Global Affairs Canada Apostille Services
Now that the Apostille Canada process is in full swing, document authentication has become much easier and less expensive for anyone needing to legalize a Canadian document for international use.
At Global Document Solutions, as the pioneer and oldest provider of certification services in Canada, we have been the go-to experts for those navigating the new apostille process. Providing swift, expert apostille certification solutions and the most up-to-date information about the who, what, and where of apostille services is our mission.
Now, let’s get into the finer details of what an apostille is and how to go about obtaining one at Global Affairs Canada to avoid any pitfalls, long processing delays, and costly do-overs.
What is an Apostille?
An apostille is a special certification that makes a document, like a birth certificate, diploma, or commercial document, officially recognized in certain countries. To be exact, it is the standard certification process used in over 124 countries around the world.
An apostille proves that a document is authentic in the country where it was issued, removing the burden of proof from the person in the foreign country who requested the apostille.
To check if the country where your document will be used accepts an apostille, refer to the list of countries below that are members of the Hague Apostille Convention.
How to get an Apostille in Canada
Although the Apostille Canada certification process has become easier in some ways, understanding the legal jargon and meeting the in-country requirements can still be confusing. At worst, it could cost you time and money if you don't get it right the first time. Who has extra time and money? Not our clients, that's for sure—they want it done right the first time.
Choosing the Right Apostille Canada Authority - Is Global Affairs Canada the Correct One for You?
In Canada, there are different designated authorities that are responsible for apostilling documents depending on where it was issued. Global Affairs Canada will apostille documents that were issued by a federal agency and from the provinces of Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, and Yukon.
However, for documents issued in provinces like Alberta, British Columbia, Ontario, Quebec, and Saskatchewan, the provincial governments have their own agencies to handle the apostille process. It all depends on where the document originates.
Following the correct process ensures issues won’t arise with your international document when used in the destination country.
Types Of Documents Apostilled By Global Affairs Canada
Global Affairs Canada is now authorized to Apostille a wide range of documents, making the process much simpler. If you want to know more about a specific document, check out "Documents We Certify" in the menu bar above on our site for more information.
Below is a list of the most common documents, but if you don't see yours, don't worry. Just speak with one of our experts, and we will guarantee an apostille after a review.
Steps to Prepare a Document for Apostille at Global Affairs Canada
Preparing a document for apostille certification at Global Affairs Canada is a crucial step in the process. If it’s not prepared correctly, it won’t be apostilled. To help our clients stay ahead of the curve—or for those going it alone—let’s get you prepared.
- Determine Document Eligibility: First, check if your document is eligible for an apostille. If it’s not in English or French, you’ll need a notarized translation. Not sure what’s required? No worries, our team is here to help you figure it all out.
- Have the Document Notarized (if needed): Some documents, like affidavits or personal declarations, need to be notarized by a Canadian Notary Public before they can be submitted for apostille. If that’s the case, we can help with our notary services or guide you through this step to ensure everything is properly prepared.
- Submit to Global Affairs Canada: Once your document is ready, it will need to be submitted to the Authentication Services Section at Global Affairs Canada. They’ll authenticate the document and apply the official apostille certificate. You can see an example of what it looks like below.
- Choose Your Method of Submission:
You’ve got two options here:- By Courier: Simply use a trusted courier to send your documents, along with the required form and return envelope.
- In Person with Global Document Solutions: Enjoy free overnight courier service and save $100+ in shipping costs. Once everything is confirmed, you can drop by one of our apostille service centers located across Canada in Victoria, Vancouver, Surrey, Calgary, Edmonton, Regina, Winnipeg, Ottawa, Toronto, North York, Mississauga, Montreal, and Halifax..
- Receive the Apostille: Once Global Affairs Canada has completed the authentication, they’ll issue the apostille certificate. This ensures your document is recognized in any of the 125 Hague Apostille Convention countries.
