Apostille or Authenticating Canadian Documents: Guidelines and Considerations

When it comes to the apostille or authentication of documents, Global Affairs Canada's Authentication Services Section focuses solely on Canadian signatures. It is important to note that the content of the document itself is not reviewed or approved by them. However, it is essential to adhere to certain guidelines and considerations during the apostille or authentication process to ensure its validity and prevent fraudulent usage.

Documents Apostilled or Authenticated by Global Affairs Canada

It is important to note that Global Affairs Canada will only apostille or authenticate documents issued in certain provinces. These include:

• Manitoba
• New Brunswick
• Newfoundland and Labrador
• Northwest Territories
• Nova Scotia
• Nunavut
• Prince Edward Island
• Yukon

Content Verification and Fraudulent Purposes

Global Affairs Canada reserves the right to refuse the authentication of a particular document if it is deemed misleading or suspected to be used for fraudulent purposes. While they do not review the content, they have mechanisms in place to identify potential fraudulent intentions. If your document falls under this category, Global Affairs Canada will notify you accordingly.

Requirements for Authenticating Signatures

To authenticate a signature, it is necessary to provide the spelling of the person's name or ensure that the signature itself is legible. This ensures accuracy and clarity in the authentication process, validating the identity associated with the signature. Additionally, photocopies of certain original documents can be processed for authentication. However, it is crucial that the document is a notarized true copy, signed and sealed by a Canadian notary.

Compliance with Guidelines

To ensure a smooth authentication process and increase the likelihood of a successful outcome, it is important to comply with the guidelines set by Global Affairs Canada. By following these guidelines, you can help facilitate the authentication of your document and minimize any potential issues or delays.

Expert Notary Services

To ensure the authenticity of your document, obtaining the services of a Canadian notary is crucial. A notary will not only provide a notarized true copy of the original document but will also ensure that the signature is valid and meets the necessary requirements for authentication.

Conclusion Trust The Experts @ Global Document Solutions

When seeking the apostille or authentication of Canadian signatures, it is essential to adhere to the guidelines and considerations set by Global Affairs Canada's Authentication Services Section. While they focus on the authentication of signatures and not the content of the document, it is crucial to ensure that the document is not misleading or intended for fraudulent purposes. By providing legible signatures and complying with the necessary notarization requirements, you can increase the chances of a successful authentication process. Consultation with an experts is highly recommended to ensure compliance and authenticity in the document apostille or authentication process.

Anyone who has gone through the process of adopting a Child internationally knows it involves a long list of official supporting documents that must be provided. In addition, many if not all of these documents need to be Apostilled or Authenticated by Global Affairs Canada and then Legalized at the Embassy of the country you are adopting from. With such an intensive process it's important to ensure your adoption papers meet the requirements of Global Affairs Canada to not delay or add expense to an already difficult process. Generally speaking any documents related to the adoption process that require Authentication need to be Notarized by a Canadian Notary. This would include documents such as: 

• Adoption Agreements 
• Adoption Certificates 
• Adoption Forms 

Each year Canadian professionals with Apprenticeship and Trade Certificates leave to find new work in foreign countries and to do so they first need their qualifications Apostilled or Authenticated at Global Affairs Canada. Any Canadian Apprenticeship or Trade Certificate needs to be Notarized by a Canadian Notary before it can be Apostilled or Authenticated. 

Global Affairs Canada can Apostille or Authenticate all types of Canadian Bank documents for use internationally such as Bank Statements or Financial Records for Personal or Corporate reasons. To Authenticate bank documents Global Affairs Canada requires that they be Notarized by a Canadian Notary. Foreign bank documents cannot be apostilled or authenticated and must follow the rules of the country where the bank does business. 

Original Canadian long form Birth Certificate issued by the Office of Vital Statistics of the relevant province/territory can be Apostilled or Authenticated by Global Affairs Canada. This does not include Birth Certificates issued by a religious institution. Some of our clients have the plastic, wallet-sized versions of their Birth Certificate which unfortunately can not be processed. If this is you not to worry you can easily order the correct type of Canadian Birth Certificate for Apostille or Authentication on our Document Resources page. You can also find out more about having your Canadian Birth Certificate accepted internationally using the Apostille, Authentication and Legalization process, also known as Apostille in some countries in this Global Document Solutions article. 

