Turnkey Legalization of Documents for Cuba
For personal and business documents: for marriage in Cuba, for powers of attorney for Cuba, for business affairs, opening up a branch, and export to Cuba, and other legal purposes
1100+
helped
clients
since 2012
since 2012
- Statutory Declarations of Single Status
- Certified Translations
- Notarized Translations
- Apostilled Translations
- Authentication
- Legalization
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Document Legalization for Cuba in Canada: What It Is and When You Need It
1
For a document issued in Canada to be used in Cuba, it needs to go through a process called legalization. There are two types of legalization: full legalization (a two-step procedure) and simplified legalization (a one-step process, often referred to as an apostille). Cuba is not a signatory to the Hague Apostille Convention, so you'll have to go through the full legalization process.
Documents prepared by or with the involvement of Canadian authorities and intended for use in Cuba require the two-step procedure. These steps are:
1) Authentication
2) Legalization
Sometimes, both steps are collectively referred to as "legalization," though this is technically incorrect. If you encounter the term "legalization in the Ministry of Foreign Affairs", it specifically refers to authentication. It's important not to confuse these terms.
Some consulates of other countries call the last step of the process, which is done by the consulate, "authentication", which is again, technically incorrect. This last step is called legalization.
Authentication is done by the Ministry of Foreign Affairs of Canada or by a provincial or territorial authority (more on this below).
Legalization is done by the Consulate of Cuba.
While these are two separate processes, both are necessary parts of the overall legalization procedure.
📌 Let’s Lock It In!
You have a Canadian birth certificate and need to use it in Cuba.
Since Cuba is not a member of the Apostille Convention,
you’ll need:
1️⃣ Authentication by Global Affairs Canada (or a provincial authority)
2️⃣ Legalization by the Consulate of Cuba in Toronto or the Consulate of Cuba in Montreal.
That’s full legalization ✅
2) Legalization
Sometimes, both steps are collectively referred to as "legalization," though this is technically incorrect. If you encounter the term "legalization in the Ministry of Foreign Affairs", it specifically refers to authentication. It's important not to confuse these terms.
Some consulates of other countries call the last step of the process, which is done by the consulate, "authentication", which is again, technically incorrect. This last step is called legalization.
Authentication is done by the Ministry of Foreign Affairs of Canada or by a provincial or territorial authority (more on this below).
Legalization is done by the Consulate of Cuba.
While these are two separate processes, both are necessary parts of the overall legalization procedure.
📌 Let’s Lock It In!
You have a Canadian birth certificate and need to use it in Cuba.
Since Cuba is not a member of the Apostille Convention,
you’ll need:
1️⃣ Authentication by Global Affairs Canada (or a provincial authority)
2️⃣ Legalization by the Consulate of Cuba in Toronto or the Consulate of Cuba in Montreal.
That’s full legalization ✅
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Most common documents to be legalized for marriage in Cuba
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The most common documents that need to be legalized for marriage in Cuba are:
- Birth certificate issued in Canada
- Statutory declaration of single status, signed in front of a Canadian notary (The Affidavit of Single Status is valid for 6 months as of the date of issuance.)
- If you are divorced, a divorce certificate issued by a court, and an Affidavit of Single Status
- If you are a widower or a widow, your marriage certificate, and your ex-spouse’s death certificate
- An affidavit of identity, in case your full name is not the same across all the documents. This affidavit is valid for 6 months. The Affidavit of Single Status and the Affidavit of Identity can be done in the same document.
What Documents Can Be Legalized?
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All documents issued by a Canadian authority or by a provincial or territorial authority, or executed by a Canadian notary, that you need to use in Cuba.
1) Certificates issued by civil registry offices, for example, certificates of birth, death, marriage, change of name, last name, etc.
2) Powers of attorney and notarial statements, including statements of being alive, renunciation of inheritance, absence of past and current marriages (certificates of single status, single status declarations), which are drawn up or signed by a notary
3) Diplomas, supplements to diplomas, certificates and other documents related to education
4) Bank statements, court documents, divorce decrees
5) Cremation or burial certificates
6) Corporation registration certificates, bank statements, letters of guarantee from directors of the company, extracts from registers of corporations, certificates for products for export from Canada to Cuba
2) Powers of attorney and notarial statements, including statements of being alive, renunciation of inheritance, absence of past and current marriages (certificates of single status, single status declarations), which are drawn up or signed by a notary
3) Diplomas, supplements to diplomas, certificates and other documents related to education
4) Bank statements, court documents, divorce decrees
5) Cremation or burial certificates
6) Corporation registration certificates, bank statements, letters of guarantee from directors of the company, extracts from registers of corporations, certificates for products for export from Canada to Cuba
All of these types of documents go through different authentication procedures.
