Frequently Asked Questions
Translations for Immigration to Canada under the Federal Express Entry Program
What are the requirements for document translations for immigration to Canada under the federal Express Entry program?
Official requirements for documents can be found on the website of the Government of Canada department responsible for immigration to Canada, refugees and Canadian citizenship – Immigration, Refugees and Citizenship Canada, abbreviated as IRCC. The most recent version of the official document relied upon by ministry officers when reviewing immigration applications under the Express Entry program, as of March 2021, is available here and here.
Quote No. 1:
Translation of documents
Quote No. 2:
Translation of documents
This paragraph applies if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
Quote No. 1:
Translation of documents
- If a supporting document is in a language other than English or French, the applicant must provide IRCC with an English or French translation stamped by a certified translator or accompanied by an affidavit from the person who completed the translation, if it is not possible to have the translation done by a certified translator
- The translation package should include a copy [of] the original source document that was used by the translator, and the translation of all contents of the original document in either English or French. Both the source document and the translation must either be stamped by the translator or referred to in the affidavit
- a scan of the original document, or a scan of a certified photocopy of the original document
Quote No. 2:
Translation of documents
- If one of your documents is in a language other than English or French, you must also upload an English or French translation that's
- stamped by a certified translator
- The translator should photocopy your original document and stamp it if that's what they based the translation on.
- All stamps and seals that aren't in English or French must also be translated. You can include a scanned copy of a letter explaining that you don't need an affidavit because you used a certified translator.
- accompanied by an affidavit from the person who completed the translation
- Use this option only if a translation cannot be completed by a certified translator.
- Both the translated document and the original document the translator worked from must be referred to in the affidavit.
- a scan of the original document, or a scan of a certified photocopy of the original document that the translator worked from
- You only need to provide a scan of a certified photocopy of the original document if the translation was based on the certified photocopy.
This paragraph applies if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
You must assume that the Ministry does not understand Russian words at all. Even one word in a language unfamiliar to them may change the meaning of the entire document. Imagine that instead of “ФМС”, it said “Недействителен” (“Invalid”) or “Образец” (“Sample”) That is precisely why they require an accurate translation.
The Ministry requires that you provide a translation:
The Ministry requires that you provide a translation:
- either into English or into French – in Canada both languages are officially recognized and interchangeable for all government services
- the translation must be done by a certified translator
- if it is impossible to obtain a translation from a certified translator, it is permitted to attach a regular translation together with an affidavit from the person who completed the translation (although Immigration, Refugees and Citizenship Canada strongly disfavors this)
- the entire contents of the original document must be translated in full. All handwritten notes and all seals and stamps must also be translated. If there is anything on the reverse side of the document, it must also be translated
- additionally, a certified copy of the original document must be attached separately (see here for how to do this) if you are submitting a paper application
- The original document provided for translation, and the translation itself, must be certified with the seal of a certified translator, or these documents and the translation must be mentioned in the affidavit if the translation is performed by a non-certified translator.
- If you are applying online, you must also attach a scan of the original document separately – in the language in which it exists. A regular scan is sufficient; it does not need to be notarized or otherwise specially certified. It is also acceptable to scan a certified copy of the original document, but in that case the translation must be made from that same certified copy.
- Ideally, a certified translator should make a copy from the original paper document and place their seal on that copy, but for this the translator must receive your original document in their hands. You may send me your original documents by mail (preferably via Xpresspost, so that there is a tracking number) or bring them to my office. I will return them to you immediately after making the copies. To avoid traveling twice, you may first send me photographs or scans so that I can complete the translation, and then, when you come to pick up the paper translation, bring the original documents with you. I will make copies in your presence, certify them immediately, and return them to you together with the translations.
Who is a “certified translator”?
The definition on the official website was updated in July 2021.
Quote from the official website (as of July 20, 2021):
Certified translator
A certified translator is a member in good standing of a professional translation association in Canada or abroad. Their certification must be confirmed by a seal or stamp that shows the translator's membership number.
All stamps and seals that are not in English or French must also be translated.
Note: A translator in the process of receiving their certification or accreditation is not considered a certified translator for IRCC's purposes.
According to this definition, a certified translator in Canada is a current member of a Canadian professional translators’ association. “Member in good standing” means that this person meets all the requirements imposed on members of that organization; he or she has not been expelled from membership, their membership has not been suspended, and they have not withdrawn from it voluntarily.
A translator’s “certified” status in Ontario is confirmed by the presence of a round seal indicating that translator’s membership number in the professional translators’ organization ATIO.
Quote from the official website (as of July 20, 2021):
Certified translator
A certified translator is a member in good standing of a professional translation association in Canada or abroad. Their certification must be confirmed by a seal or stamp that shows the translator's membership number.
All stamps and seals that are not in English or French must also be translated.
Note: A translator in the process of receiving their certification or accreditation is not considered a certified translator for IRCC's purposes.
According to this definition, a certified translator in Canada is a current member of a Canadian professional translators’ association. “Member in good standing” means that this person meets all the requirements imposed on members of that organization; he or she has not been expelled from membership, their membership has not been suspended, and they have not withdrawn from it voluntarily.
A translator’s “certified” status in Ontario is confirmed by the presence of a round seal indicating that translator’s membership number in the professional translators’ organization ATIO.
What is an “affidavit”?
Quote from the official website:
Affidavit
A document becomes an affidavit when a person signs the document, in the presence of an authorized person, after taking an oath that what the document says is true and accurate.
An affidavit is often used in order to verify that a translation of a document accurately reflects what is stated in the original language of the document.
An affidavit is a written document that a person signs before an “authorized person” while swearing that the contents of that document are truthful and accurate. In simple terms: the person who completed your translation, if they are not a certified translator, must go to a notary and sign a written statement there confirming that the translation they produced is truthful and accurate.
Affidavit
A document becomes an affidavit when a person signs the document, in the presence of an authorized person, after taking an oath that what the document says is true and accurate.
An affidavit is often used in order to verify that a translation of a document accurately reflects what is stated in the original language of the document.
An affidavit is a written document that a person signs before an “authorized person” while swearing that the contents of that document are truthful and accurate. In simple terms: the person who completed your translation, if they are not a certified translator, must go to a notary and sign a written statement there confirming that the translation they produced is truthful and accurate.
Who is an “authorized person”?
Quote from the official website:
In Canada, examples of authorized persons who can certify the copies of your original documents include:
Outside Canada, each country has different authorities to certify documents. A notary public may be able to certify your documents, but you should check with your local authorities to be sure.
You and your family members cannot certify copies of your documents. In this case, family member means your:
In Canada, “authorized persons”, that is, those who may commission affidavits and certify copies of documents, are notaries public, commissioners for oaths, and commissioners for affidavits. The easiest way to find a notary is simply to type “public notary” into Google. It is important to understand that the affidavit you will be certifying for Canada must be in English or French; therefore, you may go to any notary, even one who does NOT speak Russian.
For certifying an affidavit (a written sworn statement) outside Canada, notaries are also acceptable.
It is further explained that you yourself and members of your family may not translate your documents and, accordingly, may not commission this affidavit. Family members here include parents, guardians, brothers and sisters, spouses, common-law partners, cohabiting partners, grandparents, children, aunts, uncles, nieces, nephews, cousins (male and female).
In Canada, examples of authorized persons who can certify the copies of your original documents include:
- notary public
- commissioner of oaths, or
- commissioner of taking affidavits
Outside Canada, each country has different authorities to certify documents. A notary public may be able to certify your documents, but you should check with your local authorities to be sure.
You and your family members cannot certify copies of your documents. In this case, family member means your:
- parent
- guardian
- sibling
- spouse
- common-law partner
- conjugal partner
- grandparent
- child
- aunt
- uncle
- niece
- nephew
- first cousin
In Canada, “authorized persons”, that is, those who may commission affidavits and certify copies of documents, are notaries public, commissioners for oaths, and commissioners for affidavits. The easiest way to find a notary is simply to type “public notary” into Google. It is important to understand that the affidavit you will be certifying for Canada must be in English or French; therefore, you may go to any notary, even one who does NOT speak Russian.
For certifying an affidavit (a written sworn statement) outside Canada, notaries are also acceptable.
It is further explained that you yourself and members of your family may not translate your documents and, accordingly, may not commission this affidavit. Family members here include parents, guardians, brothers and sisters, spouses, common-law partners, cohabiting partners, grandparents, children, aunts, uncles, nieces, nephews, cousins (male and female).
What provincial or territorial associations of translators and interpreters exist in Canada?
To begin with, Canada has an official body representing all translators and interpreters at the national level – the Canadian Translators, Terminologists and Interpreters Council (CTTIC). The mission of this Council is to support and develop professional translation standards in order to achieve high-quality communication in Canada (through a national standard examination).
This Council unites eight organizations, each of which performs the same function within its own province or territory:
Separately, there is the Ordre des traducteurs, terminologues et interprètes agréés du Québec (OTTIAQ), which withdrew from the CTTIC Council in 2012 but nevertheless remains the official translators’ organization in Quebec.
In each province/territory, only the respective association has the right to grant its members the status of “Certified translator”.
However, since all these organizations are part of the larger CTTIC, a translator who has obtained certified status in one of the organizations (in one province) is automatically considered certified throughout Canada and is entitled to work in all provinces.
To obtain the high status of “Certified translator”, a translator must confirm their education in the field of translation and work experience, become a member of the appropriate association, pay all entrance fees, pay mandatory annual dues, successfully pass several rigorous examinations, and sign agreement with the code of professional ethics of certified translators.
This Council unites eight organizations, each of which performs the same function within its own province or territory:
- Association of Translators and Interpreters of Ontario, ATIO
- Association of Translators and Interpreters of Alberta, ATIA
- Association of Translators and Interpreters of Manitoba, ATIM
- Association of Translators and Interpreters of Saskatchewan, ATIS
- Association of Translators and Interpreters of Nova Scotia, ATINS
- Corporation of Translators, Terminologists and Interpreters of New Brunswick, CTINB
- Society of Translators and Interpreters of British Columbia, STIBC
- Nunavut Interpreters/Translators Association (the status of this organization is unclear)
Separately, there is the Ordre des traducteurs, terminologues et interprètes agréés du Québec (OTTIAQ), which withdrew from the CTTIC Council in 2012 but nevertheless remains the official translators’ organization in Quebec.
In each province/territory, only the respective association has the right to grant its members the status of “Certified translator”.
However, since all these organizations are part of the larger CTTIC, a translator who has obtained certified status in one of the organizations (in one province) is automatically considered certified throughout Canada and is entitled to work in all provinces.
To obtain the high status of “Certified translator”, a translator must confirm their education in the field of translation and work experience, become a member of the appropriate association, pay all entrance fees, pay mandatory annual dues, successfully pass several rigorous examinations, and sign agreement with the code of professional ethics of certified translators.
How to find a certified translator in Ontario?
The most appropriate way is to visit the website of the Association of Translators and Interpreters of Ontario (http://atio.on.ca), go to the “Directory” section, select only certified translators (“Certification Status” = “Certified”, “Category” = “Translator”), select the source language (“Source Language (“from”)” = “Russian”) and the target language (“Target Language (“to”)” = “English”) for your documents, and click “Search.”
For example, from Russian into English, as of May 6, 2021, there are 24 certified translators listed. Most of them provide contact information in their profiles.
Only one of them offers super-fast overnight translations at an extremely low rate – starting from $40 per page. He can be contacted by email at igor@isaev.ca or by submitting a request at the bottom of this page.