In order for a Burial or Cremation Document to be apostilled or authenticated by Global Affairs Canada it first must be Notarized by a Canadian Notary. In addition, you must also provide a copy of the Death Certificate issued by one of the provincial or territorial statistics office. Common Burial or Cremation Documents that require Apostille or Authentication at Global Affairs Canada include: 

• Burial Permit 
• Cremation Certificate 
• Coroner’s Certificate 
• Funeral Home Documents but not a Proof of Death Certificate or a Funeral Director's Statement of Death 

Corporate Certificates issued by Corporations Canada that have an original signature and seal do not need to be Notarized before Apostille or Authentication at Global Affairs Canada. Any other Canadian Business or Corporate Document requiring Apostille or Authentication at Global Affairs Canada needs to be Notarized by a Canadian Notary. Although not often it does happen that a Canadian Business or Corporate Document is not in either English or French such as a Distribution Agreement or Corporate Power of Attorney. If the case, there are other rules for foreign language documents that Global Affairs Canada follows you can find out more by speaking with one of our friendly specialists about your specific documents. The more common Canadian Business or Corporate Documents requiring Apostille or Authentication at Global Affairs Canada include: 

• Articles of Incorporation 
• Certificate of Amalgamation 
• Certificate of Compliance 
• Certificate of Continence 
• Certificate of Existence 
• Certificate of Good Standing 
• Certificate of Incorporation 
• Commercial Invoices 
• Corporate Bylaws 
• CRA Certificate of Residency  
• Director’s Resolutions 
• Distribution Agreement 
• Packing Slips 
• Power of Attorney 
• Provincial Business Registration Document 
• Letter of Employment 
• Letter of Invitation 
• Reference Letter 

Global Affairs Canada has the official signatures of the Canadian Food Inspection Agency (CFIA) on file so Attestation or Certificates do not need to be notarized in order for them to be Apostilled or Authenticated. These would include: 

• Export Certificates 
• Certified Manufacturers’ Declarations  
• Certificates of Free Sale and Health Attestations 
• Certificates issued by CFIA 

As Global Affairs Canada has the official signatures and seal of the Canadian Intellectual Property Office (CIPO) any certificates bearing the original official signature and seal can be Apostilled or Authenticated. Any other type of Canadian Intellectual Property documents must be Notarized by a Canadian Notary. Common documents issued by CIPO not requiring Notarization include: 

• Copyright Registration Certificates 
• Industrial Design Registration Certificates 
• Trademark Registration Certificates 

Only a Certificate of Free Sale issued by the Canadian Food Inspection Agency can be apostilled or authenticated as issued. Any other types of Certificate of Free Sale must be Notarized by a Canadian Notary. 

Only a Certificate of Origin signed and sealed by the Canadian Chamber of Commerce can be Apostilled or Authenticated by Global Affairs Canada as issued. Certificate of Origins issued by a local Chamber of Commerce must be Notarized by a Canada Notary before being accepted for Apostille or Authentication by Global Affairs Canada. 

Global Affairs Canada can Apostille or Authenticate original Citizenship Certificates issued by Immigration, Refugees and Citizenship Canada. Citizenship certificates can also be made into a Notarized copy by a Canadian Notary then be Apostilled or Authenticated. 

Only a College Diploma or University Degree issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. The Diploma or Degree must be signed and sealed by the relevant Office of the Registrar. A full signature, name and title must appear on the Diploma or Degree. As an alternative a Notarized copy of a College Diploma or University Diploma made by a Canadian Notary can be Apostilled or  Authenticated. Although in some cases this may not be acceptable for the receiving foreign country as some require that you use the original Diploma or Degree. 

College or University transcripts issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. The Transcripts must be signed and sealed by the relevant Office of the Registrar. A full signature, name and title must appear on the Transcripts. As an alternative a Notarized copy of a College or University Transcripts made by a Canadian Notary can be Apostilled or Authenticated. Although in some cases this may not be acceptable for the receiving foreign country as some require that you use the original Transcripts. 

Only College or University Course Certificates issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. The Course Certificate must be Notarized by a Canadian Notary.  

Global Affairs Canada can Apostille or Authenticate Federal and Provincial Court Orders or Judgments that bear the original seal, signature and printed name of the Judge, Registrar, or Clerk of the Court in Canada do not need to be notarized. All other types of court documents must be Notarized by a Canadian Notary before Apostille or Authentication. 

Criminal Record Checks issued by the Royal Canadian Mounted Police (RCMP) headquarters in Ottawa do not need to be Notarized before Apostille or Authentication at Global Affairs Canada. This type of RCMP Criminal Record Check will have the official seal and digital signature of the Director General of the Canadian Criminal Real Time Identification Services on it. All other types of Canadian Criminal Record Checks must be Notarized by a Canadian Notary. If you need help with obtaining an RCMP Police Check for international use speak with one of our friendly agents they will be able to tell you how. If you need to find out more information about using a Canadian Police Check internationally here is a great article. 

Original Canadian Death Certificates issued by the Office of Vital Statistics of the relevant province/territory can be Apostilled or Authenticated by Global Affairs Canada. This does not include Death Certificates issued by a religious institution or funeral home.  

