Turnkey Legalization of Documents for Vietnam
For personal and business documents: for marriage in Vietnam, for powers of attorney for Vietnam, for business affairs, opening up a branch, and export to Vietnam, and other legal purposes
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- Statutory Declarations of Single Status
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Document Legalization for Vietnam in Canada: What It Is and When You Need It
1
For a document issued in Canada to be used in Vietnam, 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). Vietnam 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 Vietnam 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 Embassy of Vietnam.
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 Vietnam.
Since Vietnam 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 Embassy of Vietnam in Canada.
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 Embassy of Vietnam.
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 Vietnam.
Since Vietnam 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 Embassy of Vietnam in Canada.
That’s full legalization ✅
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What Documents Need to Be Legalized?
2
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 another country.
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 other countries
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 other countries
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 another country (Cuba, Vietnam, etc.), because in order to obtain citizenship of another country, 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 another country (Cuba, Vietnam, etc.), because in order to obtain citizenship of another country, 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?
3
In a nutshell, it goes like this:
1) Get the document authenticated by the Canadian Ministry of Foreign Affairs or a provincial Canadian authority (Which one exactly? There are nuances, read below)
2) Submit the document package for legalization to the Embassy of Vietnam in Canada
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 consulate of Vietnam 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 civil servant who signed and issued the document, confirming that such employee existed, that they were acting at the time of signing the document, and that the that signature and stamp on the document are really theirs. And the Consul at the Embassy 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.
1) Get the document authenticated by the Canadian Ministry of Foreign Affairs or a provincial Canadian authority (Which one exactly? There are nuances, read below)
2) Submit the document package for legalization to the Embassy of Vietnam in Canada
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 consulate of Vietnam 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 civil servant who signed and issued the document, confirming that such employee existed, that they were acting at the time of signing the document, and that the that signature and stamp on the document are really theirs. And the Consul at the Embassy 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.
1
Authentication
Authentication requires the original document. In rare cases, it is not the original that is authenticated, but a certified true copy (a notarized copy), for example, for documents such as passports, driver's licenses, identity cards, etc., and all those documents that can be authenticated only through a true copy according to the authentication office’s requirements.
You can get a document authenticated:
1) By the Canadian Foreign Affairs Office (Global Affairs), which is located in Ottawa. Global Affairs of Canada authenticate 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. 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 it with the ODS (Ministry of Ontario).
Such provincial ministries exist in Alberta, British Columbia, Ontario, Quebec, and Saskatchewan.
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.
2) Necessary to notarize: certificates of cremation and burial, certificates of good conduct, diplomas, bank and court documents, diplomas issued by a private institution, etc.
3) Necessary to sign at a notary: powers of attorney, statements of renunciation of inheritance, applications for the appointment of pension payments, any other notarial documents and statements
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
You can get a document authenticated:
1) By the Canadian Foreign Affairs Office (Global Affairs), which is located in Ottawa. Global Affairs of Canada authenticate 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. 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 it with the ODS (Ministry of Ontario).
Such provincial ministries exist in Alberta, British Columbia, Ontario, Quebec, and Saskatchewan.
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.
2) Necessary to notarize: certificates of cremation and burial, certificates of good conduct, diplomas, bank and court documents, diplomas issued by a private institution, etc.
3) Necessary to sign at a notary: powers of attorney, statements of renunciation of inheritance, applications for the appointment of pension payments, any other notarial documents and statements
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
2
Legalization
In Canada, there is an Embassy of Vietnam in Ottawa and a Consulate of Vietnam in Vancouver. The Consulate in Vancouver does not provide legalization services, so all legalization requests have to go through the Embassy in Ottawa.
The Embassy of Vietnam in Ottawa has specific requirements for the document package for legalization.
You need to submit:
Important note 1: Each authenticated document, regardless of the number of pages in it, will have one additional page with the certificate of authentication to it.
The consular fees for legalization are $35 USD for every document in 2 pages, up to 25 pages.
If your document has more than 25 pages, consular fees are not provided, and we’ll have to get the price quote from the Embassy for your package of documents.
Important note 2: The Embassy ships the legalized documents back to the applicant using FedEx courier service. It is important to provide a complete address, including the apartment number and postal code. The Embassy charges the applicant as much as the shipping service costs. We estimate the shipping price to be a ballpark of $30 USD per shipment.