Reasons Why a Document Cannot be Apostilled
While Global Affairs Canada can apostille most Canadian documents, there are a few situations where they’re unable to authenticate certain ones. Here are some common reasons why a document might not qualify for an apostille:
- Missing Original Signature or Seal: If your document is a plain photocopy or doesn’t have an original signature or seal, it can’t be apostilled.
- Unverifiable Seals or Signatures: If the signature or seal on your document can’t be verified, authentication isn’t possible.
- Religious Documents: Items like baptismal certificates, religious marriage certificates, or other documents issued by religious institutions can’t be apostilled.
- Foreign Documents: Global Affairs Canada can only authenticate documents issued within Canada, so documents of foreign origin aren’t eligible.
- Documents from Unrecognized Educational Institutions: If your document comes from an unrecognized institution, it won’t be apostilled.
- Glued or Laminated Documents: Documents that are glued together or laminated can't be stamped.
- Covered Documents: If your document is covered with a substance that prevents a stamp from being applied, it won’t be eligible for apostille.
- Doubts About the Document's Authenticity or Purpose: Global Affairs Canada may refuse to apostille a document and refer your case to the appropriate authorities if they believe it is misleading, could be used for fraud or illegal activity, or violates their policies.
Apostille Certificate Issued by Global Affairs Canada
At Global Document Solutions, we were proud to be the first to introduce the new Global Affairs Canada Apostille certificate to the Canadian public when it was launched in January 2024.
Countries Where the Apostille Canada Certificate is Accepted
Below is a list of the countries where an apostille certificate from Global Affairs Canada will be accepted:
- Albania
- Andorra
- Antigua and Barbuda
- Argentina
- Armenia
- Australia
- Austria
- Azerbaijan
- Bahamas
- Bahrain
- Barbados
- Belarus
- Belgium
- Belize
- Bolivia
- Bosnia Herzegovina
- Botswana
- Brazil
- Brunei Darussalam
- Bulgaria
- Burundi
- Cabo Verde
- Canada
- Chile
- China
- Colombia
- Cook Islands
- Costa Rica
- Croatia
- Cyprus
- Czech Republic
- Denmark
- Dominica
- Dominican Republic
- Ecuador
- El Salvador
- Estonia
- Eswatini
- Fiji
- Finland
- France
- Georgia
- Germany
- Greece
- Grenada
- Guatemala
- Guyana
- Honduras
- Hong Kong
- Hungary
- Iceland
- India
- Indonesia
- Ireland
- Israel
- Italy
- Jamaica
- Japan
- Kazakhstan
- Kosovo
- Kyrgyzstan
- Latvia
- Lesotho
- Liberia
- Liechtenstein
- Lithuania
- Luxembourg
- Macau
- Malawi
- Malta
- Marshall Islands
- Mauritius
- Mexico
- Moldova
- Monaco
- Mongolia
- Montenegro
- Morocco
- Namibia
- Netherlands
- New Zealand
- Nicaragua
- Niue
- North Macedonia
- Norway
- Oman
- Palau
- Panama
- Paraguay
- Peru
- Philippines
- Poland
- Portugal
- Romania
- Russian Federation
- Saint Kitts and Nevis
- Saint Lucia
- Saint Vincent and the Grenadines
- Samoa
- San Marino
- São Tomé and Principe
- Saudi Arabia
- Serbia
- Seychelles
- Singapore
- Slovakia
- Slovenia
- South Africa
- South Korea (Republic of Korea)
- Spain
- Suriname
- Sweden
- Switzerland
- Tajikistan
- Tonga
- Trinidad and Tobago
- Tunisia
- Turkey
- Ukraine
- United Kingdom
- United States of America
- Uruguay
- Uzbekistan
- Vanuatu
- Venezuela
Streamlined Apostille Canada Certification with Global Document Solutions
Obtaining an apostille from Global Affairs Canada can be simplified by partnering with Global Document Solutions. Here's how we can assist you in making the process more efficient than managing it alone:
- Professional Assistance: The apostille certification process can seem complicated, especially if you're unfamiliar with the requirements. With over three decades of experience, Global Document Solutions is here to ensure your documents are prepared in compliance with international standards.