The legalization procedure also includes all cases when a child born in Canada needs to obtain citizenship of Cuba, because in order to obtain citizenship of Cuba, you'll need to provide a Canadian birth certificate, and it, in turn, will have to be legalized.
The legalization procedure also includes all cases when a child born in Canada needs to obtain citizenship of Cuba, because in order to obtain citizenship of Cuba, you'll need to provide a Canadian birth certificate, and it, in turn, will have to be legalized.
The most common documents subject to this procedure are:
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How to Make Legalization?
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In a nutshell, it goes like this:
IMPORTANT! Consulates of Cuba require legalization for BOTH the original document and its notarized translation!
Now in more detail.
Why is legalization considered a TWO-step procedure?
In order to certify the authenticity of a Canadian document,
1) First, you need to certify the signature and seal of the official Canadian authority who signed the document. Such an assurance is made by the Canadian minister, who puts his seal and signature on the document. This is the authentication.
2) Second, the Cuban consulate must certify the signature and seal of that Canadian minister who authenticated the document. This is the final legalization.
In other words, the Canadian minister verifies and confirms the signature and seal of the official Canadian authority who signed and issued the document, confirming that such an employee existed, that they were acting at the time of signing the document, and that the signature and stamp on the document are really theirs. And the Consul at the Consulate performs the “consular legalization” of the signature and seal of this Canadian minister, thereby confirming that such a minister really exists, that this is their true signature and seal, and that they were acting at the time of signing the document.
Let's dilute this TWO-step procedure with certified translations so that the state officials, ministers and consuls from different countries can read and understand these documents, and we get the same four stages: translation, notarization of translation, authentication, and legalization. Below are more details on all four.
- Get a certified translation of the document into Spanish for Cuba
- Get the original document and its notarized translation authenticated by the Canadian Ministry of Foreign Affairs or a provincial Canadian authority (Which one exactly? There are nuances, read below)
- Submit the document package for legalization to the Cuban consulate in Canada
IMPORTANT! Consulates of Cuba require legalization for BOTH the original document and its notarized translation!
Now in more detail.
Why is legalization considered a TWO-step procedure?
In order to certify the authenticity of a Canadian document,
1) First, you need to certify the signature and seal of the official Canadian authority who signed the document. Such an assurance is made by the Canadian minister, who puts his seal and signature on the document. This is the authentication.
2) Second, the Cuban consulate must certify the signature and seal of that Canadian minister who authenticated the document. This is the final legalization.
In other words, the Canadian minister verifies and confirms the signature and seal of the official Canadian authority who signed and issued the document, confirming that such an employee existed, that they were acting at the time of signing the document, and that the signature and stamp on the document are really theirs. And the Consul at the Consulate performs the “consular legalization” of the signature and seal of this Canadian minister, thereby confirming that such a minister really exists, that this is their true signature and seal, and that they were acting at the time of signing the document.
Let's dilute this TWO-step procedure with certified translations so that the state officials, ministers and consuls from different countries can read and understand these documents, and we get the same four stages: translation, notarization of translation, authentication, and legalization. Below are more details on all four.
1
Authentication
A document can be authenticated in its original form, in which case the authentication certificate will be attached to the original. It is also possible to authenticate a notarized copy of the document (True Copy), in which case the authentication certificate will be attached to the notarized copy. According to the requirements of the Department of Foreign Affairs, certain types of documents can only be authenticated as a True Copy, while others may be authenticated either in their original form or as a copy.
You can get a document authenticated:
1) By the Canadian Foreign Affairs Office (Global Affairs), which is located in Ottawa. Global Affairs of Canada authenticates documents issued by the Government of Canada, or issued or notarized in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
2) In provincial or territorial ministries. Such ministries exist in Alberta, British Columbia, Ontario, Quebec, and Saskatchewan. For example, in Ontario, such a ministry is called ODS (Ontario Document Services) and is located in Toronto and in a few other cities in Ontario. A provincial ministry can only authenticate documents issued in that province and not in any other. That is, if your document was issued in Quebec, you will not be able to authenticate its original with the ODS (Ministry of Ontario). But you can authenticate its True Copy with the ODS.
