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16.07.2025

Who Is Authorized to Apostille a Document in Canada?

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

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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.

What Is an Apostille and the Hague Apostille Convention?

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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.

Apostille vs. Document Authentication and Legalization

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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.

Who Can Issue an Apostille in Canada?

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Global Affairs Canada (GAC)

Global Affairs Canada (GAC) is the federal authority responsible for issuing apostilles for documents issued by the Government of Canada. This includes federally issued documents such as Canadian passports, federal criminal record checks issued by the RCMP headquarters in Ottawa, and documents from federal departments or agencies. In addition to federal documents, GAC also issues apostilles for documents that originate from provinces and territories that do not have their own apostille authorities. As of July 2024, the regions include: Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, Prince Edward Island, Northwest Territories, Nunavut, and Yukon.

Before sending a document for an apostille in the authentication services section at Global Affairs Canada, ensure you know where it was issued or notarized. Global Affairs Canada is the appropriate authority to contact, whether the document originated from the federal government or one of the provinces or territories listed above. Using the correct office ensures that your document will be properly authenticated and accepted in any country that is part of the Hague Apostille Convention.

Provincial Authorities

Since January 11, 2024, Canada joined the Apostille Convention. This change means that Canadian public documents no longer require embassy or consular legalization to be acknowledged in other signatory countries of the Hague Convention. Instead, apostilles are now issued by either the federal government or the province or territory where the document was issued or notarized.

The following provinces currently issue apostilles through their designated government offices:

Submitting your documents to the appropriate authority ensures their acceptance in other countries that are members of the Apostille Convention.

Types of Canadian Documents Eligible for Apostille

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If you're thinking about using Canadian documents in another country, it's good to be aware of which ones can get apostille certification. Here’s an informative breakdown of the most commonly apostilled documents, sorted by category, to help you get your paperwork in order.

1. Vital Records

2. Legal and Court Documents

3. Government-Issued Documents

4. Educational Documents

5. Business and Corporate Documents

6. Police Certificates and Criminal Record Checks

Used for immigration, employment, or travel visas:

7. Professional and Licensing Documents

8. Certified Translations

Step‑by‑Step Apostille Process

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Prepare Your Document

To obtain an apostille in Canada, your document must meet specific requirements. It must either be an original document with the issuing authority’s signature, seal, or stamp, or a notarized true copy made by a Canadian notary public. Photocopies are not accepted unless notarized. Some documents—such as educational records, powers of attorney, private legal documents, or translations—must be notarized before they can be apostilled.

If your document is written in a language other than English or French, a certified translation is required, and it must also be notarized to confirm its accuracy. Improper or uncertified translations may lead to rejection. Always confirm the document requirements with the appropriate apostille authority (federal or provincial) before submitting.

Send Your Document to Global Affairs Canada or Provincial Competent Authorities

In Canada, apostilles are issued either by Global Affairs Canada (GAC) or a provincial competent authority, depending on where the document was issued or notarized.

Submission procedures vary. Most authorities accept applications by mail; some offer in-person services by appointment only. Always check the official website of the appropriate authority for current forms, submission methods, and requirements. Submitting to the incorrect office can result in delays or rejections.

Processing Time

Upon submission of your documents to the relevant authority, they will undergo a review and processing phase to ensure compliance with the requirements for an apostille.

To obtain the most precise and current information, it is advisable to consult the official website of the relevant issuing authority.

Contact me if you need your documents apostilled or authenticated.

Common Issues

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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.

Simplify the Apostille Process with Expert Help

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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.