. Consequently, the authentication and legalization process is currently only required for documents intended for use in non-Hague countries.
Legalization is required when a document will be used in another country that is not a member of the Hague Apostille Convention. After authentication, the document must be taken to the embassy or consulate of the destination country in Canada. The embassy or consulate will certify the document and confirm that this authentication is valid in Canada to allow legal recognition of the document outside of Canada. As of January 11, 2024, Canada started issuing apostilles on documents that will be used in Hague signatory nations. Consequently, the authentication and legalization process is currently only required for documents intended for use in non-Hague countries.
Who Can Issue an Apostille in Canada?
Federal (Global Affairs Canada)
Global Affairs Canada (GAC) is the federal authority responsible for issuing apostilles for documents created by the Government of Canada, such as citizenship certificates, Canadian passports, and RCMP criminal record checks. GAC also processes documents that were issued or notarized in provinces and territories that do not have their own apostille authority.
These include Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Yukon, Nunavut, and the Northwest Territories. If your document comes from one of these jurisdictions, or if it is a federal record, you must apply through Global Affairs Canada to obtain an apostille.
These include Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Yukon, Nunavut, and the Northwest Territories. If your document comes from one of these jurisdictions, or if it is a federal record, you must apply through Global Affairs Canada to obtain an apostille.
Provincial Authorities
Certain provinces have established their own “competent authorities” to issue apostilles for documents created or notarized within their borders. For example, the Ministry of Attorney General in British Columbia handles apostilles for BC-issued documents, while the Ministry of Justice in Alberta performs this role for Alberta documents. Other provinces, including Ontario, Saskatchewan, and Québec, also have designated offices responsible for issuing apostilles.
Applicants must submit their requests to the correct provincial authority if the document was issued in a province with its own apostille office. If the document originated in a province or territory without one, or if it is a federal document, the application must go through Global Affairs Canada.
Applicants must submit their requests to the correct provincial authority if the document was issued in a province with its own apostille office. If the document originated in a province or territory without one, or if it is a federal document, the application must go through Global Affairs Canada.
The Legalization Process in Canada: Step-by-Step
Step 1: Document Preparation & Notarization
Global Affairs Canada (GAC) is the federal authority responsible for issuing apostilles for documents created by the Government of Canada, such as citizenship certificates, Canadian passports, and RCMP criminal record checks. GAC also processes documents that were issued or notarized in provinces and territories that do not have their own apostille authority.
These include Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Yukon, Nunavut, and the Northwest Territories. If your document comes from one of these jurisdictions, or if it is a federal record, you must apply through Global Affairs Canada to obtain an apostille.
These include Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Yukon, Nunavut, and the Northwest Territories. If your document comes from one of these jurisdictions, or if it is a federal record, you must apply through Global Affairs Canada to obtain an apostille.
Step 2: Get an Apostille or Authenticate Your Document
The next step depends on where the document was issued and where it will be used. Since January 11, 2024, Canada has been a member of the Hague Apostille Convention.
Documents issued or notarized in British Columbia, Alberta, Ontario, Saskatchewan, or Québec are reviewed by the provincial authority responsible for issuing apostilles.
- For countries that are members of the Hague Apostille Convention, you will need an apostille.
- For countries that are not members, the process still begins with authentication, followed by legalization at the destination country’s embassy or consulate (see Step 3).
Documents issued or notarized in British Columbia, Alberta, Ontario, Saskatchewan, or Québec are reviewed by the provincial authority responsible for issuing apostilles.
Step 3: Document Legalization at Embassy (if needed)
If your document is being used in a country that is not a member of the Hague Apostille Convention, you will need an extra step after authentication. In this case, the authenticated document must be submitted to the embassy or consulate of the destination country in Canada. This is called legalization, and it confirms for the foreign authority that the Canadian authentication is valid, allowing the document to be officially recognized abroad.
Step 4: Return & Verification
Once the process is complete, the document will be returned to you. This is usually done by regular mail, prepaid return envelope, or courier, depending on the authority handling your request.
For documents that receive an apostille, there are systems available to check validity. The Global Affairs Canada website, along with certain provincial portals in British Columbia, Alberta, Saskatchewan, and Québec, provides online tools to verify the authenticity of an apostille. Using these resources ensures that your official document is properly recognized before being used abroad.
For documents that receive an apostille, there are systems available to check validity. The Global Affairs Canada website, along with certain provincial portals in British Columbia, Alberta, Saskatchewan, and Québec, provides online tools to verify the authenticity of an apostille. Using these resources ensures that your official document is properly recognized before being used abroad.
Types of Documents Eligible for Authentication or Apostille
- Vital records – include birth certificates, marriage certificates, certificates of non-impediment to marriage, and death certificates, which are used to confirm personal information like identity, family status, or proof of life events.