You can get a document authenticated:
1) By the Canadian Foreign Affairs Office (Global Affairs), which is located in Ottawa. Global Affairs of Canada authenticates documents issued by the Government of Canada, or issued or notarized in Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
2) In provincial or territorial ministries. Such ministries exist in Alberta, British Columbia, Ontario, Quebec, and Saskatchewan. For example, in Ontario, such a ministry is called ODS (Ontario Document Services) and is located in Toronto and in a few other cities in Ontario. A provincial ministry can only authenticate documents issued in that province and not in any other. That is, if your document was issued in Quebec, you will not be able to authenticate its original with the ODS (Ministry of Ontario). But you can authenticate its True Copy with the ODS.
Notarization of a document for authentication
All documents can be divided into three types. Those that need to be notarized before authentication, and those that do not. There are also documents that are prepared with the help of a notary — this is a different procedure that requires either an in-person visit to a notary, or a video call with the notary, depending on the province.
Here are the main documents divided into these three types:
1) No need to notarize: certificates issued by the registry office, for example, certificates of birth, marriage, divorce, death, name change, diplomas issued by a public institution, etc. The exception is only documents issued in provinces other than Ontario, which are intended for authentication through ODS, in which case, True Copies are required.
2) Need to be notarized: certificates of cremation and burial, certificates of good conduct, diplomas, bank and court documents, diplomas issued by a private institution, etc. Such documents are notarized by a Notary in Ontario to be legalized in this province.
3) Necessary to sign at a notary: powers of attorney, declarations of single status, statements of renunciation of inheritance, applications for the appointment of pension payments, any other notarial documents and statements. Notarial documents need to be signed with my Notary in Ontario via a video call or in person, which makes them go through the legalization process in the province of Ontario.
Who are these Canadian state employees who sign these documents, whose signatures and seals actually get authenticated?
1) Registrar General or Deputy Registrar General: Certificates issued by the Civil Registry Offices, such as birth, marriage, divorce, death, name change, etc.
2) Public Notary: True copies of any documents, such as cremation and burial certificates, police clearance certificates, diplomas, banking and court documents, etc.
3) Public Notary: Powers of attorney, declarations of renunciation of inheritance, declarations of assignment of pension payments, any other notarial documents and statements
4) Judge or Clerk of the Court: Court decisions
5) Officer of the Department of Corporation Registration (Registraire des entreprises in Quebec): Corporation registration certificates
6) Deans of the public universities and schools: Diplomas
7) Lawyers: Any other legal documents
All documents can be divided into three types. Those that need to be notarized before authentication, and those that do not. There are also documents that are prepared with the help of a notary — this is a different procedure that requires either an in-person visit to a notary, or a video call with the notary, depending on the province.
Here are the main documents divided into these three types:
1) No need to notarize: certificates issued by the registry office, for example, certificates of birth, marriage, divorce, death, name change, diplomas issued by a public institution, etc. The exception is only documents issued in provinces other than Ontario, which are intended for authentication through ODS, in which case, True Copies are required.
2) Need to be notarized: certificates of cremation and burial, certificates of good conduct, diplomas, bank and court documents, diplomas issued by a private institution, etc. Such documents are notarized by a Notary in Ontario to be legalized in this province.
3) Necessary to sign at a notary: powers of attorney, declarations of single status, statements of renunciation of inheritance, applications for the appointment of pension payments, any other notarial documents and statements. Notarial documents need to be signed with my Notary in Ontario via a video call or in person, which makes them go through the legalization process in the province of Ontario.
Who are these Canadian state employees who sign these documents, whose signatures and seals actually get authenticated?
1) Registrar General or Deputy Registrar General: Certificates issued by the Civil Registry Offices, such as birth, marriage, divorce, death, name change, etc.
2) Public Notary: True copies of any documents, such as cremation and burial certificates, police clearance certificates, diplomas, banking and court documents, etc.