For example, from Russian into English, as of May 6, 2021, there are 24 certified translators listed. Most of them provide contact information in their profiles.
Only one of them offers super-fast overnight translations at an extremely low rate – starting from $40 per page. He can be contacted by email at igor@isaev.ca or by submitting a request at the bottom of this page.
Is it necessary to translate a police certificate?
Here are the answers on the official website: one and two.
Quote:
My police certificate is not in English or French. Do I need to send a translation?
Yes. If your documents are not in English or French, you must send a translation from a certified translator with your application.
We don't accept translations by family members.
If your certificate is in a language other than English or French, send the police certificate along with a translation from a certified translator.
If the document you submit contains at least one word NOT in English or NOT in French, it must be translated by a certified translator. Immigration, Refugees and Citizenship Canada does not accept translations completed by you or by members of your family.
Applicants from Russia may obtain this certificate from the Ministry of Internal Affairs of Russia. The official website explains where to apply. In Russian, this certificate is officially called: “Certificate on the presence (absence) of a criminal record and (or) the fact of criminal prosecution or termination of criminal prosecution.” Immigration, Refugees and Citizenship Canada states on its website that this certificate is officially called “Reference certificate (Spravka) (“Issuance of statements of the presence (absence) of convictions and (or) facts of criminal prosecution or termination of criminal prosecution”).” Obviously, the words “Issuance of statements…” are superfluous here; this appears to be a simple typographical error. The Consulate of Russia in Canada usually refers to such certificates simply as “Certificate of absence (presence) of a criminal record,” and nothing more.
Quote:
My police certificate is not in English or French. Do I need to send a translation?
Yes. If your documents are not in English or French, you must send a translation from a certified translator with your application.
We don't accept translations by family members.
If your certificate is in a language other than English or French, send the police certificate along with a translation from a certified translator.
If the document you submit contains at least one word NOT in English or NOT in French, it must be translated by a certified translator. Immigration, Refugees and Citizenship Canada does not accept translations completed by you or by members of your family.
Applicants from Russia may obtain this certificate from the Ministry of Internal Affairs of Russia. The official website explains where to apply. In Russian, this certificate is officially called: “Certificate on the presence (absence) of a criminal record and (or) the fact of criminal prosecution or termination of criminal prosecution.” Immigration, Refugees and Citizenship Canada states on its website that this certificate is officially called “Reference certificate (Spravka) (“Issuance of statements of the presence (absence) of convictions and (or) facts of criminal prosecution or termination of criminal prosecution”).” Obviously, the words “Issuance of statements…” are superfluous here; this appears to be a simple typographical error. The Consulate of Russia in Canada usually refers to such certificates simply as “Certificate of absence (presence) of a criminal record,” and nothing more.
What is the validity period of translations?
We refer to the official IRCC website.
Quote:
Expiry of translated documents
A translation cannot change over time and should be valid indefinitely unless the original document has changed or has expired. If the signature of a certified translator or notary has expired, it does not invalidate the translation. As long as the translator's certification was valid at the time of signature, the translation remains valid.
The only time the translation would expire and a new translation would be required is if the original document has expired or has changed and the applicant submits a new document.
Immigration, Refugees and Citizenship Canada states that a translation remains valid indefinitely, provided that the original document itself has not changed and is still valid. Even if the notary’s or certified translator’s signature later becomes invalid (for example, if the translator ceases to be certified, retires, etc.), the translation will still remain valid, provided that the translator’s signature and seal were valid at the time the translation was signed.
Quote:
Expiry of translated documents
A translation cannot change over time and should be valid indefinitely unless the original document has changed or has expired. If the signature of a certified translator or notary has expired, it does not invalidate the translation. As long as the translator's certification was valid at the time of signature, the translation remains valid.
The only time the translation would expire and a new translation would be required is if the original document has expired or has changed and the applicant submits a new document.
Immigration, Refugees and Citizenship Canada states that a translation remains valid indefinitely, provided that the original document itself has not changed and is still valid. Even if the notary’s or certified translator’s signature later becomes invalid (for example, if the translator ceases to be certified, retires, etc.), the translation will still remain valid, provided that the translator’s signature and seal were valid at the time the translation was signed.
Is it possible to use translation agencies?
Yes.
On the official website of the Association of Translators and Interpreters of Ontario (http://atio.on.ca), it is explained why this is disadvantageous.
Quote:
You may have obtained quotes from other providers of "certified translations" such as translation agencies. Some of these agencies will simply consult the ATIO directory and subcontract the work to a Certified Translator while charging you, the client, a hefty markup. Certification is personal and not transferable. A certified translation can only be provided by a Certified Translator, not an agency.
Agencies simply subcontract the translation work to a certified translator and charge clients an additional service fee. A translator’s certification is personal and pertains specifically to the individual translator. Certified translations may only be performed by certified translators, not by agencies.
On the official website of the Association of Translators and Interpreters of Ontario (http://atio.on.ca), it is explained why this is disadvantageous.
Quote:
You may have obtained quotes from other providers of "certified translations" such as translation agencies. Some of these agencies will simply consult the ATIO directory and subcontract the work to a Certified Translator while charging you, the client, a hefty markup. Certification is personal and not transferable. A certified translation can only be provided by a Certified Translator, not an agency.
Agencies simply subcontract the translation work to a certified translator and charge clients an additional service fee. A translator’s certification is personal and pertains specifically to the individual translator. Certified translations may only be performed by certified translators, not by agencies.
Translations for the Embassy and Consulates in Canada
Where can you find the most detailed information?
A complete guide on apostille, authentication, and legalization of Canadian documents for Russia, Ukraine, and other countries is available here. It contains 40+ pages with examples, images, explanations, sample seals, and links to all official websites. It covers everything about powers of attorney and birth certificates. It explains everything about Global Affairs and provincial authorities. Everything has been personally verified by me with hundreds of clients in Canada.
I will gladly assist you with authentication and legalization of your documents on a “turnkey” basis. Write for details to igor@isaev.ca.
I will gladly assist you with authentication and legalization of your documents on a “turnkey” basis. Write for details to igor@isaev.ca.
How is Russia represented in Canada?
We refer to the official website of the Russian consular information portal.
Russia is represented in Canada by three offices:
In some places on the Internet there is information about consuls or representatives of Russia in other provinces, but I am not certain that this information is up to date.
Russia is represented in Canada by three offices:
In some places on the Internet there is information about consuls or representatives of Russia in other provinces, but I am not certain that this information is up to date.
Which Russian consulate should I contact?
The Consulate General of Russia in Toronto indicates (and the website of the Embassy of Russia confirms) that its consular district includes four Canadian provinces: Ontario (except Ottawa), Manitoba, Saskatchewan, and Alberta.
The Consulate General of Russia in Montreal indicates (and the website of the Embassy of Russia confirms) that its consular district includes only the province of Quebec.
Residents of all other provinces and territories apparently must apply to the Consular Section of the Embassy of Russia in Ottawa.
The Consulate General of Russia in Montreal indicates (and the website of the Embassy of Russia confirms) that its consular district includes only the province of Quebec.
Residents of all other provinces and territories apparently must apply to the Consular Section of the Embassy of Russia in Ottawa.
Residents of all other provinces and territories apparently must apply to the Consular Section of the Embassy of Russia in Ottawa.
We refer to the official website of the Embassy of Russia in Canada.
As stated there, the Consul himself has the right to act as a notary if your power of attorney is not related to the sale of real estate located in Russia or the sale of a share in the authorized capital of an LLC established in Russia.
If your power of attorney is NOT related to the sale of an apartment/share in an LLC, the simplest way is to attend a personal appointment with the Consul. Call the consulate and schedule an appointment, or use the online booking system.
If your power of attorney is specifically related to the sale of an apartment or a share in an LLC, or if, for any other reason, the option of attending the Consul in person does not suit you, there is a second method, described here.
1. First, you must draft the text of the power of attorney. It is better to do this initially in Russian with the assistance of an experienced notary in Russia, so that you do not forget to indicate all correct names of authorities (Federal State Treasury Institution (ФГКУ), Subdivision of a State Institution (ПГУ), etc.). It would be unfortunate to go through all the stages below and at the very end discover that you forgot to mention some Federal State Budgetary Institution, Subdivision of a State Institution, State Treasury Enterprise of an Institution of the city of Moscow (ФГБУ ПГУ КПУ г. Москвы), which was in fact required.
2. If the text was originally drafted in Russian, it must be translated into English. This is best done by a certified translator to ensure correct rendering of all terms and nuances.
3. With the English power of attorney and your ID, you go to a Canadian notary. You may go to any notary, even one who does NOT speak Russian. Search in Google for “public notary”. The Canadian notary verifies your documents, confirms that you are who you claim to be, you swear before them that everything stated in the power of attorney is true, you sign the document in their presence, and they affix their seal and signature.
4. Next, this English power of attorney, notarized by a Canadian notary, must be sent to Global Affairs Canada for authentication. This is a free service. Read more here and here. In brief, Global Affairs Canada will verify that the notary before whom you signed the power of attorney actually exists in Canada, that he/she is active, and that the seal and signature are genuine, and will place a red stamp on your document. Due to coronavirus, it is currently not possible to attend in person in Ottawa, but documents may be sent by mail. The address is here. Do not forget to complete and attach their authentication request form (download it from their website) and include a prepaid return envelope so that they can send the authenticated document back to you at your expense. Take photographs of the tracking numbers on the envelopes so that you can track them on the Canada Post website.
5. After receiving the authenticated English power of attorney from Global Affairs Canada, it must be translated into Russian. The translator must sign an affidavit attesting to the accuracy of the translation and notarize that affidavit.
Quote from the website of the Consulate of Russia:
If the power of attorney is executed by a Canadian notary, it must first be legalized by Global Affairs Canada and translated into Russian with notarization of the accuracy of the translation.
6. After that, the English power of attorney, notarized by a Canadian notary, authenticated by the Global Affairs Canada, translated into Russian, with the translator’s notarized affidavit, may be submitted to the Russian consulate in Canada for consular legalization. See the list of documents and all requirements on the consulate’s website. This is a paid service — the consulate charges a consular fee, and they require a certified cheque from a bank (also called a certified cheque, money order, or bank draft). The Consul will confirm that Global Affairs Canada indeed authenticated everything at the previous stage. After signing by the Consul, your document will acquire full legal force in Russia.
In this case, the seals of Global Affairs Canada and the Embassy will be placed on the English version, and the Russian translation will be attached separately.
The final step is to send it to Russia. It may be sent by regular mail, but I place more trust in courier services such as DHL / UPS / FedEx.
There is also a second option, a “reverse” one, which seems better to me.
1. Draft the power of attorney initially in Russian.
2. Notarize the Russian-language power of attorney in Canada before a Russian-speaking notary (it should be understood that the notary’s seals will still be only in English, i.e., for example, the words “Public Notary” will be written only in English).
3. Then obtain a translation into English from a certified translator.
Quote from the website of Global Affairs Canada:
Is all or part of your document written in a language other than English or French?
If so, you must send a certified, notarized translation with it.
4. Next, the translator must notarize their translation. You cannot do this yourself. Only the translator personally, with their ID, may do this before any notary.
5. Then send the Russian power of attorney, notarized (step 2), the translation completed by a certified translator (step 3), and the notarized certification of the accuracy of the translation from the translator (step 4), to Global Affairs Canada for authentication.
