My Apostille

M: +61 0410187654 info@myapostille.com.au

Canada Apostille

How to Obtain an Apostille in Canada

Canada is now a party to the Hague Apostille Convention, which means Canadian public documents can be apostilled for use in other Convention countries without the need for embassy or consular legalisation.

This article explains what an apostille is, which Canadian documents can be apostilled, and how to apply for an apostille in Canada, whether you are in Canada or applying from overseas.

What Is an Apostille?

An apostille is an official certificate that confirms the authenticity of the signature, seal, or stamp on a public document. It does not verify the accuracy or legal effect of the document’s contents.

Once apostilled, a Canadian document is legally recognised in all other Hague Convention countries.

Which Canadian Documents Can Be Apostilled?

Common Canadian documents eligible for apostille include:

  • Birth, marriage, and death certificates
  • Criminal record checks (RCMP police certificates)
  • Court judgments and judicial documents
  • Notarial acts, affidavits, and statutory declarations
  • University degrees and academic transcripts
  • Corporate records and powers of attorney

Private documents generally must first be notarised by a Canadian notary public or lawyer before an apostille can be issued.

Who Issues Apostilles in Canada?

Canada uses a shared federal–provincial system for apostilles. The correct issuing authority depends on who issued the original document.

Federal Authority

  • Global Affairs Canada
    Issues apostilles for federal government documents, including:
    • RCMP criminal record checks
    • Immigration and citizenship documents
    • Federal court documents

Provincial Authorities

Several provinces issue apostilles for provincial and territorial documents, such as:

  • Vital statistics (birth, marriage, death certificates)
  • Provincially notarised documents
  • Provincial court documents

Each province designates its own competent authority (for example, a Ministry of Justice or Attorney General).

Applying to the wrong authority is the most common cause of delay.

Step-by-Step: How to Apply for an Apostille in Canada

Step 1: Identify the Correct Apostille Authority

Before applying, determine:

  • Whether the document is federal or provincial
  • The province or territory where the document was issued
  • The competent apostille office

Examples:

  • RCMP police certificate → Global Affairs Canada
  • Ontario birth certificate → Ontario’s designated provincial authority
  • Notarised affidavit signed in British Columbia → BC’s provincial authority

Step 2: Prepare the Document

Ensure that:

  • The document is an original or an official certified copy
  • Signatures and seals are clear and legible
  • Notarial documents were notarised by a licensed Canadian notary or lawyer
  • The document is recent enough for the receiving authority

Uncertified photocopies are generally rejected.

Step 3: Submit the Apostille Application

Applications are usually submitted:

  • By mail (most common)
  • In person (limited locations)
  • Through an authorised representative or professional service

Most offices require:

  • The original document
  • A short apostille request form or cover letter
  • Payment of the applicable fee
  • A prepaid return envelope

Step 4: Pay the Fee

Fees vary by authority:

  • Federal apostilles: typically CAD $20
  • Provincial apostilles: usually CAD $15–$25

Fees are charged per document, not per apostille request.

Step 5: Processing Time

Indicative processing times:

  • Federal (Global Affairs Canada): 5–20 business days
  • Provincial authorities: 3–15 business days

Times may be longer during peak periods or if documents require verification.

Using Canadian Apostilles Overseas

Once apostilled:

  • The document is valid in all Hague Convention countries
  • No embassy or consular legalisation is required

However, the receiving authority may still require:

  • A certified translation
  • A document issued within a specific timeframe (e.g. police checks)

Certified Translation Requirements

If the destination country does not accept English or French:

  • A certified translation is usually required
  • Some authorities require:
    • The translator’s certification to be notarised
    • A separate apostille on the translation

Translation requirements are set by the destination country, not Canada.

Apostille vs Legalisation in Canada

  • Apostille: Used for Hague Convention countries
  • Legalisation: Required for non-Hague countries and may involve embassy or consular authentication

Always confirm which process applies before submitting documents.

Applying from Outside Canada

If you are overseas, you can:

  • Apply by mail to the correct federal or provincial authority
  • Authorise a representative in Canada
  • Use a professional apostille or notary service

This is common for:

  • Immigration and citizenship applications
  • Overseas employment
  • International study
  • Cross-border business transactions

Common Mistakes to Avoid

❌ Applying to the wrong authority (federal vs provincial)
❌ Submitting uncertified copies
❌ Forgetting translation requirements
❌ Assuming apostilles expire (documents may, but apostilles generally do not)
❌ Confusing apostille with embassy legalisation