Important note 3: The Embassy accepts payments with a money order (bank draft) in US Dollars issued to the name of “The Embassy of Vietnam”, or with a credit card (a special credit card authorization form is required). When paying with a credit card, a 3% bank fee is added on top by the Embassy.
The Embassy of Vietnam in Ottawa has specific requirements for the document package for legalization.
You need to submit:
- The original document, authenticated
- Simple photocopies of the authenticated documents
- Specific request form (letter of request for consular legalization/certification)
- Money order from a bank or a credit card form
- Copy of applicant’s passport
Important note 1: Each authenticated document, regardless of the number of pages in it, will have one additional page with the certificate of authentication to it.
The consular fees for legalization are $35 USD for every document in 2 pages, up to 25 pages.
If your document has more than 25 pages, consular fees are not provided, and we’ll have to get the price quote from the Embassy for your package of documents.
Important note 2: The Embassy ships the legalized documents back to the applicant using FedEx courier service. It is important to provide a complete address, including the apartment number and postal code. The Embassy charges the applicant as much as the shipping service costs. We estimate the shipping price to be a ballpark of $30 USD per shipment.
Important note 3: The Embassy accepts payments with a money order (bank draft) in US Dollars issued to the name of “The Embassy of Vietnam”, or with a credit card (a special credit card authorization form is required). When paying with a credit card, a 3% bank fee is added on top by the Embassy.
3
Certified Translation into Vietnamese
After the Consular legalization, the document is completely ready for use in Vietnam, but you’ll need to get it translated into Vietnamese to use in Vietnam.
We will be happy to help you with these certified translations.
We will be happy to help you with these certified translations.
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How Much Does Legalization Cost and How Long Does It Take?
4
Due to the complexity of the legalization process, I began to receive a large number of requests for help with this procedure. Now I provide turnkey legalization and authentication services.
The cost and terms depend on the type of documents and on the country for which the documents are legalized, so it is impossible to give any exact “total price”.
For translations into Vietnamese, I usually charge $89 per page, depending on the source language.
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.
The cost and terms depend on the type of documents and on the country for which the documents are legalized, so it is impossible to give any exact “total price”.
For translations into Vietnamese, I usually charge $89 per page, depending on the source language.
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 Vietnam with prices and timelines
5
Below, as an example, is a detailed procedure for obtaining a turnkey legalization for Vietnam with one of the more frequently encountered documents, with prices and timelines.
The client is in Ontario.
Document: Canadian RCMP criminal record check with fingerprints.
The client is in Ontario.
Document: Canadian RCMP criminal record check with fingerprints.
If you have the original paper document, I will prepare the shipping label for you, and you will send the original criminal record check to me. If you only have the electronic document, you will send it to me by e-mail.
I will get a true copy of your document certified by my public notary in Ontario.
I will also obtain the Certificate of Authentication from the Ontario Document Services (ODS).
I will prepare the document package and send it to the Embassy of Vietnam in Ottawa.
(Optional) Once the legalized document returns to me, I will arrange the certified translations from English (and French, if necessary) into Vietnamese.
I will then send the completed document package back to you, or you can pick it up from my office.
Costs:
— For turnkey legalization services, which include both authentication at the Canadian ministries and then legalization in the Embassy of Vietnam, I charge $250.
— For translations into Vietnamese after the final package is ready, I charge $89 per page.
— Notarization of the true copy costs $75 per page. (Discounts are possible based on volume.)
— The cost of an authentication at ODS for notarial documents is $16, plus a bank fee of $10.
— The cost of an authentication at ODS for documents issued by the government, such as vital statistics documents, is $32 plus a bank fee of $10.
— The cost for legalization in the Embassy of Vietnam is $35 USD per every 2 pages, which is approximately $50 CAD per every 2 pages. The certificates of authentication are also counted as separate pages.
— The cost of the return shipment from the Embassy is approximately $30 USD (approximately $42 CAD).
— A 3% bank fee is applied on top of the above legalization fees when the payment is made by a credit card.
— If the payment is made by a money draft (bank cheque), a $10 USD bank fee will be added on top (approximately $14 CAD).
— The cost of one shipment with an Xpresspost or a ChitChats courier is $25 CAD.
A 13% tax is added to the final amount.
Timelines:
— Notarization of the true copy takes 1 business day.
— Apostille at ODS is done in 1 business day. I go there every Wednesday, and I can go more frequently if required.
— The Embassy of Vietnam takes 5 business days to process the package
— Translation of the document takes 1-3 days, depending on the volume.