6. After authentication by Global Affairs Canada, obtain a certified translation into Russian of the notary’s seals and inscriptions and the red seals of Global Affairs Canada (since these inscriptions and seals will be only in English).
7. Then proceed with legalization at the consulate.
In this case, the seals of Global Affairs Canada and the Embassy will be placed on the Russian-language power of attorney (which is nevertheless certified with English-language notary seals and English-language seals of Global Affairs Canada), and the English translation of the power of attorney will be separate. This may be better perceived in Russia.
There is a third option, in my opinion, the best one:
1. Draft the power of attorney initially in Russian or in English, whichever is more convenient for you.
2. Obtain a translation from a certified translator in two columns: in one column – the English text, in the second column – the Russian text.
3. The translator will notarize the authenticity of their translation before a notary.
4. Notarize such bilingual power of attorney in Canada before a notary (not necessarily Russian-speaking).
5. Then send this bilingual power of attorney, notarized (step 4), and certified by the translator (step 2), and separately the translator’s notarized certification of the accuracy of the translation (step 3), to Global Affairs Canada for authentication.
6. After authentication by Global Affairs Canada, obtain a certified translation into Russian of the red seals that Global Affairs Canada will affix to your documents.
7. Then go to the consulate for legalization.
In this case, your power of attorney will, as it were, go together with the translation from the outset, and the seals of Global Affairs Canada and the Embassy will be placed on this single document. Only the Russian translation of the notary’s seals and of Global Affairs Canada’s seals will be separate.
As stated there, the Consul himself has the right to act as a notary if your power of attorney is not related to the sale of real estate located in Russia or the sale of a share in the authorized capital of an LLC established in Russia.
If your power of attorney is NOT related to the sale of an apartment/share in an LLC, the simplest way is to attend a personal appointment with the Consul. Call the consulate and schedule an appointment, or use the online booking system.
If your power of attorney is specifically related to the sale of an apartment or a share in an LLC, or if, for any other reason, the option of attending the Consul in person does not suit you, there is a second method, described here.
1. First, you must draft the text of the power of attorney. It is better to do this initially in Russian with the assistance of an experienced notary in Russia, so that you do not forget to indicate all correct names of authorities (Federal State Treasury Institution (ФГКУ), Subdivision of a State Institution (ПГУ), etc.). It would be unfortunate to go through all the stages below and at the very end discover that you forgot to mention some Federal State Budgetary Institution, Subdivision of a State Institution, State Treasury Enterprise of an Institution of the city of Moscow (ФГБУ ПГУ КПУ г. Москвы), which was in fact required.
2. If the text was originally drafted in Russian, it must be translated into English. This is best done by a certified translator to ensure correct rendering of all terms and nuances.
3. With the English power of attorney and your ID, you go to a Canadian notary. You may go to any notary, even one who does NOT speak Russian. Search in Google for “public notary”. The Canadian notary verifies your documents, confirms that you are who you claim to be, you swear before them that everything stated in the power of attorney is true, you sign the document in their presence, and they affix their seal and signature.
4. Next, this English power of attorney, notarized by a Canadian notary, must be sent to Global Affairs Canada for authentication. This is a free service. Read more here and here. In brief, Global Affairs Canada will verify that the notary before whom you signed the power of attorney actually exists in Canada, that he/she is active, and that the seal and signature are genuine, and will place a red stamp on your document. Due to coronavirus, it is currently not possible to attend in person in Ottawa, but documents may be sent by mail. The address is here. Do not forget to complete and attach their authentication request form (download it from their website) and include a prepaid return envelope so that they can send the authenticated document back to you at your expense. Take photographs of the tracking numbers on the envelopes so that you can track them on the Canada Post website.
5. After receiving the authenticated English power of attorney from Global Affairs Canada, it must be translated into Russian. The translator must sign an affidavit attesting to the accuracy of the translation and notarize that affidavit.
Quote from the website of the Consulate of Russia:
If the power of attorney is executed by a Canadian notary, it must first be legalized by Global Affairs Canada and translated into Russian with notarization of the accuracy of the translation.
6. After that, the English power of attorney, notarized by a Canadian notary, authenticated by the Global Affairs Canada, translated into Russian, with the translator’s notarized affidavit, may be submitted to the Russian consulate in Canada for consular legalization. See the list of documents and all requirements on the consulate’s website. This is a paid service — the consulate charges a consular fee, and they require a certified cheque from a bank (also called a certified cheque, money order, or bank draft). The Consul will confirm that Global Affairs Canada indeed authenticated everything at the previous stage. After signing by the Consul, your document will acquire full legal force in Russia.
In this case, the seals of Global Affairs Canada and the Embassy will be placed on the English version, and the Russian translation will be attached separately.
The final step is to send it to Russia. It may be sent by regular mail, but I place more trust in courier services such as DHL / UPS / FedEx.
There is also a second option, a “reverse” one, which seems better to me.
1. Draft the power of attorney initially in Russian.
2. Notarize the Russian-language power of attorney in Canada before a Russian-speaking notary (it should be understood that the notary’s seals will still be only in English, i.e., for example, the words “Public Notary” will be written only in English).
3. Then obtain a translation into English from a certified translator.
Quote from the website of Global Affairs Canada:
Is all or part of your document written in a language other than English or French?
If so, you must send a certified, notarized translation with it.
4. Next, the translator must notarize their translation. You cannot do this yourself. Only the translator personally, with their ID, may do this before any notary.
5. Then send the Russian power of attorney, notarized (step 2), the translation completed by a certified translator (step 3), and the notarized certification of the accuracy of the translation from the translator (step 4), to Global Affairs Canada for authentication.
6. After authentication by Global Affairs Canada, obtain a certified translation into Russian of the notary’s seals and inscriptions and the red seals of Global Affairs Canada (since these inscriptions and seals will be only in English).
7. Then proceed with legalization at the consulate.
In this case, the seals of Global Affairs Canada and the Embassy will be placed on the Russian-language power of attorney (which is nevertheless certified with English-language notary seals and English-language seals of Global Affairs Canada), and the English translation of the power of attorney will be separate. This may be better perceived in Russia.
There is a third option, in my opinion, the best one:
1. Draft the power of attorney initially in Russian or in English, whichever is more convenient for you.
2. Obtain a translation from a certified translator in two columns: in one column – the English text, in the second column – the Russian text.
3. The translator will notarize the authenticity of their translation before a notary.
4. Notarize such bilingual power of attorney in Canada before a notary (not necessarily Russian-speaking).
5. Then send this bilingual power of attorney, notarized (step 4), and certified by the translator (step 2), and separately the translator’s notarized certification of the accuracy of the translation (step 3), to Global Affairs Canada for authentication.
6. After authentication by Global Affairs Canada, obtain a certified translation into Russian of the red seals that Global Affairs Canada will affix to your documents.
7. Then go to the consulate for legalization.
In this case, your power of attorney will, as it were, go together with the translation from the outset, and the seals of Global Affairs Canada and the Embassy will be placed on this single document. Only the Russian translation of the notary’s seals and of Global Affairs Canada’s seals will be separate.
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
How can I issue a power of attorney for someone located in Ukraine or in Belarus if I am in Canada?
Read everything I wrote above about a power of attorney for Russia.
For Ukraine and for Belarus, the procedure is exactly the same, with one exception.
For Ukraine and for Belarus, provincial authentication services (each province has its own) may be used instead of Global Affairs Canada in Ottawa.
This may significantly speed up the entire procedure.
For Ukraine and for Belarus, the procedure is exactly the same, with one exception.
For Ukraine and for Belarus, provincial authentication services (each province has its own) may be used instead of Global Affairs Canada in Ottawa.
This may significantly speed up the entire procedure.
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
Is it possible to use the document authentication service in Ontario?
The Government of Canada states on its official website that some provinces may also authenticate documents. In particular, such a service exists in the province of Ontario, located at 222 Jarvis Street in Toronto. Below I have provided the links and addresses of all these provincial services.
Some clients have used their services and everything went perfectly for them.
For Russia, my personal advice is nevertheless to use the higher-level authentication service of Canada itself, rather than that of a province, here.
On the website of the Embassy of Russia , only authentication by Global Affairs Canada is directly described; all links lead only to Global Affairs Canada itself, and only their addresses and telephone numbers are provided. On the website of the Consulate General in Montreal, it is explicitly stated that documents authenticated by provincial authorities are NOT accepted.
For Ukraine or Belarus, provincial services may be used. This may significantly speed up your procedure.
Here is the list of all provincial document authentication services (from here):
Some clients have used their services and everything went perfectly for them.
For Russia, my personal advice is nevertheless to use the higher-level authentication service of Canada itself, rather than that of a province, here.
On the website of the Embassy of Russia , only authentication by Global Affairs Canada is directly described; all links lead only to Global Affairs Canada itself, and only their addresses and telephone numbers are provided. On the website of the Consulate General in Montreal, it is explicitly stated that documents authenticated by provincial authorities are NOT accepted.
For Ukraine or Belarus, provincial services may be used. This may significantly speed up your procedure.
Here is the list of all provincial document authentication services (from here):
- Alberta: Deputy Provincial Secretary’s Office, Room 111, Bowker Building, 9833 109 Street, Edmonton, Alberta T5K 2E8
- British Columbia: Ministry of Attorney General, OIC Administration Office, Attention: BC Authentication Program, 1001 Douglas Street (PO Box 9280 Stn Prov Govt), Victoria, BC V8W 2C5
- Manitoba: Commissioner for Oaths/Notary Public Office, Room 1034 – 405 Broadway, Winnipeg, MB R3C 3L6
- Ontario: (1) Official Documents Services, Main Floor, 222 Jarvis Street, Toronto Ontario M7A 0B6; (2) ServiceOntario, 110 Laurier Avenue West, Ottawa, Ontario K1P 1J1, (Ottawa City Hall); (3) ServiceOntario, 101-420 Queen Street East, Sault Ste. Marie, Ontario P6A 1Z7; (4) ServiceOntario, 205-400 City Hall Square East, Windsor, Ontario N9A 7K6, (Windsor City Hall); (5) ServiceOntario, 113-435 James Street South, Thunder Bay, Ontario P7E 6T1
- Prince Edward Island: Justice and Public Safety, Legal Services Section, PO Box 2000, 95 Rochford St., 4th Fl. Shaw S., Charlottetown, PE C1A 7N8
- Quebec: for educational documents: Direction des affaires étudiantes et institutionnelles, Ministère de l'Enseignement supérieur, 1035, rue De La Chevrotière, 18e étage, Québec (Québec) G1R 5A5; for notarial documents: Chambre des notaires du Québec, Attention: Certificate Officer, 101-2045 Stanley Street, Montreal, QC H3A 2V4
- Saskatchewan: Ministry of Justice and Attorney General, Authentication Services, 800 - 1874 Scarth Street, Regina SK S4P 4B3
- Yukon: The Law Society of Yukon, 304-104 Elliott Street, Whitehorse
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
For Ukraine and Belarus, it is permitted to use provincial authentication services, and I have heard that in Toronto authentication can be completed on the day of application.
For Russia, unfortunately, authentication must be done only through Global Affairs Canada in Ottawa, and one must wait 35 business days.
Global Affairs Canada states that if you have exceptional circumstances under which you cannot wait the standard 35 business days, you may call them or write to them by email, and hope that they will review your documents more quickly. Their contacts are here.
Quote: If you have urgent and exceptional circumstances (generally defined as unexpected events outside of the applicant’s control and that require immediate action or make waiting the regular processing time impossible) and want us to consider processing your document in priority, you may contact us.