3) Public Notary: Powers of attorney, declarations of renunciation of inheritance, declarations of assignment of pension payments, any other notarial documents and statements
4) Judge or Clerk of the Court: Court decisions
5) Officer of the Department of Corporation Registration (Registraire des entreprises in Quebec): Corporation registration certificates
6) Deans of the public universities and schools: Diplomas
7) Lawyers: Any other legal documents
IMPORTANT NOTE! Only the ODS accepts documents for authentication in person and issues the authentication certificate on the same day. All other ministries, including Global Affairs, accept documents only by mail, and the processing times vary from 5 to 20 business days, plus additional time and costs for mailing. Therefore, it is faster and cheaper to authenticate documents through the ODS. Fortunately, the Cuban Consulate allows the legalization not of the original document but of its notarized copy (True Copy). Thus, the simplest way is to make notarized copies of the documents in Ontario, authenticate them at the ODS, and then legalize them through the Cuban Consulate in Toronto.
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Certified Translation
In order for the consul to confirm what they need to confirm, they need all documents in the language that is official in their country (Spanish for Cuba) in order to understand what is written in them. Obviously, these consuls already understand English, since, of course, they know English, but by law, they work according to the laws of their country, and these laws do not allow the use of English as the language of official documents, and formally, the consuls, generally speaking, sometimes do not know English absolutely fluently. Therefore, the consuls need translations. Not any random Google translations, but translations that are certified in Canada. Those are the requirements of the consulates.
For powers of attorney and statements, this is a slightly different story, because there are many ways in which such documents can be drawn and signed.
If such a notarial document is drawn and signed in Spanish in Canada, a Spanish-to-English translation will be required for Canadian authorities during the authentication.
If such a notarial document is drawn and signed in English in Canada, an English-to-Spanish translation will be required for Cuban authorities during the legalization.
For powers of attorney and statements, this is a slightly different story, because there are many ways in which such documents can be drawn and signed.
If such a notarial document is drawn and signed in Spanish in Canada, a Spanish-to-English translation will be required for Canadian authorities during the authentication.
If such a notarial document is drawn and signed in English in Canada, an English-to-Spanish translation will be required for Cuban authorities during the legalization.
3
Notarization of Translations
According to requirements from the Consulates of Cuba in Canada, translations of all documents submitted for legalization also need to be legalized.
To legalize these translations, they need to be first authenticated.
To authenticate them, they need to be first notarized, because only signatures and stamps of a public notary can be authenticated. Translators themselves are not civil servants or government employees, and the signatures of translators cannot be authenticated.
So, the translator needs to visit a public notary and sign an affidavit attesting to the correctness and completeness of their translations.
Such an affidavit will have to be bilingual in two columns (English and Spanish for all provinces except for Quebec, or French and Spanish for Quebec), because the notaries and Canadian authorities only understand English or French, while the Consulate of Cuba requires everything to be in Spanish.
To legalize these translations, they need to be first authenticated.
To authenticate them, they need to be first notarized, because only signatures and stamps of a public notary can be authenticated. Translators themselves are not civil servants or government employees, and the signatures of translators cannot be authenticated.
So, the translator needs to visit a public notary and sign an affidavit attesting to the correctness and completeness of their translations.
Such an affidavit will have to be bilingual in two columns (English and Spanish for all provinces except for Quebec, or French and Spanish for Quebec), because the notaries and Canadian authorities only understand English or French, while the Consulate of Cuba requires everything to be in Spanish.
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Authenticity Certificates (Only for Quebec)
If the source document was issued in Quebec and translated in Quebec by a certified translator who is a member of OTTIAQ, their notarized translations will first have to be submitted to the Notary Chamber (Chambre des notaires) of Quebec.
The Chamber will issue the authenticity certificate confirming that such a notary existed and was active and in good standing at the time of signing. You can apply for authentication at the Ministry of Quebec only after obtaining this authenticity certificate. The same process applies to all notarial documents issued in Quebec.
For all other provinces, this step does not apply.
The Chamber will issue the authenticity certificate confirming that such a notary existed and was active and in good standing at the time of signing. You can apply for authentication at the Ministry of Quebec only after obtaining this authenticity certificate. The same process applies to all notarial documents issued in Quebec.
For all other provinces, this step does not apply.
Due to the complexity of processing documents through Quebec, I offer my clients the procedure through Ontario, which saves both time and money. You will NOT need to travel to Ontario — I handle the entire process with the documents from here.