- Educational credentials – diplomas, transcripts, and degrees; often required when applying for jobs, professional licences, or further studies abroad.
- Corporate and legal documents – affidavits, contracts, and powers of attorney; used to validate business dealings or authorize representation in another country.
- Criminal record checks – usually requested by immigration authorities, employers, or licencing bodies to confirm a clean record.
- Export-related documents – such as certificates of origin or commercial invoices; in many cases, these must first be certified by a Chamber of Commerce before they can be authenticated or apostilled to meet customs or regulatory requirements in the importing country.
Having these documents authenticated and then either apostilled (for Hague Convention countries) or legalized (for non-Hague countries) ensures they are accepted as valid and official by the destination country’s authorities.
Do You Need an Apostille or Legalization?
Before sending your documents abroad, it’s important to know whether the destination country accepts an apostille or requires full legalization. This depends on whether the country of destination is part of the Hague Apostille Convention.
Countries that Accept Apostilles (Apostille Convention Members)
If the country you are sending your documents to is part of the Hague Apostille Convention, an apostille is generally all you need. Once your document has received a document apostille, you can use a Canadian public document, such as a birth certificate, diploma, or corporate document, in other countries without extra legalization. This works because the stamp on the document confirms it is genuine and officially recognized abroad.
However, always find out if your document requires additional steps. For example, if the document was written in a language not accepted by the destination authority, you may need a certified translation. Likewise, the receiving office may verify that the document bears an official seal or signature, or they may state that the document must be authenticated by Global Affairs Canada before acceptance. Checking these details in advance ensures smooth processing and avoids delays.
Examples of Hague member countries include:
However, always find out if your document requires additional steps. For example, if the document was written in a language not accepted by the destination authority, you may need a certified translation. Likewise, the receiving office may verify that the document bears an official seal or signature, or they may state that the document must be authenticated by Global Affairs Canada before acceptance. Checking these details in advance ensures smooth processing and avoids delays.
Examples of Hague member countries include:
- United States
- France
- Germany
- Australia
- Mexico
Countries that Do Not Accept Apostilles (Non-Apostille Convention Members)
If your destination country is not part of the Hague Convention, an apostille alone will not be accepted. In these cases, your documents for use must first be authenticated in Canada by Global Affairs Canada or a provincial/territorial authority (depending on where the document was issued). Then, they must be legalized at the embassy or consulate of the destination country before they can be officially used abroad.
Examples of non-Hague countries include:
Note: This list is also not complete. Always check the specific legalization requirements with the embassy or consulate of the country where you plan to use your documents.
The consulate of the United Arab Emirates (U.A.E.) calls the legalization procedure “attestation”. This attestation of Canadian documents is the same procedure as legalization, just under a different name.
Examples of non-Hague countries include:
- United Arab Emirates (UAE)
- Qatar
- Kuwait
- Vietnam
- Bangladesh
Note: This list is also not complete. Always check the specific legalization requirements with the embassy or consulate of the country where you plan to use your documents.
The consulate of the United Arab Emirates (U.A.E.) calls the legalization procedure “attestation”. This attestation of Canadian documents is the same procedure as legalization, just under a different name.
Processing Times
At Global Affairs Canada, the processing time for authenticating Canadian public documents is about 20 business days, plus additional mailing time through services such as Canada Post or private couriers. There is currently no expedited option, so applicants should allow at least a month when planning to use documents abroad. Preparing documents early helps avoid delays, especially for time-sensitive cases like immigration, employment, or study permits.
For embassy or consulate legalization, timelines are less predictable. Some missions complete legalization in as little as 1 day, while others may take up to 2 weeks, depending on their workload and requirements. A few consulates offer rush services, but these usually come with extra fees and may not be available in every country.
Please contact me if you need to receive your documents as soon as possible. I have several ways to expedite the process.
For embassy or consulate legalization, timelines are less predictable. Some missions complete legalization in as little as 1 day, while others may take up to 2 weeks, depending on their workload and requirements. A few consulates offer rush services, but these usually come with extra fees and may not be available in every country.
Please contact me if you need to receive your documents as soon as possible. I have several ways to expedite the process.
Simplify Document Legalization with Expert Help
Need help getting a document recognized in another country? We provide full-service authentication and legalization services, including apostille services, to ensure a smooth and accurate process—from certified translations and notarized documents to submitting your paperwork to Global Affairs Canada, provincial authorities, or foreign embassies and consulates. Whether your documents were issued by a school, court, government office, or notary public, we ensure they meet the exact standards required abroad.
Avoid delays, long processing times, or costly rejections by letting us handle the details for you. Contact me today for a personalized quote and start your document legalization process with confidence.
Avoid delays, long processing times, or costly rejections by letting us handle the details for you. Contact me today for a personalized quote and start your document legalization process with confidence.
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