For Russia, unfortunately, authentication must be done only through Global Affairs Canada in Ottawa, and one must wait 35 business days.
Global Affairs Canada states that if you have exceptional circumstances under which you cannot wait the standard 35 business days, you may call them or write to them by email, and hope that they will review your documents more quickly. Their contacts are here.
Quote: If you have urgent and exceptional circumstances (generally defined as unexpected events outside of the applicant’s control and that require immediate action or make waiting the regular processing time impossible) and want us to consider processing your document in priority, you may contact us.
On the website of Global Affairs Canada there is a counter showing how long authentication takes with them. As of January 25, 2022, the website states that starting from January 1, 2022, their processing times are 35 business days (that is, approximately 2 months).
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
How long does document authentication take?
What is the document authentication service in Ottawa needed for?
To confirm that Canadian documents are indeed genuine Canadian documents, for the purpose of their use in other countries, for example, in Russia.
What is the difference between authentication, legalization, and apostille?
Authentication of a document. For example, you have a Canadian birth certificate. It was signed by some clerk of the Canadian vital statistics office. Global Affairs Canada will look at the signature of this clerk, compare it with the signature in their archives, and confirm that this is indeed the signature of that clerk. The Minister of Foreign Affairs will confirm that there really is such a clerk and that this is indeed his/her signature.
Legalization of a document. The Consul of Russia in Canada will confirm that there really is such a Minister of Foreign Affairs of Canada.
Apostille. Some countries have signed an agreement on simplifying the procedures of authentication and legalization – this is called the Hague Convention of 1961. Canada did not sign this agreement. In Canada, the apostille does not operate and is replaced by a two-step procedure: authentication at Global Affairs Canada + legalization at the consulate.
Legalization of a document. The Consul of Russia in Canada will confirm that there really is such a Minister of Foreign Affairs of Canada.
Apostille. Some countries have signed an agreement on simplifying the procedures of authentication and legalization – this is called the Hague Convention of 1961. Canada did not sign this agreement. In Canada, the apostille does not operate and is replaced by a two-step procedure: authentication at Global Affairs Canada + legalization at the consulate.
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
How to confirm Russian citizenship for children born in Canada?
Such a document will NOT be accepted at the consulate, since there are no surnames and given names of the parents.
Simply “Birth Certificate”
“Birth Certificate with Parental Information”
Please note: the surnames and given names of the parents are indicated. Such a document is usually acceptable at the consulate.
“Certified Copy of the Birth Registration” (“Long Form”).
Please note: the surnames and given names of the parents are indicated. Such a document is usually acceptable at the consulate.
2. Next, this certificate must be sent to Global Affairs Canada for authentication. This is a free service. Read more here and here. In brief, Global Affairs Canada will verify that the clerk (Registrar General) who signed your certificate actually exists in Canada, that he/she was acting at the time of signing your document, and that this is indeed his/her seal and signature. Global Affairs Canada will place a red stamp on your document. Due to coronavirus, it is currently not possible to attend in person in Ottawa, but documents may be sent by mail. The address is here. Do not forget to complete and attach their authentication request form and include a prepaid return envelope so that they can send the authenticated document back to you at your expense. Take a photograph of the tracking numbers on the envelopes so that you can track where your envelopes are on the Canada Post website.
Here is an example of the red stamp of Global Affairs Canada.
Here, an employee of the
Department of Foreign Affairs,
Trade and Development of Canada,
Kailey Russell, signs on behalf of
the Deputy Minister of Foreign Affairs
and confirms the authenticity of
the signature of the Ontario vital statistics
office employee, Alexandra Schmidt.
Here is an example of the red stamp of Global Affairs Canada.
Here, an employee of the
Department of Foreign Affairs,
Trade and Development of Canada,
Kailey Russell, signs on behalf of
the Deputy Minister of Foreign Affairs
and confirms the authenticity of
the signature of the Ontario vital statistics
office employee, Alexandra Schmidt.
3. After receiving the authenticated document from Global Affairs Canada, it must be translated into Russian by a certified translator. The translation must be complete, i.e., all annotations and stamps must be translated, including the red stamp of Global Affairs Canada.
4. Now you can book an appointment at the Russian consulate in Canada. See the list of documents and all requirements on the website of the consulate. This is a paid service – the consulate will charge a consular fee for legalization of the document and for certification of the accuracy of the translation; they require a certified cheque. The Consul will place his seal on your document; after that, you may use it in Russia.
This procedure can also be done by mail; call the consulate to find out the details.
4. Now you can book an appointment at the Russian consulate in Canada. See the list of documents and all requirements on the website of the consulate. This is a paid service – the consulate will charge a consular fee for legalization of the document and for certification of the accuracy of the translation; they require a certified cheque. The Consul will place his seal on your document; after that, you may use it in Russia.
This procedure can also be done by mail; call the consulate to find out the details.
We refer to the official website of the Embassy of Russia in Canada or the website of the Consulate General in Montreal or the website of the Consulate General in Toronto.
1. The first step is to obtain a birth certificate form that contains information about the parents.
In Ontario there are three versions of the birth certificate form: simply “Birth Certificate”, “Birth Certificate with Parental Information”, and “Certified Copy of the Birth Registration” (previously called the “Long Form”). Here you can read more about their differences and see examples: “Birth Certificate” and “Birth Certificate with Parental Information”. The consulate requires that information about the parents be indicated, therefore the second or third options are suitable: Birth Certificate with Parental Information or Certified Copy of the Birth Registration/Long Form. This is a paid service of the Province of Ontario, costs from $25 to $75, and can be ordered here.
1. The first step is to obtain a birth certificate form that contains information about the parents.
In Ontario there are three versions of the birth certificate form: simply “Birth Certificate”, “Birth Certificate with Parental Information”, and “Certified Copy of the Birth Registration” (previously called the “Long Form”). Here you can read more about their differences and see examples: “Birth Certificate” and “Birth Certificate with Parental Information”. The consulate requires that information about the parents be indicated, therefore the second or third options are suitable: Birth Certificate with Parental Information or Certified Copy of the Birth Registration/Long Form. This is a paid service of the Province of Ontario, costs from $25 to $75, and can be ordered here.
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
How to translate names and surnames for the Russian embassy?
Formally, the consulate requires a letter-by-letter translation and on its official website explains that such variants of rendering names as Catherine – Екатерина, Anthony – Антон, George – Георгий, etc., are not acceptable.
Unfortunately, no more specific instructions exist. I have written to the consulate many times by email asking how to translate a particular name, and not once have I received a reply.
For clients for whom this is important, I always recommend making two versions of the translation: the first – as you want, the second – as required by the consulate. For example, for the name Chloe, parents may want it translated into Russian as Хлоя or Хлои or Клои or Хло or Клоуэ or a million other variants. In such cases, I usually prepare one translation with the name as the parents want (for example, “Хлоя”) and a second version with letter-by-letter transliteration – “Хлое”. In this case, the client goes to the consulate and initially presents the first version. In case of confrontation at the consulate, one can always produce the second version and agree with their requirements, without losing one’s place in line.
If necessary, I will prepare as many different versions as you wish, for various different spellings of names and surnames. Everything so that you are not refused at the consulate – appointments with them are extremely difficult to obtain!
Unfortunately, no more specific instructions exist. I have written to the consulate many times by email asking how to translate a particular name, and not once have I received a reply.
For clients for whom this is important, I always recommend making two versions of the translation: the first – as you want, the second – as required by the consulate. For example, for the name Chloe, parents may want it translated into Russian as Хлоя or Хлои or Клои or Хло or Клоуэ or a million other variants. In such cases, I usually prepare one translation with the name as the parents want (for example, “Хлоя”) and a second version with letter-by-letter transliteration – “Хлое”. In this case, the client goes to the consulate and initially presents the first version. In case of confrontation at the consulate, one can always produce the second version and agree with their requirements, without losing one’s place in line.
If necessary, I will prepare as many different versions as you wish, for various different spellings of names and surnames. Everything so that you are not refused at the consulate – appointments with them are extremely difficult to obtain!
How to obtain a Russian international passport for a child born in Canada?
We refer to the requirements on the official website – here.
If the child’s birth certificate was issued not in Russia, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate.
If the child’s birth certificate was issued not in Russia, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate.
How to certify the accuracy of a translation at the consulate?
In accordance with the requirements on the official website of the Consulate General of Russia in Toronto or in Montreal, you must provide a translation completed by a certified translator.
Please note that you must bring your passport and its copy, as well as a certified cheque (“money order”) in an amount depending on the number of pages in the original document.
Please note that you must bring your passport and its copy, as well as a certified cheque (“money order”) in an amount depending on the number of pages in the original document.
How to legalize a Canadian document for use in Russia?
We refer to the official requirements on the website of the consulate in Toronto or in Montreal. In addition to these requirements, one point in the requirements on the website of the consulate in Toronto is not specified, but is indicated in the brief memo that they send by email when you book an appointment to submit documents. The consulate requires: “Original document subject to legalization, bearing the stamp of Global Affairs Canada certifying the authenticity of the signature of the Canadian official or notary appearing on the document, with a full translation of the document into Russian, and a copy of all pages of the document and of the translation.” Based on many years of experience, translations completed by certified Canadian translators are perfectly accepted by the consulate and no questions arise regarding the correctness of the translation.
To obtain the seal of Global Affairs Canada, a Canadian document must be sent to Global Affairs Canada for authentication. This is a free service. For more details, please see here and here. In brief, Global Affairs Canada will verify that the official who signed your document (for example, a registry office or court clerk) is duly authorized in Canada, is currently in office, and that the seal and signature on the document are genuine. They will then place a red authentication stamp on your document.
Due to COVID-19, in-person visits to their office in Ottawa are currently not available; however, documents may be submitted by mail. The mailing address can be found here.
Be sure to complete and include their Request for Authentication form and enclose a prepaid return envelope so they can send the authenticated document back to you at your expense. Make sure to take a photo of the tracking numbers on the envelopes so you can monitor delivery status on the Canada Post website.
About the difference between “authentication”, “legalization”, and “apostille” read here in the section “What is the difference between authentication, legalization, and apostille?”.
To obtain the seal of Global Affairs Canada, a Canadian document must be sent to Global Affairs Canada for authentication. This is a free service. For more details, please see here and here. In brief, Global Affairs Canada will verify that the official who signed your document (for example, a registry office or court clerk) is duly authorized in Canada, is currently in office, and that the seal and signature on the document are genuine. They will then place a red authentication stamp on your document.
Due to COVID-19, in-person visits to their office in Ottawa are currently not available; however, documents may be submitted by mail. The mailing address can be found here.
Be sure to complete and include their Request for Authentication form and enclose a prepaid return envelope so they can send the authenticated document back to you at your expense. Make sure to take a photo of the tracking numbers on the envelopes so you can monitor delivery status on the Canada Post website.
About the difference between “authentication”, “legalization”, and “apostille” read here in the section “What is the difference between authentication, legalization, and apostille?”.
Canada joined the Hague Apostille Convention on January 11, 2024.
The information below is outdated and incorrect. The current information is available here.
The information below is outdated and incorrect. The current information is available here.
How to register a Canadian marriage in Russia?
In accordance with the process described on the website of the consulate, marriage under Russian law is registered only by the civil registry authorities (ЗАГС), and the consulates themselves cannot register it.
If you were previously married, you must provide your divorce certificate or death certificate of your spouse. If these documents were issued in Canada, they must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate.