— Delivery of documents by a courier usually takes 1-3 days for each shipment.
— For turnkey legalization services, which include both authentication at the Canadian ministries and then legalization in the Embassy of Vietnam, I charge $250.
— For translations into Vietnamese after the final package is ready, I charge $89 per page.
— Notarization of the true copy costs $75 per page. (Discounts are possible based on volume.)
— The cost of an authentication at ODS for notarial documents is $16, plus a bank fee of $10.
— The cost of an authentication at ODS for documents issued by the government, such as vital statistics documents, is $32 plus a bank fee of $10.
— The cost for legalization in the Embassy of Vietnam is $35 USD per every 2 pages, which is approximately $50 CAD per every 2 pages. The certificates of authentication are also counted as separate pages.
— The cost of the return shipment from the Embassy is approximately $30 USD (approximately $42 CAD).
— A 3% bank fee is applied on top of the above legalization fees when the payment is made by a credit card.
— If the payment is made by a money draft (bank cheque), a $10 USD bank fee will be added on top (approximately $14 CAD).
— The cost of one shipment with an Xpresspost or a ChitChats courier is $25 CAD.
A 13% tax is added to the final amount.
Timelines:
— Notarization of the true copy takes 1 business day.
— Apostille at ODS is done in 1 business day. I go there every Wednesday, and I can go more frequently if required.
— The Embassy of Vietnam takes 5 business days to process the package
— Translation of the document takes 1-3 days, depending on the volume.
— Delivery of documents by a courier usually takes 1-3 days for each shipment.
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How does the legalized document look like
6
Here is an example of a document legalized by the Embassy of Vietnam in Canada.
The first image is the certificate of authentication, legalized by the Embassy of Vietnam in Ottawa. Notice the Embassy’s stamp in the top-left corner.
The second image is what the reverse side of the authentication certificate looks like. The Embassy affixes a sticker called “Consular Authentication” with the required information and date.
The first image is the certificate of authentication, legalized by the Embassy of Vietnam in Ottawa. Notice the Embassy’s stamp in the top-left corner.
The second image is what the reverse side of the authentication certificate looks like. The Embassy affixes a sticker called “Consular Authentication” with the required information and date.
What Does Authentication and Legalization Look Like?
7
Here is an example of a death certificate issued in Ontario:
Deputy Registrar General, Alexandra Schmidt
Registrar General, the name is not clear, the signature cannot be deciphered
Pay attention to the signatories of the document:
Ontario * Registrar General * Coat of arms of Ontario
Pay attention to the stamp (seal):
This is a red rectangular seal that they usually put on the back of the document, because there is simply no place on the front. If there is some free space at the front, they can put at the front.
It says here:
“The Department of Foreign Affairs of Canada has authenticated (i.e. certified / confirmed) the signature that is on the attached document, which was made by
Alexandra Schmidt
(see my screenshot above, it was Alexandra Schmidt who signed the original document)
Signed on behalf of the Deputy Minister of Foreign Relations, by an employee of this department:
Elaine Shea
It says below: The Department DOES NOT validate, i.e., DOES NOT check the content of the document!
That is, the department does not check what kind of document it is, but ONLY checks whether there is such Alexandra Schmidt and whether the sample of her signature really matches this signature.
It says here:
“The Department of Foreign Affairs of Canada has authenticated (i.e. certified / confirmed) the signature that is on the attached document, which was made by
Alexandra Schmidt
(see my screenshot above, it was Alexandra Schmidt who signed the original document)
Signed on behalf of the Deputy Minister of Foreign Relations, by an employee of this department:
Elaine Shea
It says below: The Department DOES NOT validate, i.e., DOES NOT check the content of the document!
That is, the department does not check what kind of document it is, but ONLY checks whether there is such Alexandra Schmidt and whether the sample of her signature really matches this signature.
This is how the authentication done for this document in the all-Canadian Ministry of Global Affairs looks like:
Here the Ontario Minister Kenneth Woo confirms that there is such Alexandra Schmidt, and it is her signature and seal that is on the document.
Please note that the Ontario authentication is a separate piece of paper with a signature and a red official seal, which is attached to the original document with two round staples, so that it cannot be detached from the original document.
Please note that the Ontario authentication is a separate piece of paper with a signature and a red official seal, which is attached to the original document with two round staples, so that it cannot be detached from the original document.
