Who Is Authorized to Apostille a Document in Canada?

On January 11, 2024, Canada became a member of the Hague Apostille Convention. Learn who can authenticate, legalize, or apostille public documents.

If you’re preparing to use Canadian documents abroad, you may be asked to have them apostilled. But one of the most common questions people ask is: Who can apostille a document in Canada? The answer depends on the type of document, where it was issued or notarized, and which authority has jurisdiction over it.

As of January 11, 2024, Canada officially joined the Hague Apostille Convention, making it easier to have Canadian public documents recognized in over 120 participating countries. This new process replaces the older system of authentication and legalization, reducing both steps and wait times, provided you send your documents to the appropriate federal or provincial authority.

In this article, we’ll clearly explain who is authorized to apostille a document in Canada, how to know whether your document falls under federal or provincial responsibility, and what you need to do to ensure your application is processed without delay. If you're unsure where to begin or want to avoid sending your documents to the wrong place, keep reading or contact me, and I will gladly assist on a turnkey basis. My team and I will help apostille, authenticate, and legalize your documents.

The Hague Apostille Convention is an international treaty established in 1961 to simplify the process of recognizing public documents between countries. Prior to this agreement, documents including birth certificates, marriage licenses, and academic records were required to undergo a two-step process: authentication by the issuing country and legalization by the embassy or consulate of the destination country.

The Convention replaces that process with a single certificate called an apostille, which verifies the origin of a public document, confirming that the signature, seal, or stamp on it is genuine and authentic. It does not validate the content of the document itself. An apostille allows the document to be accepted in any country that is a party to the Convention without further authentication. More than 120 countries are part of the Hague Apostille Convention.

As of January 11, 2024, Canada officially became a member, making it easier for Canadians to use their public documents abroad without requiring legalization by an embassy or consulate, as long as the receiving country is also a member of the Apostille Convention. Check this most comprehensive guide to apostilling Canadian documents for details.

An apostille certificate confirms the authenticity of a public document, enabling its use in another country that is a party to the Apostille Convention. Since Canada joined the Convention on January 11, 2024, the apostille process has replaced the older method of document authentication and legalization for member countries. This change streamlines international document validation by eliminating the need for both authentication by a Canadian authority and legalization by the foreign country’s embassy or consulate.

Previously, Canadian documents had to go through a two-step process: authentication by Global Affairs Canada or a provincial authority, followed by legalization by the relevant embassy or consulate of the destination country. Now, a single apostille issued by an authorized Canadian office—federal or provincial—is sufficient for use in other Hague Convention countries. However, if the destination country is not a member of the Convention, the traditional authentication and legalization process is still required.

Certain documents are not eligible for an apostille in Canada. These include photocopies that are not properly notarized, laminated documents, and documents missing required signatures, seals, or stamps. Canada also does not apostille foreign documents issued outside of Canada, religious documents such as baptism or confirmation records, or any documents that do not meet the standards of the issuing authority. All documents must be official, complete, and in acceptable condition.

Applications are also commonly rejected due to errors in notarization or translation, or because they are sent to the wrong government office. For example, if a document is translated into English or French but the translation is not certified and notarized, it will not be accepted. Likewise, if a document is intended to be processed by a provincial authority but was sent to Global Affairs Canada or vice versa, the application may be delayed or returned. Always review the submission guidelines provided by the responsible authority before submitting your application.

Need help getting your Canadian documents apostilled? We provide full-service support to make the process easy and accurate—from certified translations and notarization to submitting your documents to the correct federal or provincial authority. Whether your documents were issued by a university, government office, or notary public, we ensure everything meets the exact standards required for apostille certification in Canada.

Avoid delays or rejections and let us handle the paperwork for you. Contact me today to get a quote and start your apostille process with confidence.