Also, for marriage registration in Russia, you will need a translation of the main page of the Canadian passport. Although the consulate’s requirements indicate the necessity of an “official” translation, based on many years of experience, the most reliable option is to order a translation from a certified translator. Such translations are accepted without doubt also by the civil registry authorities (ЗАГС) in Russia.
If you were previously married, you must provide your divorce certificate or death certificate of your spouse. If these documents were issued in Canada, they must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate.
Also, for marriage registration in Russia, you will need a translation of the main page of the Canadian passport. Although the consulate’s requirements indicate the necessity of an “official” translation, based on many years of experience, the most reliable option is to order a translation from a certified translator. Such translations are accepted without doubt also by the civil registry authorities (ЗАГС) in Russia.
How to renounce Russian citizenship?
We refer to the requirements on the official website of the consulate in Toronto or the consulate in Montreal.
Please note that all Canadian documents that you will be submitting (for example, a Canadian passport, permanent resident card or PR card, children’s birth certificates) must be translated into Russian by a certified translator.
Please note that all Canadian documents that you will be submitting (for example, a Canadian passport, permanent resident card or PR card, children’s birth certificates) must be translated into Russian by a certified translator.
How to register the birth of a child at the consulate?
The requirements are indicated on the website of the consulate in Montreal.
The medical certificate of birth must be translated by a certified translator.
The medical certificate of birth must be translated by a certified translator.
How to register a death at the consulate?
The requirements are indicated on the website of the consulate in Montreal.
The document confirming death (usually a death certificate or a court decision) must be authenticated at Global Affairs Canada and translated by a certified translator.
The document confirming death (usually a death certificate or a court decision) must be authenticated at Global Affairs Canada and translated by a certified translator.
How to prepare a spouse’s consent for disposal of immovable property?
The requirements are indicated on the website of the consulate in Montreal.
If the marriage certificate was issued not in Russia but, for example, in Canada, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate. The consulate requires that the accuracy of the translation be certified in notarial form.
If the marriage certificate was issued not in Russia but, for example, in Canada, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate. The consulate requires that the accuracy of the translation be certified in notarial form.
How to draft a marriage contract?
The requirements are indicated on the website of the consulate in Montreal.
If the marriage certificate was issued not in Russia but, for example, in Canada, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate. The consulate requires that the accuracy of the translation be certified in notarial form.
If the marriage certificate was issued not in Russia but, for example, in Canada, it must be authenticated at Global Affairs Canada, translated by a certified translator, and legalized at the consulate. The consulate requires that the accuracy of the translation be certified in notarial form.
How to obtain a certificate of no criminal record?
The requirements are indicated on the website of the consulate in Toronto and in Montreal.
The consulate in Toronto issues such certificates also by mail, without personal appearance. The consulate politely suggests making the translation of this certificate yourself for submission to Canadian authorities, but it should be borne in mind that in accordance with the requirements on the official website of Canada (one and two), translations may be completed only by translators certified in Canada.
Quote:
My police certificate is not in English or French. Do I need to send a translation?
Yes. If your documents are not in English or French, you must send a translation from a certified translator with your application.
We don't accept translations by family members.
If your certificate is in a language other than English or French, send the police certificate along with a translation from a certified translator.
If the document that you submit contains at least one word NOT in English or NOT in French, it must be translated by a certified translator. Immigration, Refugees and Citizenship Canada does not accept translations completed by you yourself or by members of your family.
The consulate in Toronto issues such certificates also by mail, without personal appearance. The consulate politely suggests making the translation of this certificate yourself for submission to Canadian authorities, but it should be borne in mind that in accordance with the requirements on the official website of Canada (one and two), translations may be completed only by translators certified in Canada.
Quote:
My police certificate is not in English or French. Do I need to send a translation?
Yes. If your documents are not in English or French, you must send a translation from a certified translator with your application.
We don't accept translations by family members.
If your certificate is in a language other than English or French, send the police certificate along with a translation from a certified translator.
If the document that you submit contains at least one word NOT in English or NOT in French, it must be translated by a certified translator. Immigration, Refugees and Citizenship Canada does not accept translations completed by you yourself or by members of your family.
Translations for obtaining a driver’s licence (DriveTest, Ministry of Transportation of Ontario)
Is it possible to drive in Ontario with a Russian driver’s licence as a tourist?
The DriveTest website states that if you are visiting Ontario for up to 3 months (as a tourist), you may drive with your licence from another country. They also remind you that you must have vehicle documents and insurance.
If you are visiting Ontario for more than 3 months, you will need an international driving permit from your country. These international permits can be obtained only in your country; they are not issued in Canada.
Quote:
If you are visiting Ontario for less than 3 months, you can use a valid driver's licence from your own province, state, or country. You do not need to visit a DriveTest Centre while you are here, but you must have a vehicle permit and insurance and must follow Ontario's rules of the road. The Official MTO Driver's Handbook explains Ontario's traffic laws and driving customs.
If you are visiting from another country for more than 3 months, you should get an International Driver's Permit (IDP) from your own country to accompany your driver's licence before you arrive in Canada. DriveTest does not issue International Driver's Permits.
If you are visiting Ontario for more than 3 months, you will need an international driving permit from your country. These international permits can be obtained only in your country; they are not issued in Canada.
Quote:
If you are visiting Ontario for less than 3 months, you can use a valid driver's licence from your own province, state, or country. You do not need to visit a DriveTest Centre while you are here, but you must have a vehicle permit and insurance and must follow Ontario's rules of the road. The Official MTO Driver's Handbook explains Ontario's traffic laws and driving customs.
If you are visiting from another country for more than 3 months, you should get an International Driver's Permit (IDP) from your own country to accompany your driver's licence before you arrive in Canada. DriveTest does not issue International Driver's Permits.
Is it possible to drive in Ontario with a Russian driver’s licence if you live in Ontario?
In accordance with the official information on the website of the Ministry of Transportation of Ontario and in the driver’s handbook, you may drive with a Russian driver’s licence for the first 60 days of residence in the province from the moment of moving. Quote:
New residents
When you move to Ontario, you can use a valid licence from another province, state or country for 60 days. After 60 days, you need to switch to an Ontario driver's licence.
New residents
When you move to Ontario, you can use a valid licence from another province, state or country for 60 days. After 60 days, you need to switch to an Ontario driver's licence.
Is it possible to drive in Ontario with a Russian international driving permit if you live in Ontario?
As stated on the website of the Consulate of Russia in Toronto, the so-called international driving permits issued in the Russian Federation are not recognized in Canada.
Quote:
Quote:
Possibility of using a national Russian driver’s licence:
In the Province of Ontario, it is permitted to operate a motor vehicle with a national driver’s licence for 60 days from the date of arrival. After that, it is necessary to obtain a local licence.
The so-called international driving permits issued in the Russian Federation are not recognized in Canada.
The so-called international driving permits issued in the Russian Federation are not recognized in Canada.
How to have Russian driving experience credited for obtaining a driver’s licence in Ontario?
This is a fairly complex question, which is best discussed with DriveTest by telephone or in their office. More complete information is available on the website of the Ministry of Transportation and on the DriveTest website.
In brief, Ontario has a graduated driver’s licensing system.
The lowest level is G1. They are issued if you present your Russian licence. Officially, this is formulated as them crediting you with up to 12 months of driving experience outside Canada (“the ministry may accept an applicant's declaration of their foreign-licensed driving experience for up to 12 months.”). With a G1 licence, you may drive only together with another qualified driver and you may not drive on highways.
Quote from DriveTest:
To be eligible for an exchange or credit towards an Ontario licence, an out-of-province or out-of-country driver's licence needs to be in English or French, original, and valid. Ideally, your licence will also display an issue date or visible expiry date; however, an applicant who does not have an issue date or an expiry date (not both) is still able to receive up to 12 months of driving experience credit upon application.
In brief, Ontario has a graduated driver’s licensing system.
The lowest level is G1. They are issued if you present your Russian licence. Officially, this is formulated as them crediting you with up to 12 months of driving experience outside Canada (“the ministry may accept an applicant's declaration of their foreign-licensed driving experience for up to 12 months.”). With a G1 licence, you may drive only together with another qualified driver and you may not drive on highways.
Quote from DriveTest:
To be eligible for an exchange or credit towards an Ontario licence, an out-of-province or out-of-country driver's licence needs to be in English or French, original, and valid. Ideally, your licence will also display an issue date or visible expiry date; however, an applicant who does not have an issue date or an expiry date (not both) is still able to receive up to 12 months of driving experience credit upon application.
Is it necessary to translate Russian driver’s licenses?
Yes. DriveTest requires that the translation be completed by a translator approved by the Ministry of Transportation of Ontario. Officially, on the website this is formulated as: “translations must be completed by a translator who is a current or former member of a professional translators association.” In DriveTest offices they usually simply say that the translator must be certified and a member of ATIO.
It is separately stated that translations completed in another country definitely will not be accepted.
Quote No. 1 from here:
If your driver's licence is not in English or French, it must be accompanied by a written translation from a qualified translator.
Quote No. 2 from here:
If they [documents] are not in English or French, you must have them translated by an MTO-approved translator.
Translators approved by the Ministry of Transportation (MTO) include non-Canadian embassies, consulates, or high commissioner's offices; you may use any embassy, consulate, or high commissioner's office worldwide. However, MTO has not approved other translators from the country where the licence was issued. Please see details on qualifications below.
Translators used by applicants must be employed, or have been employed, in interpreter or translation services; be a member, or have been a member, of a professional association that provides interpreter and translation services; or be an experienced translator who is a member of the clergy. Translators must provide proof of qualification.
Quote No. 3 from the website of the Ministry of Transportation of Ontario from here:
How can I get my foreign driver's licence translated?
You need to bring your out-of-country driver's licence to an approved translator.
Approved translators include: non-Canadian embassies, consulates, or a high commissioner's office, but do not include other translators from the country where the licence was issued.
Translators must provide proof of their credentials.
A translator is qualified for clients in all Ontario regions to use, if they meet one of these requirements:
It is separately stated that translations completed in another country definitely will not be accepted.
Quote No. 1 from here:
If your driver's licence is not in English or French, it must be accompanied by a written translation from a qualified translator.
Quote No. 2 from here:
If they [documents] are not in English or French, you must have them translated by an MTO-approved translator.
Translators approved by the Ministry of Transportation (MTO) include non-Canadian embassies, consulates, or high commissioner's offices; you may use any embassy, consulate, or high commissioner's office worldwide. However, MTO has not approved other translators from the country where the licence was issued. Please see details on qualifications below.
Translators used by applicants must be employed, or have been employed, in interpreter or translation services; be a member, or have been a member, of a professional association that provides interpreter and translation services; or be an experienced translator who is a member of the clergy. Translators must provide proof of qualification.
Quote No. 3 from the website of the Ministry of Transportation of Ontario from here:
How can I get my foreign driver's licence translated?
You need to bring your out-of-country driver's licence to an approved translator.
Approved translators include: non-Canadian embassies, consulates, or a high commissioner's office, but do not include other translators from the country where the licence was issued.
Translators must provide proof of their credentials.
A translator is qualified for clients in all Ontario regions to use, if they meet one of these requirements:
- They have credentials that prove they are, or have been employed in translation services
- They are, or have been a member of a professional association that provides translation services (such as ATIO, the Association of Translators and Interpreters of Ontario)
- They are a clergy member with experience as a translator
Is it necessary to translate a letter confirming driving experience?