And this is how authentication at a provincial ministry in Ontario looks like:
Here, Manitoba Minister Jamie Kereluke confirms that there is indeed such a notary, Caroline Barrett-Cramer, who works and is registered in the city of Winnipeg, Manitoba, and it is true that her signature and seal are on the original document.
Please note that the Manitoba authentication is also a separate sheet with a signature and an official “depressed” seal, which is attached to the original document with two round brackets, so that it cannot be detached from the original document.
Please note that the Manitoba authentication is also a separate sheet with a signature and an official “depressed” seal, which is attached to the original document with two round brackets, so that it cannot be detached from the original document.
And this is what authentication looks like at a provincial ministry in the province of Manitoba:
You need to understand that someone can make a fake photo in Photoshop. Print out two copies. Go to a notary, say that one copy is "my original", and the second copy is "a copy". The notary will certify the second copy as “certified true copy of the original”, i.e. a notarized copy of the original document. The notary will put his seal and signature on the second copy.
This notarized copy can then be authenticated by a Canadian or provincial authority, as ministers will ONLY verify the authenticity of the notary's signature, but NOT the content of the document.
And then only on legalization at the consulate it will be revealed that the original document was not checked by anyone and was not confirmed by anyone, and in this case, the client will get the legalization refused.
This notarized copy can then be authenticated by a Canadian or provincial authority, as ministers will ONLY verify the authenticity of the notary's signature, but NOT the content of the document.
And then only on legalization at the consulate it will be revealed that the original document was not checked by anyone and was not confirmed by anyone, and in this case, the client will get the legalization refused.
Sometimes people mistakenly authenticate NOT the original document, but a notarized copy of it.
The minister who does the authentication does not care at all, because they simply verify the signature/seal of the government officer. The civil registry officer and the notary are both government officers.
This is what authentication in Toronto of the signature and seal of the notary David James Donnelly looks like:
The minister who does the authentication does not care at all, because they simply verify the signature/seal of the government officer. The civil registry officer and the notary are both government officers.
This is what authentication in Toronto of the signature and seal of the notary David James Donnelly looks like:
This is how the document authentication done in the Toronto (Ontario) office looks like:
This is how the document authentication done in the Edmonton (Alberta) office looks like:
This is how the document authentication done in the Victoria (British Columbia) office looks like:
More questions than answers? Let's take a look at your specific situation
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
Short forms of certificates (two blue in the picture) are printed on paper with lamination, i.e. the paper itself is special so that the document does not lose its qualities when getting wet; this material is similar to the Canadian money.
The provincial authentication authorities cannot authenticate such documents because during authentication, they make two holes and fasten the original document and a separate authentication paper with two metal “rings” (see the photos below). Because of this special paper material, the rings will not hold both papers together, and when this document reaches the consulate, it will loosen up and the consulate will not accept such disconnected documents.
The provincial authentication authorities cannot authenticate such documents because during authentication, they make two holes and fasten the original document and a separate authentication paper with two metal “rings” (see the photos below). Because of this special paper material, the rings will not hold both papers together, and when this document reaches the consulate, it will loosen up and the consulate will not accept such disconnected documents.
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How to Make a Power of Attorney for Someone Who Is in Vietnam If You Are in Canada?
9
In order for a power of attorney to have legal force in Vietnam, it must be certified by the state employees of Vietnam.
Option # 1. Go to Vietnam and make a power of attorney there in-person at a notary public.
Option # 2. Signing at a notary in Canada, authentication, and legalization.
This option is the only one available in 99% of cases.
Simply signing at a notary in Canada is NOT ENOUGH, because a Canadian notary is not a government official in Vietnam, and no one there knows them, so no government institution in Vietnam will accept such a power of attorney.
Option # 1. Go to Vietnam and make a power of attorney there in-person at a notary public.
Option # 2. Signing at a notary in Canada, authentication, and legalization.
This option is the only one available in 99% of cases.
Simply signing at a notary in Canada is NOT ENOUGH, because a Canadian notary is not a government official in Vietnam, and no one there knows them, so no government institution in Vietnam will accept such a power of attorney.
Details on the Procedure for Getting a Power of Attorney Legalized
1
Drafting the Text of the Power of Attorney
First, you need to write the text of the power of attorney. It is better to do this initially in the Vietnamese language with the help of an experienced notary in Vietnam.
It is important not to forget to indicate all the correct names of state bodies.
It will be a pity to go through all the steps below and at the very end to find out that you forgot to write some abbreviation which was required.
It is important not to forget to indicate all the correct names of state bodies.
