How to Authenticate Foreign Documents in Canada: Apostille Alternative Explained

An apostille is the authentication of official documents from other countries that are signatories of the Hague Convention. The Hague Apostille Convention created a standard procedure for authenticating documents by way of apostille stamps. Canada is not a signatory to the Hague Apostille Convention and thus does not issue apostille stamps.

If you receive a request from someone in a foreign jurisdiction for an apostille on an official document or a private document such as a declaration, affidavit, Power of Attorney, financial statement, invoice, corporate articles/ bylaws/resolutions, contract, etc.; there is a different but comparable process for the authentication of official documents in Canada.

Authentication process

Instead of an apostille, the Federal Government provides a Certificate of Authentication issued by Global Affairs Canada. After Global Affairs Canada authenticates your document, you may need to bring the document to be legalized by the embassy, consulate, or high commission of the destination country.

Ontario offers authentication services through the Official Document Services (ODS) department for documents issued or notarized in Ontario. Some countries may accept authentication by ODS instead of an authentication by Global Affairs Canada. ODS will compare the notary’s signature and seal on the document with the sample signature and seal they have on record from the notary. If ODS is satisfied that the signature and seal align, they will issue and affix a Certificate of Authentication on your document.

Steps:

  1. Contact the appropriate consulate/embassy/high commission to verify their requirements: whether they will accept provincial authentication of your document by ODS or require Federal authentication by Global Affairs Canada.
  2. Contact Malicki Sanchez to schedule an appointment to have your document notarized.
  3. After your document has been notarized, depending on the requirements of the
    consulate/embassy/high commission, you will have your document authenticated by Global Affairs Canada or ODS.
  4. After authentication, you will typically have to get your document legalized by the destination country’s consulate/embassy/high commission.

For further information, please get in touch with Malicki Sanchez. We can review your document and answer any questions you may have.

By Alfredo Figueroa