Yes.
DriveTest calls it “a letter of authentication or a driver's abstract”. It must have been issued within the last 6 months. The requirements for the letter itself are indicated here. It may be obtained either at the consulate or from the authority that originally issued the licence. It must be on official letterhead, issued within the last 6 months, and clearly indicate the applicant’s driving experience and driver’s licence details. The licence must not be expired or cancelled.
Quote No. 1 from here:
DriveTest requires that the translation be completed by a translator approved by the Ministry of Transportation of Ontario. Officially, on the website this is formulated as: “translations must be completed by a translator who is a current or former member of a professional translators association.” In DriveTest offices they usually simply say that the translator must be certified and a member of ATIO.
Quote No. 2 from here:
If they [documents] are not in English or French, you must have them translated by an MTO-approved translator.
Translators approved by the Ministry of Transportation (MTO) include non-Canadian embassies, consulates, or high commissioner's offices; you may use any embassy, consulate, or high commissioner's office worldwide. However, MTO has not approved other translators from the country where the licence was issued. Please see details on qualifications below.
Translators used by applicants must be employed, or have been employed, in interpreter or translation services; be a member, or have been a member, of a professional association that provides interpreter and translation services; or be an experienced translator who is a member of the clergy. Translators must provide proof of qualification.
DriveTest calls it “a letter of authentication or a driver's abstract”. It must have been issued within the last 6 months. The requirements for the letter itself are indicated here. It may be obtained either at the consulate or from the authority that originally issued the licence. It must be on official letterhead, issued within the last 6 months, and clearly indicate the applicant’s driving experience and driver’s licence details. The licence must not be expired or cancelled.
Quote No. 1 from here:
- May be acquired from the Embassy, Consulate or High Commissioner's Office representing the originating jurisdiction, OR from the jurisdiction that originally issued the licence, validating the authenticity of the licence.
- Must be on the originator's official letterhead paper.
- Must be dated no more than 6 months prior to application date.
- Must clearly state that it is certifying the duration of the applicant's driving experience and that the licence to which it refers is valid – the licence cannot be expired or suspended.
- If not in English or French, you must have it translated by an MTO-recognized translator.
DriveTest requires that the translation be completed by a translator approved by the Ministry of Transportation of Ontario. Officially, on the website this is formulated as: “translations must be completed by a translator who is a current or former member of a professional translators association.” In DriveTest offices they usually simply say that the translator must be certified and a member of ATIO.
Quote No. 2 from here:
If they [documents] are not in English or French, you must have them translated by an MTO-approved translator.
Translators approved by the Ministry of Transportation (MTO) include non-Canadian embassies, consulates, or high commissioner's offices; you may use any embassy, consulate, or high commissioner's office worldwide. However, MTO has not approved other translators from the country where the licence was issued. Please see details on qualifications below.
Translators used by applicants must be employed, or have been employed, in interpreter or translation services; be a member, or have been a member, of a professional association that provides interpreter and translation services; or be an experienced translator who is a member of the clergy. Translators must provide proof of qualification.
Does a translation of a driver’s licence or of a letter confirming driving experience have an expiry date?
No. The DriveTest website states that translations are valid forever.
Quote:
Translations never expire, so you may want to keep them.
Quote:
Translations never expire, so you may want to keep them.
Translations for a visa to Canada
What requirements apply to document translations when applying for a visa to Canada?
If you are applying for a visa to Canada from Russia, this document and this document checklist apply.
Quote from the checklist in English:
You must include a certified translation with any document that is not in English or French. Translation into English or French must be done by an official translator and either certified by any agency that provides the translation service or bear the letterhead of the agency (for example translation, education or travel agency, etc.). It does not have to be certified by a notary. The translation cannot be done by the applicant or family members.
Quote in Russian:
Any document that is not in English or French must be accompanied by a certified translation. The translation into English/French must be completed by a professional translator and certified by the agency providing translation services (for example, a translation bureau, student/tourist agency, etc.), or completed on the letterhead of such an agency. Notarization of the translation is not required. The translation cannot be completed by the applicant or a member of his/her family.
Translations completed by a translator certified in accordance with Canadian standards will never raise any doubts or questions for those reviewing your visa application.
Quote from the checklist in English:
You must include a certified translation with any document that is not in English or French. Translation into English or French must be done by an official translator and either certified by any agency that provides the translation service or bear the letterhead of the agency (for example translation, education or travel agency, etc.). It does not have to be certified by a notary. The translation cannot be done by the applicant or family members.
Quote in Russian:
Any document that is not in English or French must be accompanied by a certified translation. The translation into English/French must be completed by a professional translator and certified by the agency providing translation services (for example, a translation bureau, student/tourist agency, etc.), or completed on the letterhead of such an agency. Notarization of the translation is not required. The translation cannot be completed by the applicant or a member of his/her family.
Translations completed by a translator certified in accordance with Canadian standards will never raise any doubts or questions for those reviewing your visa application.
Translations for a sponsorship application
What requirements apply to documents for sponsorship of spouses, partners, and children?
If you wish to sponsor your relatives and bring them to Canada, study all requirements here.
The document package depends on who is sponsoring whom and in which countries all participants have lived and are living.
For sponsorship of spouses, partners, and children, the requirements are as follows:
Translation of documents
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
The affidavit must be sworn in the presence of:
In Canada:
• a notary public
• a commissioner of oaths
• a commissioner of taking affidavits
Authority to certify varies by province and territory. Consult your local provincial or territorial authorities.
Outside of Canada:
• a notary public
Authority to administer oaths varies by country. Consult your local authorities.
The document translation requirements for the sponsorship of parents and grandparents are exactly the same.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
The document package depends on who is sponsoring whom and in which countries all participants have lived and are living.
For sponsorship of spouses, partners, and children, the requirements are as follows:
Translation of documents
- You must submit the following for any document that is not in English or French, unless otherwise stated on your document checklist: the English or French translation; and
- an affidavit from the person who completed the translation (if they're not a certified translator); and
- a certified copy of the original document.
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
The affidavit must be sworn in the presence of:
In Canada:
• a notary public
• a commissioner of oaths
• a commissioner of taking affidavits
Authority to certify varies by province and territory. Consult your local provincial or territorial authorities.
Outside of Canada:
• a notary public
Authority to administer oaths varies by country. Consult your local authorities.
The document translation requirements for the sponsorship of parents and grandparents are exactly the same.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
You must assume that the Ministry does not understand Russian words at all. Even one word in a language unfamiliar to them may change the meaning of the entire document. Imagine that instead of “ФМС”, it said “Недействителен” (“Invalid”) or “Образец” (“Sample”) That is precisely why they require an accurate translation.
The Ministry requires that you provide a translation:
The Ministry requires that you provide a translation:
- either into English or into French – in Canada both languages are officially recognized and interchangeable for all government services
- the translation must be done by a certified translator
- if it is impossible to obtain a translation from a certified translator, it is permitted to attach a regular translation together with an affidavit from the person who completed the translation (although Immigration, Refugees and Citizenship Canada strongly disfavors this)
- the entire contents of the original document must be translated in full. All handwritten notes and all seals and stamps must also be translated. If there is anything on the reverse side of the document, it must also be translated
- additionally, a certified copy of the original document must be attached separately (see here for how to do this) if you are submitting a paper application
How to make a notarized copy (certified copy / notarized copy / true copy) of a document?
Some organizations in Canada, in addition to translations of documents, may also require certified copies of these documents.
Pay attention to such requirements, since in some cases the translation is usually made from these certified copies rather than from the original documents.
Also, do not confuse what a notarized copy of a document is and what a notarized translation is: both may be required, therefore it is important to understand what exactly is required in your case, or rather, by the receiving organization.
So, what is a certified copy?
In accordance with the laws in Canada, only notaries (notary public) may certify that a copy corresponds to the original document.
You will need to make a regular black-and-white or colour copy of your original document and bring this copy together with the original document to a notary. They will compare every letter on the copy with the original and ensure that there are no corrections, erasures, etc., and will certify your copy as corresponding to the original. By the way, the notary is NOT required to know the language of the original document.
There are nuances here. Some notaries certify each page of the document, while some make the certification on a separate sheet. And then a question arises for the receiving organization: is it acceptable to certify different pages of a document or different documents with one common certificate, is it necessary in that case to bind the pages together, by what method to bind them, etc. The requirements of organizations differ, and such nuances are usually NOT specified on their websites. In order to avoid unnecessary questions by email to the organization and to minimize risks, I advise using the services of my trusted notary. Everything can be done remotely; it is enough to write to me that you need a certified copy of a document (true copy).
Pay attention to such requirements, since in some cases the translation is usually made from these certified copies rather than from the original documents.
Also, do not confuse what a notarized copy of a document is and what a notarized translation is: both may be required, therefore it is important to understand what exactly is required in your case, or rather, by the receiving organization.
So, what is a certified copy?
In accordance with the laws in Canada, only notaries (notary public) may certify that a copy corresponds to the original document.
You will need to make a regular black-and-white or colour copy of your original document and bring this copy together with the original document to a notary. They will compare every letter on the copy with the original and ensure that there are no corrections, erasures, etc., and will certify your copy as corresponding to the original. By the way, the notary is NOT required to know the language of the original document.
There are nuances here. Some notaries certify each page of the document, while some make the certification on a separate sheet. And then a question arises for the receiving organization: is it acceptable to certify different pages of a document or different documents with one common certificate, is it necessary in that case to bind the pages together, by what method to bind them, etc. The requirements of organizations differ, and such nuances are usually NOT specified on their websites. In order to avoid unnecessary questions by email to the organization and to minimize risks, I advise using the services of my trusted notary. Everything can be done remotely; it is enough to write to me that you need a certified copy of a document (true copy).
What requirements apply to documents for sponsorship of other relatives?
If you wish to sponsor your relatives and bring them to Canada, study all the requirements here. The document package depends on who is sponsoring whom and in which countries all participants have lived and are living.
For sponsorship of relatives, the checklist states the following:
Quote:
Supporting documents must be in English or French. If they are not, send a certified translation with a copy of the originals.
That is, they require a certified translation and a regular copy of the original document. Notarization of the copy is not required.
For sponsorship of relatives, the checklist states the following:
Quote:
Supporting documents must be in English or French. If they are not, send a certified translation with a copy of the originals.
That is, they require a certified translation and a regular copy of the original document. Notarization of the copy is not required.
Translations for applying for Canadian citizenship
What requirements apply to an adult’s documents when applying for citizenship?
All requirements are here.
For an adult applying for citizenship, the following documents require translation:
1. All pages of all international passports for the last 5 years (colour photocopy of all pages (valid or expired) of your passport(s) or travel document(s) during your (5) year eligibility period, including the biographical page which includes: name, photo, date and place of birth, passport/travel document number, issue date and expiration date.)
2. Criminal records certificates
Sometimes translations of diplomas or certificates from schools/universities are also required to confirm knowledge of English/French, and results of English and/or French language tests (if these documents contain words in Russian).
If your passports contain border crossing stamps or visas that include text NOT in English/French, all such pages, of course, must be translated by translators working in the languages in which these stamps and visas are written.
The requirements for translations are here.
Quote:
Translation of documents
You must submit the following for any document that is not in English or French, unless otherwise stated on your document checklist:
• the English or French translation; and
• an affidavit from the person who completed the translation (if they're not a certified translator); and
• a certified copy of the original document.