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Authentication of Translations
Now, notarized translation (with the certificate from Quebec Chambre des notaries, if the source document is from Quebec) can be authenticated by the Global Affairs Canada or a provincial ministry.
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Legalization
There are three Cuban representations in Canada:
– Consulate General of Cuba in Toronto
– Consulate General of Cuba in Montreal
– Consular Office in Ottawa
Usually, documents for legalization are submitted in Toronto or Montreal.
If the documents were authenticated in Quebec, they can only be submitted in Montreal. If the documents were authenticated in Ontario, then can only be legalized by the Consulate in Toronto. If the documents were authenticated in another province, they may be submitted to either Toronto or Montreal.
Consulates of Cuba in Toronto and Montreal have specific requirements for the document package for legalization.
You need to submit:
After consular legalization, the document is completely ready for use on the territory of Cuba.
– Consulate General of Cuba in Toronto
– Consulate General of Cuba in Montreal
– Consular Office in Ottawa
Usually, documents for legalization are submitted in Toronto or Montreal.
If the documents were authenticated in Quebec, they can only be submitted in Montreal. If the documents were authenticated in Ontario, then can only be legalized by the Consulate in Toronto. If the documents were authenticated in another province, they may be submitted to either Toronto or Montreal.
Consulates of Cuba in Toronto and Montreal have specific requirements for the document package for legalization.
You need to submit:
- Authenticated document
- Certified translation, notarized, (additionally certified for Quebec), and authenticated
- Money order from a bank
- Money order for mail-in application services
- Application form
- Copy of applicant’s passport
- Pre-paid return envelope for shipping the legalized documents back to you
After consular legalization, the document is completely ready for use on the territory of Cuba.
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How Much Does Legalization Cost and How Long Does It Take?
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The cost and terms depend on the types of documents, so it is impossible to give any exact “total price”.
For translations, I usually charge between $49 and $89 per page, depending on the source language.
Notarial certification of the accuracy of translations usually costs $75 for each notary's signature.
For turnkey legalization, which includes both steps: authentication and legalization, I usually charge $250 plus all related costs (mail/courier fees, ministry fees, consular fees, bank commissions: as much as they charge me, you will have to reimburse me for the same).
For turnkey authentication, which includes only the first step: authentication, I usually charge $150 plus all related costs (mail/courier fees, ministry fees: as much as they charge me, you will have to reimburse me for the same).
13% tax is added on top. All prices are negotiable.
For translations, I usually charge between $49 and $89 per page, depending on the source language.
Notarial certification of the accuracy of translations usually costs $75 for each notary's signature.
For turnkey legalization, which includes both steps: authentication and legalization, I usually charge $250 plus all related costs (mail/courier fees, ministry fees, consular fees, bank commissions: as much as they charge me, you will have to reimburse me for the same).
For turnkey authentication, which includes only the first step: authentication, I usually charge $150 plus all related costs (mail/courier fees, ministry fees: as much as they charge me, you will have to reimburse me for the same).
13% tax is added on top. All prices are negotiable.
Example procedure for obtaining a legalization for Cuba with prices and timelines
Below is an example of a detailed procedure for obtaining turnkey legalization with a standard set of documents required for marriage in Cuba, including prices and timelines.
Documents:
- Birth certificate issued in Quebec,
- Divorce certificate issued in Quebec,
- Statutory declaration of single status issued in Ontario.
The legalization will be carried out through the Cuban Consulate in Toronto.
Here is how the process of legalization works, taking into account all the requirements of the Cuban Consulate.
You send me good-quality scans of your birth and divorce certificates along with a good-quality scan of your Canadian passport.
I will ask my notary to prepare the text of the Statutory Declaration of Single Status for your review and confirmation.
You will need to print this draft Statutory Declaration and sign it with my notary during a video call or in person. I will schedule your online or offline appointment with the notary at a time that is convenient for you. You will need to show a valid ID, then sign the document, and during the video call, send the notary a photo of the signed document.
You will send the original signed document along with the originals of your birth and divorce certificates to the notary using the printed shipping label, which I will provide to you.
Once the notary receives the document, they will certify it with their signature and seal.
I will collect the signed document from the notary and, at the same time, obtain True Copies of your birth and divorce certificates.