Global Affairs Canada can Authenticate Divorce Certificates that have the printed name and signature of the Judge, Registrar, or Clerk of the Court in Canada. As an alternative a Notarized copy of a Divorce Certificate made by a Canadian Notary can be Apostilled or Authenticated

Only Educational Letters issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. Educational Institution Letters must be Notarized by a Canadian Notary. Common Educational Institution Letters that require Apostille or Authentication include: 

• Acceptance Letter 
• Admission Letters 
• Confirmation of Registration Letter 
• Enrollment Letter 
• Record of Attendance Letter 

Elementary or High School Diploma issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. The Elementary or High School Diploma must be Notarized by a Canadian Notary. 

Elementary or High School Transcripts issued by a Canadian educational institution recognized by the appropriate provincial/territorial ministries of education, can be Apostilled or Authenticated by Global Affairs Canada. The Elementary or High School Transcripts must be Notarized by a Canadian Notary. 

Documents such as the ones listed below issued by the Government of Canada or by a Provincial or Territorial Government need to be Notarized by a Canadian Notary before Apostille or Authentication at Global Affairs Canada. These include: 

• Canada Revenue Agency (CRA) Documents 
• Canada Revenue Agency (CRA) Certificate of Residency Tax 
• Canada Pension Plan (CPP) Certificate 
• Canada Pension Plan (CPP) Statement 
• Old Age Security Letter 
• Certificate of Coverage 
• Federal or Provincial Department or Agency Documents 
• Record of Employment 
• Service Canada Documents 

Global Affairs Canada can Apostille or Authenticate the signature of a Diplomatic or Consular Officer from a Foreign Embassy Consulate located in Canada. 

Global Affairs Canada can Apostille or Authenticate a Notarized copy of a Canadian Identity Document made by a Canadian Notary. Common Canadian Identity Documents that require Authentication include: 

• Drivers License 
• Employee identification issued by the Federal, Provincial or Territorial government 
• ID card issued by the Federal, Provincial or Territorial government 
• Passport 

Global Affairs Canada can only Apostille or Authenticate a Language School Certificate issued by an accredited institution in Canada. The recognized Language Schools in Canada are Languages Canada, TESL Canada and TESL Ontario. Language School Certificates from these institutions must be Notarized by a Canadian Notary before Authentication. Language School Certificates issued from other institutions will not be accepted by Global Affairs Canada for Apostille or Authentication even if they have been notarized by a Canadian Notary.

Original Canadian Marriage Certificates issued by the Office of Vital Statistics of the relevant province/territory can be Apostilled or Authenticated by Global Affairs Canada. This does not include Marriage Certificates issued by a religious institution. You can also find out more about having your Canadian Marriage Certificate accepted internationally here  using either an Apostille or the Authentication and Legalization process depending on the country of use. Here are the provinces they will apostille or authenticate a marriage certificate from:

• Manitoba
• New Brunswick
• Newfoundland and Labrador
• Northwest Territories
• Nova Scotia
• Nunavut
• Prince Edward Island
• Yukon

Certain provincial Marriage Search Letters issued by the Office of Vital Statistics of the relevant province/territory can be Apostilled or Authenticated by Global Affairs Canada. These provinces include:

• Manitoba
• New Brunswick
• Newfoundland and Labrador
• Northwest Territories
• Nova Scotia
• Nunavut
• Prince Edward Island
• Yukon

Medical Documents must be Notarized by a Canadian Notary before Authentication at Global Affairs Canada. Common Canadian Medical Documents that require Apostille or Authentication include: 

• Doctor’s Note 
• Doctor’s Diagnosis 
• Medical Certificate 
• Prescription 
• Medical Records 

Name Change Certificates issued by the Office of Vital Statistics for the below provinces/territory can be Apostilled or Authenticated by Global Affairs Canada:

• Manitoba
• New Brunswick
• Newfoundland and Labrador
• Northwest Territories
• Nova Scotia
• Nunavut
• Prince Edward Island
• Yukon

 

Global Affairs Canada can Apostille or Authenticate any personal legal document once it has been Notarized by a Canadian Notary. The more common personal legal documents that require Apostille or Authentication at Global Affairs Canada include: 

• Affidavits 
• Oaths and Affirmations 
• Powers of Attorney 
• Property Transfer Documents such as a Deed or Time Share Agreement 
• Statutory Declarations 
• Wills 
• Consent to Travel 

Global Affairs Canada can Apostille or Authenticate an international health certificate for dogs and cats issued by the Canadian Food Inspection Agency (CFIA) once Notarized by a Canadian Notary. 

Health Canada and Consumer Health Products Canada issues many types of Certificates and Licenses to the medical and pharmaceutical industries. If the Certificate or License bears the original signature and seal of Health Canada and Consumer Health Products Canada it can be apostilled or authenticated by Global Affairs Canada. If it is not an original, it must be Notarized by a Canadian Notary before Authentication. Types of original Health Canada and Consumer Health Products Canada Certificates and Licenses include: 

• Certificate of Pharmaceutical Product (CPP Certificate) 
• Drug Establishment Licence 
• Good Manufacturing Practices (GMP) 
• International Trade Certificate 
• Medical Device Licence 
• Site Licence