Important information: Translations must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
For an adult applying for citizenship, the following documents require translation:
1. All pages of all international passports for the last 5 years (colour photocopy of all pages (valid or expired) of your passport(s) or travel document(s) during your (5) year eligibility period, including the biographical page which includes: name, photo, date and place of birth, passport/travel document number, issue date and expiration date.)
2. Criminal records certificates
Sometimes translations of diplomas or certificates from schools/universities are also required to confirm knowledge of English/French, and results of English and/or French language tests (if these documents contain words in Russian).
If your passports contain border crossing stamps or visas that include text NOT in English/French, all such pages, of course, must be translated by translators working in the languages in which these stamps and visas are written.
The requirements for translations are here.
Quote:
Translation of documents
You must submit the following for any document that is not in English or French, unless otherwise stated on your document checklist:
• the English or French translation; and
• an affidavit from the person who completed the translation (if they're not a certified translator); and
• a certified copy of the original document.
Important information: Translations must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
You must assume that the Ministry does not understand Russian words at all. Even one word in a language unfamiliar to them may change the meaning of the entire document. Imagine that instead of “ФМС”, it said “Недействителен” (“Invalid”) or “Образец” (“Sample”) That is precisely why they require an accurate translation.
The Ministry requires that you provide a translation:
The Ministry requires that you provide a translation:
- either into English or into French – in Canada both languages are officially recognized and interchangeable for all government services
- the translation must be done by a certified translator
- if it is impossible to obtain a translation from a certified translator, it is permitted to attach a regular translation together with an affidavit from the person who completed the translation (although Immigration, Refugees and Citizenship Canada strongly disfavors this)
- the entire contents of the original document must be translated in full. All handwritten notes and all seals and stamps must also be translated. If there is anything on the reverse side of the document, it must also be translated
- additionally, a certified copy of the original document must be attached separately (see here for how to do this) if you are submitting a paper application
How to make a certified copy of a document?
In accordance with the official requirements, only “authorized” persons may certify that a copy corresponds to the original document. In Canada, these are notaries (notary public), commissioners for oaths, and commissioners for taking affidavits. Outside Canada, only notaries may do this.
If you are in Canada, it is usually easiest to find any notary near you – simply search in Google for “public notary”. The notary is NOT required to understand Russian.
Simply make a regular black-and-white or colour copy of your original document and take this copy together with the original document to a notary. They will compare every letter on the copy with the original and ensure that there are no corrections, erasures, etc., and will certify your copy as corresponding to the original.
Please note that the applicant himself/herself and his/her family members may not certify the authenticity of copies.
Quote:
Certified true copies
To have a photocopy of a document certified, an authorized person must compare the original document to the photocopy and must print all of the following on the photocopy:
• "I certify that this is a true copy of the original document"
• the name of the original document
• the date of the certification
• their name
• their official position or title
• their signature
Who can certify copies?
Only authorized people can certify copies.
Important information: Certifying of copies must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
People authorized to certify copies include the following:
In Canada:
1. a notary public
2. a commissioner of oaths
3. a commissioner of taking affidavits
Authority to certify varies by province and territory. Check with your local provincial or territorial authorities to learn who has the authority to certify.
Outside Canada:
• a notary public
Authority to certify international documents varies by country. Check with your local authorities to learn who has the authority to certify in your country.
If you are in Canada, it is usually easiest to find any notary near you – simply search in Google for “public notary”. The notary is NOT required to understand Russian.
Simply make a regular black-and-white or colour copy of your original document and take this copy together with the original document to a notary. They will compare every letter on the copy with the original and ensure that there are no corrections, erasures, etc., and will certify your copy as corresponding to the original.
Please note that the applicant himself/herself and his/her family members may not certify the authenticity of copies.
Quote:
Certified true copies
To have a photocopy of a document certified, an authorized person must compare the original document to the photocopy and must print all of the following on the photocopy:
• "I certify that this is a true copy of the original document"
• the name of the original document
• the date of the certification
• their name
• their official position or title
• their signature
Who can certify copies?
Only authorized people can certify copies.
Important information: Certifying of copies must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
People authorized to certify copies include the following:
In Canada:
1. a notary public
2. a commissioner of oaths
3. a commissioner of taking affidavits
Authority to certify varies by province and territory. Check with your local provincial or territorial authorities to learn who has the authority to certify.
Outside Canada:
• a notary public
Authority to certify international documents varies by country. Check with your local authorities to learn who has the authority to certify in your country.
What requirements apply to a child’s documents when applying for citizenship?
All requirements for those applying under subsection 5(1) are here.
All requirements for those applying under subsection 5(2) are here.
For a child under 18 applying for citizenship, the following documents may require translation:
1. Identification documents (passport, international passport, birth certificate, etc.)
2. Proof that the adult applicant has the right to act on behalf of the child (usually the child’s birth/adoption certificate)
3. Biographical pages of all valid and expired passports or travel documents the child had in the past 5 years (biographical pages of all valid and expired passports or travel documents you had in the past 5 years)
4. If you are applying under subsection 5(1), then for children under 14 ALL pages of passports for the last 5 years are required (colour photocopies of all pages of passports or travel documents (valid and cancelled) that the minor had in the past 5 years)
5. If you are applying under subsection 5(1), then for children under 14 school records (transcripts/extracts, attendance records, etc.) for the last 5 years are also required.
The requirements for translations are here; they fully coincide with the requirements for translations of adult documents (here).
Quote:
Translation of documents
You must submit the following for any document that is not in English or French, unless otherwise stated on your document checklist:
• the English or French translation; and
• an affidavit from the person who completed the translation (if they're not a certified translator); and
• a certified copy of the original document.
Important information: Translations must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
All requirements for those applying under subsection 5(2) are here.
For a child under 18 applying for citizenship, the following documents may require translation:
1. Identification documents (passport, international passport, birth certificate, etc.)
2. Proof that the adult applicant has the right to act on behalf of the child (usually the child’s birth/adoption certificate)
3. Biographical pages of all valid and expired passports or travel documents the child had in the past 5 years (biographical pages of all valid and expired passports or travel documents you had in the past 5 years)
4. If you are applying under subsection 5(1), then for children under 14 ALL pages of passports for the last 5 years are required (colour photocopies of all pages of passports or travel documents (valid and cancelled) that the minor had in the past 5 years)
5. If you are applying under subsection 5(1), then for children under 14 school records (transcripts/extracts, attendance records, etc.) for the last 5 years are also required.
The requirements for translations are here; they fully coincide with the requirements for translations of adult documents (here).
Quote:
Translation of documents
You must submit the following for any document that is not in English or French, unless otherwise stated on your document checklist:
• the English or French translation; and
• an affidavit from the person who completed the translation (if they're not a certified translator); and
• a certified copy of the original document.
Important information: Translations must not be done by the applicants themselves nor by an applicant's parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.
If the translation is not done by a certified translator (a member in good standing of a provincial or territorial association of translators and interpreters in Canada), you must submit an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document.
Translators who are certified in Canada don't need to supply an affidavit.
Translations for refugee documents under immigration programs and for obtaining Canadian citizenship
What requirements apply to translations of refugee documents under immigration programs and for obtaining Canadian citizenship?
I recommend carefully studying the requirements for documents and their preparation depending on your specific situation.
General requirements for translations are here.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
General requirements for translations are here.
These requirements apply if the document that you attach to your immigration application is written NOT in English and NOT in French. That is, even if at least one word in the document is written not in English and not in French, this paragraph applies.
Example: If on the main identification page of your international passport there is only one word indicated ONLY in Russian, for example, if “Issuing Authority” is indicated as “ФМС 12345” (“Federal Migration Service 12345”), then because of the word “ФМС”, you will have to translate the entire page.
You must assume that the Ministry does not understand Russian words at all. Even one word in a language unfamiliar to them may change the meaning of the entire document. Imagine that instead of “ФМС”, it said “Недействителен” (“Invalid”) or “Образец” (“Sample”) That is precisely why they require an accurate translation.
You may provide either the originals of your documents or notarized copies. If you send originals, translations must be made from the originals. If you send notarized copies, translations must be made from those copies.
The Ministry requires that you provide a translation:
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Translation of supporting documents for applications
When a certified copy of the original document is submitted, the accompanying translation must be of the certified copy and the translator must stamp both the certified copy and the translation.
Documents that are not in English or French must be translated by a certified translator.
A certified translator is a member in good standing whose certification can be confirmed by a seal or stamp that shows the translator's membership number of a professional translation association in Canada or abroad. All stamps and seals that are not in English or French must also be translated.
If the translation is being done in Canada
Applicants should use the services of a certified translator who is in good standing with their provincial or territorial organization and certified to translate documents.
If the translation is being done outside of Canada
Applicants should use the services of a translator who is accredited (officially recognized or authorized) in the country where the translation is being completed.
For all applicants (in or outside of Canada): translations must not be done by
Should the accuracy of the translation appear suspect, IRCC reserves the right to request a retranslation by a different translator. IRCC is not responsible for any translation fees.
Documents translated by a non-certified translator
In situations where the translation cannot be provided by a certified translator, it must be accompanied by an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
Affidavit
An affidavit for a translation is a document that states that the translation is an accurate version of the original text. The translator swears that their translation is an accurate representation of the contents of the original document.
The translator does this in front of a commissioner authorized to administer oaths in the country where they live. The commissioner or notary public must be proficient in English or French in order to administer the oath.
All stamps and seals that are not in English or French must also be translated.
Who can take an affidavit
In Canada:
• a notary public
• a commissioner of oaths
• a commissioner of taking affidavits
Outside Canada:
• a notary public, or equivalent
For all applicants (in or outside of Canada), affidavits must not be done by the applicants themselves, nor by members of the applicant's family. Any member of the applicant's family who may be a lawyer, notary or authorized translator is also not permitted to prepare affidavits. This includes a parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.
You may provide either the originals of your documents or notarized copies. If you send originals, translations must be made from the originals. If you send notarized copies, translations must be made from those copies.
The Ministry requires that you provide a translation:
- if the translation is done in Canada, it must be completed by a certified translator
- if the translation is done outside Canada, you must use an official accredited translator in your country (although the Immigration, Refugees and Citizenship Canada strongly disfavors this). The translation cannot be completed by the applicant himself/herself or by members of his/her family
- if it is absolutely impossible to obtain a translation from a certified translator, it is permitted to attach a regular translation and a notarized affidavit from the person who completed the translation (although the Immigration, Refugees and Citizenship Canada strongly disfavors this). The affidavit must be written in English or French, and the notary certifying it must be proficient in English or French.
Quote:
Translation of supporting documents for applications
- In all situations, supporting documents that are in a language other than English or French must be accompanied by an official translation of the original document, or of a certified copy of the original document in English or French. That translation must be of the original document, or
- of the certified copy of the original document, and
- certified by a certified translator, or in the event that the translation cannot be provided by a certified translator, it must be accompanied by an affidavit, and
- included with the application
When a certified copy of the original document is submitted, the accompanying translation must be of the certified copy and the translator must stamp both the certified copy and the translation.
Documents that are not in English or French must be translated by a certified translator.
A certified translator is a member in good standing whose certification can be confirmed by a seal or stamp that shows the translator's membership number of a professional translation association in Canada or abroad. All stamps and seals that are not in English or French must also be translated.
If the translation is being done in Canada
Applicants should use the services of a certified translator who is in good standing with their provincial or territorial organization and certified to translate documents.
If the translation is being done outside of Canada
Applicants should use the services of a translator who is accredited (officially recognized or authorized) in the country where the translation is being completed.