I will take these three documents to the Official Documents Services (ODS) in Toronto to obtain the Authentication Certificates.
I will prepare certified Spanish translations of the authenticated documents and get these translations notarized.
I will take the notarized translations to the Official Documents Services (ODS) in Toronto to obtain the Authentication Certificates.
I will prepare and send the package of documents to the Cuban Embassy in Toronto for legalization on your behalf. I will include a money order from the bank and the application form, according to the requirements of the Consulate.
When documents are ready and get back to me, I will mail them to you, or you can pick up the completed package from my office.
Fees and Timelines:
– My fee for the full legalization service is $250, regardless of the number of documents.
– Drafting the Statutory Declaration of Single Status costs $100. It takes 1 day.
– Notarization (online or offline) with my notary costs $75 per document. You have 1 document, and it takes 1 day.
– For translations from English or French to Spanish, I charge $49* per page. You will have 4 pages (three one-page documents and three identical authentication certificates, which I count as one page). Turnaround time is typically 1–3 days.
– Notarization of the translations costs $75** per document. You will have 3 translations, and their notarization takes 1 day.
– Each Authentication Certificate for notarial documents at ODS costs $16, plus a $10 bank fee. You will need 6 authentication certificates (3 documents and 3 translations). Processing time is 1 business day.
– The cost for legalization by the Cuban Consulate is $176 per document, plus $40 for the mail-in application. You will have 6 documents, including 3 translations. The legalization process at the Cuban Consulate in Toronto usually takes one week, including the time for document delivery.
– The cost of one shipment with a courier starts from $25. You will need 4 shipments (from you to the notary, from me to the Consulate and back, and from me to you). Each leg of shipping usually takes 1–3 days.
A 13% tax is added to the final amount.
*The translation rate is indicated for the province of Ontario. Translations into Spanish prepared for the province of Quebec will have different rates, as Quebec requires a different type of certification for translations.
** Discounts may be available based on volume.
– My fee for the full legalization service is $250, regardless of the number of documents.
– Drafting the Statutory Declaration of Single Status costs $100. It takes 1 day.
– Notarization (online or offline) with my notary costs $75 per document. You have 1 document, and it takes 1 day.
– For translations from English or French to Spanish, I charge $49* per page. You will have 4 pages (three one-page documents and three identical authentication certificates, which I count as one page). Turnaround time is typically 1–3 days.
– Notarization of the translations costs $75** per document. You will have 3 translations, and their notarization takes 1 day.
– Each Authentication Certificate for notarial documents at ODS costs $16, plus a $10 bank fee. You will need 6 authentication certificates (3 documents and 3 translations). Processing time is 1 business day.
– The cost for legalization by the Cuban Consulate is $176 per document, plus $40 for the mail-in application. You will have 6 documents, including 3 translations. The legalization process at the Cuban Consulate in Toronto usually takes one week, including the time for document delivery.
– The cost of one shipment with a courier starts from $25. You will need 4 shipments (from you to the notary, from me to the Consulate and back, and from me to you). Each leg of shipping usually takes 1–3 days.
A 13% tax is added to the final amount.
*The translation rate is indicated for the province of Ontario. Translations into Spanish prepared for the province of Quebec will have different rates, as Quebec requires a different type of certification for translations.
** Discounts may be available based on volume.
What would change if you legalized the same documents through the Cuban Consulate in Montreal instead of Toronto?
- The Statutory Declaration of Single Status would need to be signed with a notary from Quebec. This means that you would have to find a notary in Quebec yourself, who is not only registered with the Chambre des notaires du Québec but also familiar with all the Chambre’s requirements to avoid document rejection.
- The originals of the birth and divorce certificates, rather than their notarized copies, would be legalized. This means that if you need to legalize these documents for another country in the future, you would have to obtain new originals, as these will be bound with the authentication certificates and legalized only for Cuba.
- Translations into Spanish prepared for legalization through Quebec are more expensive, as the Chambre des notaires has stricter certification requirements for translations.
- The legalization process would include an additional step of obtaining an Authenticity Certificate from the Chambre des notaires du Québec for the three notarized translations and the Statutory Declaration of Single Status. It costs $74.73 per certificate ($40.24 for the 5th certificate in the same file) for standard processing (20 business days), and $201.21 per document for urgent service (3 business days).