It will be a pity to go through all the steps below and at the very end to find out that you forgot to write some abbreviation which was required.
2
Certified Translation
The Embassy accepts powers of attorney in the Vietnamese language; however, Canadian authentication authorities and Canadian notaries can only sign documents in English. The only possible resolution is to have the powers of attorney in both English and Vietnamese, in two columns side-by-side.
The professional translator will complete this certified translation in two columns, and I will send it to you for your approval.
The professional translator will complete this certified translation in two columns, and I will send it to you for your approval.
3
Certification of Your Signature by a Notary
Then you will sign this bilingual English+Vietnamese power of attorney online or in person with my notary, who is based in Ontario.
It doesn’t matter where you are in Canada or even in another country — the entire process can be done remotely via a secure video call, and I’ll schedule it at a time that’s convenient for you.
The Ontario notary will verify your identity (so have your ID ready) and witness your declaration that the contents of the power of attorney are true.
According to the requirements from the Embassy, you need to get two identical copies of the power of attorney signed. Both need to be signed in blue ink only! One of them (with your signature only) will be kept in the Embassy’s Archive. The second one will be notarized, authenticated, and legalized.
After you sign the powers of attorney, if it is done online, I will send you a pre-paid shipping label for you to ship your signed paper versions to the notary. As soon as the notary receives your document, they will complete the certification of one of your copies with their signature, stamps, and other markings. I will collect the documents from the notary.
It doesn’t matter where you are in Canada or even in another country — the entire process can be done remotely via a secure video call, and I’ll schedule it at a time that’s convenient for you.
The Ontario notary will verify your identity (so have your ID ready) and witness your declaration that the contents of the power of attorney are true.
According to the requirements from the Embassy, you need to get two identical copies of the power of attorney signed. Both need to be signed in blue ink only! One of them (with your signature only) will be kept in the Embassy’s Archive. The second one will be notarized, authenticated, and legalized.
After you sign the powers of attorney, if it is done online, I will send you a pre-paid shipping label for you to ship your signed paper versions to the notary. As soon as the notary receives your document, they will complete the certification of one of your copies with their signature, stamps, and other markings. I will collect the documents from the notary.
4
Authentication
Vietnam accepts provincial authentication by the Ontario Document Services (ODS), so I will get the notarized power of attorney authenticated there for you.
Authentication is a procedure when the Canadian minister checks whether there is such a notary in Canada, whether they were acting at the time of signing, and whether it's their signature and seal that are on the document.
Next, this English power of attorney, certified by a Canadian notary, needs to be authenticated.
This is how the document authentication made in the Toronto office looks like:
Authentication is a procedure when the Canadian minister checks whether there is such a notary in Canada, whether they were acting at the time of signing, and whether it's their signature and seal that are on the document.
Next, this English power of attorney, certified by a Canadian notary, needs to be authenticated.
This is how the document authentication made in the Toronto office looks like:
5
Legalization
The last stage is Consular legalization.
A power of attorney certified by a Canadian notary public, authenticated by Ontario Document Services, will be submitted to the Embassy of Vietnam in Canada for Consular legalization.
See the list of documents and all requirements on the website of the Embassy.
They require the following:
After getting signed by the Consul, your document will become fully legal in Vietnam.
The Embassy usually sends the finished documents with a FedEx shipping service.
A power of attorney certified by a Canadian notary public, authenticated by Ontario Document Services, will be submitted to the Embassy of Vietnam in Canada for Consular legalization.
See the list of documents and all requirements on the website of the Embassy.
They require the following:
- One extra copy of the original power of attorney signed by you in blue ink without notarization.
- Copy of Certificate of property of the related real estate/properties ownership that are stated in the Power of Attorney.
- A certified copy of a valid ID/passport/PR card of the Authorizer(s)
- Copies of the valid ID/passport/PR cards of the Authorized persons that are stated in the Power of Attorney.
- A Request for legalization
- A credit card form or a money order to pay for the consular services.
After getting signed by the Consul, your document will become fully legal in Vietnam.
The Embassy usually sends the finished documents with a FedEx shipping service.
6
Certified Translations into Vietnamese
If needed, at this stage, I arrange certified translations of the final document package into Vietnamese, so that you are able to use it in Vietnam.
7
Receipt of the Finished Document
I will send the finished documents to you via regular mail or any courier of your choice, or you can pick them up from my office.
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* DISCLAIMER
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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I will answer all your questions about legalization for Vietnam