For all applicants (in or outside of Canada): translations must not be done by
- the applicants themselves
- members of the applicant's family
- the applicant's representatives or consultants
Should the accuracy of the translation appear suspect, IRCC reserves the right to request a retranslation by a different translator. IRCC is not responsible for any translation fees.
Documents translated by a non-certified translator
In situations where the translation cannot be provided by a certified translator, it must be accompanied by an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.
Affidavit
An affidavit for a translation is a document that states that the translation is an accurate version of the original text. The translator swears that their translation is an accurate representation of the contents of the original document.
The translator does this in front of a commissioner authorized to administer oaths in the country where they live. The commissioner or notary public must be proficient in English or French in order to administer the oath.
All stamps and seals that are not in English or French must also be translated.
Who can take an affidavit
In Canada:
• a notary public
• a commissioner of oaths
• a commissioner of taking affidavits
Outside Canada:
• a notary public, or equivalent
For all applicants (in or outside of Canada), affidavits must not be done by the applicants themselves, nor by members of the applicant's family. Any member of the applicant's family who may be a lawyer, notary or authorized translator is also not permitted to prepare affidavits. This includes a parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.
Translations for confirmation of education for use in Canada
How to confirm your education for use in Canada?
The process strongly depends on what you plan to do.
If this is a request from an employer, a translation completed by a certified translator will be sufficient.
If you wish to continue your education in Canada, obtain here a Bachelor’s degree, a Master’s degree, a Ph.D. degree, obtain an educational certificate, then you need to study the requirements set by your target university or college.
Usually educational institutions require confirmation of education level completed by one of the independent international companies – WES, ICAS, CES/UofT, BCIT, etc.
If the English translation of the titles of certain subjects or course papers, or of your thesis topic, is critically important to you, please write how you would like me to translate them, and I will try to assist you with this.
If this is a request from an employer, a translation completed by a certified translator will be sufficient.
If you wish to continue your education in Canada, obtain here a Bachelor’s degree, a Master’s degree, a Ph.D. degree, obtain an educational certificate, then you need to study the requirements set by your target university or college.
Usually educational institutions require confirmation of education level completed by one of the independent international companies – WES, ICAS, CES/UofT, BCIT, etc.
If the English translation of the titles of certain subjects or course papers, or of your thesis topic, is critically important to you, please write how you would like me to translate them, and I will try to assist you with this.
What translation requirements does World Education Services (WES) impose?
To confirm the exact requirements, complete the short questionnaire here.
Typically, the requirements are as follows:
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WES also requires precise, word-for-word translations when your academic documents are not issued in English.
[WES requires] Precise, word-for-word translations of all degree certificates.
You can upload a clear and legible copy of [translations] in My Account.
WES does not translate documents.
They require a complete and accurate word-for-word translation of your diplomas and transcripts. Such translations are usually prepared by professional certified translators.
Read WES requirements very carefully — in some cases, they require documents with an apostille. This apostille can only be issued in Russia or Ukraine, as Canada is not a party to the Hague Apostille Convention.
Typically, the requirements are as follows:
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WES also requires precise, word-for-word translations when your academic documents are not issued in English.
[WES requires] Precise, word-for-word translations of all degree certificates.
You can upload a clear and legible copy of [translations] in My Account.
WES does not translate documents.
They require a complete and accurate word-for-word translation of your diplomas and transcripts. Such translations are usually prepared by professional certified translators.
Read WES requirements very carefully — in some cases, they require documents with an apostille. This apostille can only be issued in Russia or Ukraine, as Canada is not a party to the Hague Apostille Convention.
What translation requirements does ICAS impose?
General requirements are here, requirements for Russia are here.
ICAS requires careful literal translations of your documents. Usually such translations are completed by professional certified translators.
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If the documents were not originally issued in English or French, ICAS also requires an accurate word-for-word translation of each document. If you provide English-language documents or translations, you will receive an English-language report. If you submit French-language documents or translations, you will receive a French-language report.
ICAS requires careful literal translations of your documents. Usually such translations are completed by professional certified translators.
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If the documents were not originally issued in English or French, ICAS also requires an accurate word-for-word translation of each document. If you provide English-language documents or translations, you will receive an English-language report. If you submit French-language documents or translations, you will receive a French-language report.
What translation requirements does the University of Toronto (CES) impose?
Document requirements are here.
In each case, depending on the program to which you are applying, you must clarify how exactly the translations must be provided to the university. Sometimes they require that the translator send the translations directly to UofT, in an envelope sealed with the translator’s seal, in order to exclude any manipulation.
UofT requires official translations of all documents, completed only by a certified translator. They do not accept translations completed by the institute/university itself.
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Translation Guidelines
All documents mentioned in Step 2 that are not in English or French must be accompanied with official translation done by a certified professional translator
Official translation must clearly identify the translator
Translation provided by the educational institution is acceptable
Official Academic Record does not require an English or French translation
In each case, depending on the program to which you are applying, you must clarify how exactly the translations must be provided to the university. Sometimes they require that the translator send the translations directly to UofT, in an envelope sealed with the translator’s seal, in order to exclude any manipulation.
UofT requires official translations of all documents, completed only by a certified translator. They do not accept translations completed by the institute/university itself.
Quote:
Translation Guidelines
All documents mentioned in Step 2 that are not in English or French must be accompanied with official translation done by a certified professional translator
Official translation must clearly identify the translator
Translation provided by the educational institution is acceptable
Official Academic Record does not require an English or French translation
What translation requirements does BCIT (ICES) impose?
Document requirements are here.
“BCIT requires full literal translations into English completed by a translator certified in Canada. Translations may be made from originals or from copies of originals. The certified translator must place his/her signature and seal on each page of the copy of the document that he/she translates.”
If your educational documents are not in English, they must be included with a complete word-for-word (literal, not interpretive) English translation. If you are submitting your documents from outside Canada and cannot obtain a translation from a Canadian-certified translator, you may submit a translation from an official translator in your home country. This translation must also be completely accurate or ICES will require a new translation from a Canadian certified translator.
Items such as marks sheets, transcripts, diplomas, certificates, and grade books must be translated in their entirety, including information appearing on the reverse side of any document. For calendars, course outlines, and syllabuses, only those pages describing courses and other information specific to your credential need to be translated.
Requirements of a translation
Translations may be conducted from original documents or copies of those documents. To be accepted by ICES, they must meet the following requirements:
1. The translator must attach to each translation a signed copy of the educational document on which the translation is based.
2. All document copies submitted for evaluation must be stamped with the translator's official stamp. The document copy accompanying the translation will be verified against the original document submitted to ICES.
“BCIT requires full literal translations into English completed by a translator certified in Canada. Translations may be made from originals or from copies of originals. The certified translator must place his/her signature and seal on each page of the copy of the document that he/she translates.”
If your educational documents are not in English, they must be included with a complete word-for-word (literal, not interpretive) English translation. If you are submitting your documents from outside Canada and cannot obtain a translation from a Canadian-certified translator, you may submit a translation from an official translator in your home country. This translation must also be completely accurate or ICES will require a new translation from a Canadian certified translator.
Items such as marks sheets, transcripts, diplomas, certificates, and grade books must be translated in their entirety, including information appearing on the reverse side of any document. For calendars, course outlines, and syllabuses, only those pages describing courses and other information specific to your credential need to be translated.
Requirements of a translation
Translations may be conducted from original documents or copies of those documents. To be accepted by ICES, they must meet the following requirements:
1. The translator must attach to each translation a signed copy of the educational document on which the translation is based.
2. All document copies submitted for evaluation must be stamped with the translator's official stamp. The document copy accompanying the translation will be verified against the original document submitted to ICES.
What translation requirements apply for submission to the Pharmacy Examining Board of Canada (PEBC)?
The Pharmacy Examining Board of Canada (PEBC) is the national certification body for pharmacists in Canada. This body evaluates the qualifications and competence of candidates for pharmacist and pharmacy technician licensure.
Recently, new translation requirements appeared on their website. They want translations to be completed by official translators appointed by the state (meaning translators certified in Canada), and they require that the translator place his/her signature and seal on each page.
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You will need to submit an original, official translation of the document, as well as a certified copy of the original language document.
Recently, new translation requirements appeared on their website. They want translations to be completed by official translators appointed by the state (meaning translators certified in Canada), and they require that the translator place his/her signature and seal on each page.
Quote:
You will need to submit an original, official translation of the document, as well as a certified copy of the original language document.
- If a required document is not written in French or English, you will need to follow these guidelines to submit a translation:The translation must be prepared by a government appointed, official translator.
- Each page of the translation must include the original stamp and signature of your official translator.
- A copy, or original version of the original language document must be submitted with the translation and each page must include the original stamp and signature of your official translator.
- The name and credentials of your translator must appear in English or French.
- The version of the translation must be the original. Copies are not accepted, even if certified.
- If you are submitting a translation of your transcript, or licensing statement, the original language version you send must match the original language version sent directly to PEBC by your university or licensing authority.
What translation requirements apply for submission to the Canadian Architectural Certification Board (CACB)?
The Canadian Architectural Certification Board (CACB) is the national certification body for architects in Canada.
On their website they require a certified translation of your original documents. The translation, of course, must be signed and sealed by a certified translator.
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Can I submit my application in any language?
Your application must be submitted in one of the two official languages (English or French). Otherwise, you will need to provide in addition to the original documents, their certified translation to English or French.
What is a certified translator?
A certified translator creates a legal record. Certified translators attest to the accuracy of a translation and place a seal on each page of the translation. The certified translator must be registered and officially authorized to do translations. This service may be obtained in Canada or in the country of origin.
A translation done by the applicant is only acceptable if it is signed and stamped by a certified translator.
On their website they require a certified translation of your original documents. The translation, of course, must be signed and sealed by a certified translator.
Quote:
Can I submit my application in any language?
Your application must be submitted in one of the two official languages (English or French). Otherwise, you will need to provide in addition to the original documents, their certified translation to English or French.
What is a certified translator?
A certified translator creates a legal record. Certified translators attest to the accuracy of a translation and place a seal on each page of the translation. The certified translator must be registered and officially authorized to do translations. This service may be obtained in Canada or in the country of origin.
A translation done by the applicant is only acceptable if it is signed and stamped by a certified translator.
Translations for court in Ontario
What are the requirements for translations of documents for consideration in the Small Claims Court in Ontario?
The law regulating courts in Ontario is the “Courts of Justice Act”.
Clause (b) of subsection (2) of section 125 of this Act requires that all documents filed with the court be in English, and if they are written in another language, a translation certified by the translator’s affidavit is required.
Language
...
Proceedings in English unless otherwise provided
(2) Except as otherwise provided with respect to the use of the French language,
…
(b) documents filed in courts shall be in the English language or shall be accompanied by a translation of the document into the English language certified by affidavit of the translator. R.S.O. 1990, c. C.43, s. 125.
Clause (b) of subsection (2) of section 125 of this Act requires that all documents filed with the court be in English, and if they are written in another language, a translation certified by the translator’s affidavit is required.
Language
...
Proceedings in English unless otherwise provided
(2) Except as otherwise provided with respect to the use of the French language,
…
(b) documents filed in courts shall be in the English language or shall be accompanied by a translation of the document into the English language certified by affidavit of the translator. R.S.O. 1990, c. C.43, s. 125.
Certified and notarized translation
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— Certified translator
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— Member of the Association of Translators and Interpreters
of Ontario (ATIO)
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