- Due to the additional step via the Chambre des notaires, two extra shipments at $25 each would be required.
In summary, legalizing through Quebec would involve additional fees for translations and shipments, with the largest cost being for the services of Chambre des notaires (4 × $74.73 or 4 × $201.21), as well as an extra 20 business days for standard processing or 3 business days for urgent service. Additional time would also be required for the two extra shipments.
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What Does Authentication and Legalization Look Like?
6
Here is an example of a birth certificate issued in Quebec:
Pay attention to the signatory of the document — Ms. Hermel Grandmaison, Director of Civil Status. The signature of this authority would be authenticated if the process is carried out through the province of Quebec:
Now, here is what a notarized True Copy of a Birth Certificate issued by a notary in Ontario looks like:
Pay attention to the signatory of the document. This is a notarial document signed and stamped by a notary public in Ontario, duly registered by the Law Society of Ontario:
This is a separate page, which is bound together with the authenticated document using two metal-ringed fasteners, so that it cannot be detached from the original document.
The certificate of authentication says that the authenticated document has been signed by the Notary Public and their signature has been certified (authenticated) in Toronto on July 09th of 2025, by the Manager, Official Documents Services (ODS), Kenneth Woo.
It says below: “This Certificate only certifies the signature, the capacity of the signer, and, where appropriate, the seal or stamp it bears. It does not certify the content of the document for which it was issued.” That is, the ODS does not check what kind of document it is, but ONLY checks whether there is such a Notary Public and whether the sample of their signature really matches this signature.
The certificate of authentication says that the authenticated document has been signed by the Notary Public and their signature has been certified (authenticated) in Toronto on July 09th of 2025, by the Manager, Official Documents Services (ODS), Kenneth Woo.
It says below: “This Certificate only certifies the signature, the capacity of the signer, and, where appropriate, the seal or stamp it bears. It does not certify the content of the document for which it was issued.” That is, the ODS does not check what kind of document it is, but ONLY checks whether there is such a Notary Public and whether the sample of their signature really matches this signature.
This is what the authentication certificate issued by the Official Document Services (ODS) looks like. The signature of the notary who issued the True Copy was authenticated:
Please note that for some original documents, such as the short form of a birth certificate issued in Ontario, the ODS places the authentication sticker on the back of the document instead of issuing a separate authentication page (see a sample on the right). The validity of the authentication is not affected by this.
The first two pages are the Spanish translation itself. The third and fourth pages contain photocopies of the documents from which the translation was made. The fifth page is the translation certification, signed by the translator and the director of the translation agency. The sixth page is the notarization of the translation, prepared in both languages and signed by the director of the translation agency and the notary. It is the notary’s signature that makes it possible to authenticate the translation.
Below is what the notarized translation of the authenticated True Copy of the Birth Certificate looks like:
Please note that the authentication certificate is bound with the two metal-ringed fasteners only to one sheet — the notarization of the translation. The translation itself is not included and will be attached with a regular paperclip to the authenticated notarization.
This is how the authenticated translation looks like. The signature of the notary who notarized the translation was authenticated by the Official Document Services (ODS):
The entire set of documents is bound together and stamped with the Consulate’s seal. In this example, the document package consists of 11 pages:
On the first page of the Consular legalization, it states that on August 27, 2025, the Cuban Consul in Toronto, Aneylin Ruiz Casas, certified that the document being legalized has been issued in accordance with the laws in force in this country (Canada) and with the corresponding formalities to be considered a public document. She also certifies that Mr. Kenneth Woo held the mentioned position on the date stated in the document related to the legalization of the birth certificate, which empowered him to authorize said document, and that Kenneth Woo’s signature appears to be authentic, based on its similarity to the signature he usually uses in all his acts.
Aneylin Ruiz Casas then certified the document with her signature and the Consulate’s seal, and also provided information regarding the Consular fee payment. The sticker in the lower right corner indicates that the legalization has been completed and includes the Consular legalization number, which is unique for each document.
The second page of the legalization contains similar information, but it pertains to the legalization of the translation.
- The first two pages are the consular legalization itself — one for the birth certificate and the second one for the translation.
- Next, in order, are: the authenticated birth certificate (specifically, its notarized copy), the authenticated notarization of the translation, and finally, the translation itself on five pages.
- Each page bears the Consulate’s seal, including the back of the last page, which prevents any substitution of pages within the package.
On the first page of the Consular legalization, it states that on August 27, 2025, the Cuban Consul in Toronto, Aneylin Ruiz Casas, certified that the document being legalized has been issued in accordance with the laws in force in this country (Canada) and with the corresponding formalities to be considered a public document. She also certifies that Mr. Kenneth Woo held the mentioned position on the date stated in the document related to the legalization of the birth certificate, which empowered him to authorize said document, and that Kenneth Woo’s signature appears to be authentic, based on its similarity to the signature he usually uses in all his acts.
Aneylin Ruiz Casas then certified the document with her signature and the Consulate’s seal, and also provided information regarding the Consular fee payment. The sticker in the lower right corner indicates that the legalization has been completed and includes the Consular legalization number, which is unique for each document.
The second page of the legalization contains similar information, but it pertains to the legalization of the translation.
Finally, below is how the document legalized by the Cuban Consulate in Toronto looks like:
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Legalization of a Birth Certificate
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Please note that there are three types of Canadian birth certificates:
- -1-Short form without parents' names
(a blue document of approximately half-Letter size)— this certificate is NOT suitable for any legalization, because there is no information about the parents, but is it required - -2-A short form with the names of the parents
(a blue document of about half-Letter size)— usually suitable for legalization - -3-Long form
(a legal white document in a long Legal paper size, approximately like 1.5 Letter sheets in height)— usually suitable for legalization
Such a document will NOT be accepted at the consulate, as there are no names and last names of the parents
Birth Certificate
Birth Certificate with Parental Information
Please note: there are last names and first names of parents. Such a document is usually suitable at the consulate
Certified Copy of the Birth Registration ("Long Form")
Please note: there are last names and first names of parents. Such a document is usually suitable at the consulate
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I guarantee that all my work will be completed accurately and to the fullest extent possible, based solely on the official information available from government institutions and official websites. However, I do not and cannot guarantee the actions, timelines, or performance of third-party entities such as government offices (including those processing apostilles, authentication, and legalization, such as Global Affairs, Ontario Document Services, etc.), Canada Post, courier services, Chambre des notaires du Québec (CNQ), Barreau du Québec, embassies and consulates, notaries, and lawyers. I cannot be held responsible for delays, errors, or failures on their part.
The information and services described on this page do not constitute legal advice, legal services, or legal representation as defined under the Law Society Act of Ontario. I am not a licensed lawyer, paralegal, or notary, do not represent myself as such, and am not licensed by the Law Society of Ontario.
The information provided is compiled from official sources and presented strictly “as is.” The services offered here are limited to assisting clients with translation services, document collection, form preparation, and shipping coordination.
Clients are encouraged to consult a licensed legal professional (lawyer, paralegal, or notary) in their country, province or territory for any legal advice or representation.
By using the services described on this page, clients confirm their understanding and acceptance of these terms and agree to release the service provider (including any representatives, agents, heirs, or successors) from any legal liability related to the use of these services or the information presented herein.
I guarantee that all my work will be completed accurately and to the fullest extent possible, based solely on the official information available from government institutions and official websites. However, I do not and cannot guarantee the actions, timelines, or performance of third-party entities such as government offices (including those processing apostilles, authentication, and legalization, such as Global Affairs, Ontario Document Services, etc.), Canada Post, courier services, Chambre des notaires du Québec (CNQ), Barreau du Québec, embassies and consulates, notaries, and lawyers. I cannot be held responsible for delays, errors, or failures on their part.
The information and services described on this page do not constitute legal advice, legal services, or legal representation as defined under the Law Society Act of Ontario. I am not a licensed lawyer, paralegal, or notary, do not represent myself as such, and am not licensed by the Law Society of Ontario.
The information provided is compiled from official sources and presented strictly “as is.” The services offered here are limited to assisting clients with translation services, document collection, form preparation, and shipping coordination.
Clients are encouraged to consult a licensed legal professional (lawyer, paralegal, or notary) in their country, province or territory for any legal advice or representation.
By using the services described on this page, clients confirm their understanding and acceptance of these terms and agree to release the service provider (including any representatives, agents, heirs, or successors) from any legal liability related to the use of these services or the information presented herein.
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