- Save Time: Your time is valuable, and the apostille process often involves multiple steps, including notarization and interaction with government agencies. By entrusting Global Document Solutions, you can save considerable time as we handle everything on your behalf.
- Accuracy Assured: Processing errors can cause frustrating delays. Our experienced professionals emphasize accuracy, minimizing the risk of mistakes and reducing the chance of needing resubmissions.
- Stress-Free Service: Bureaucratic procedures can be daunting. Let Global Document Solutions manage the process, allowing you to focus on what matters most to you while we handle the paperwork.
- Current Expertise: Regulations change, and it’s essential to stay updated. Our team keeps track of all the latest rules and conventions related to the Apostille process, ensuring compliance and preventing potential legal issues.
- Global Acceptance: Our established relationships with international agencies mean that we ensure your Apostilled documents are recognized in countries participating in the Apostille Convention.
- Personalized Approach: We understand that every situation is unique. Global Document Solutions offers customized services to address your specific needs, ensuring the best possible outcome for your documents.
- Risk Reduction: Incorrectly processed documents can lead to major complications. By choosing Global Document Solutions, you lower the chances of errors and guarantee your paperwork is processed accurately and swiftly.
- Confidentiality and Security: We understand the importance of your sensitive documents. At Global Document Solutions, the privacy and security of your paperwork are a top priority throughout the entire process.
- Domestic & International Shipping Solutions: Before your important document arrives at our office for processing, or after it's been apostilled, it will need to be sent using a reliable, traceable courier service. If you need assistance with this, don’t worry, we have shipping solutions for you.
- Customer Care: Should you have any questions or require updates, our dedicated customer support team is here to assist you every step of the way.
Choose Global Document Solutions to handle your Apostille certification needs at Global Affairs Canada, and experience an efficient, hassle-free process backed by decades of expertise and a commitment to your satisfaction.
Apostille Canada FAQs
With all the recent changes, we’ve compiled answers to some of the most common questions about the Apostille Canada process that our team has received from clients. If you don’t find the answer to your question, feel free to reach out to us. We make the process easy for our clients.
We are happy to share that as of October 2024, Global Affairs Canada, after 4 years of extended processing times, is finally meeting its estimated processing time of around 10 business days, plus 5 additional days for shipping each way. Another bonus of using our free overnight shipping option is that you can save an estimated 10 business days in processing time.
Global Affairs Canada currently does not charge a fee, as this allows them to provide basic service without customer support, which is the costliest part of any service. Professional service fees for an Apostille vary depending on the quality of the service and the type of document and where it was issued. We recommend speaking with one of our experts at Global Document Solutions for the most up-to-date fee structure.
Yes, but it will require further attention from professionals. Let me explain why. One of the basic requirements for the apostille process with Global Affairs Canada is that if your document is not in one of Canada's official languages, English or French, it must be accompanied by a Canadian certified translation that is sworn before a Notary. Unfortunately, there is no way around this requirement, but not to worry, speak with one of our specialists about our translation services.
No, certain provinces such as Alberta, British Columbia, Ontario, Quebec, and Saskatchewan have been designated as competent authorities to issue Apostille certificates for documents originating from their respective provinces. The government apostille service you should use will depend on where your document was issued
The Apostille itself does not expire. However, the validity of the document it certifies may depend on the receiving country’s laws. For example, this is the case with Canadian criminal record checks, as some countries will only accept them if they have been issued within a certain timeframe. It’s important to check the specific requirements of the country where you plan to use the document.
In some cases, yes, but not always, such as in the case of birth, marriage, or death certificates where originals are required. For example, if a document does not have an official signature recognized by Global Affairs Canada, it will need to be notarized. Some clients prefer to keep their originals for safekeeping so they remain in pristine condition for future use. The short answer is: it depends on the document type and your preferences, so talk to one of our experts to find out your options.
The short answer is no. The apostille process relies on an official signature being on a document, which a photocopy or digital scan does not have.
No, an apostille is only accepted in countries that are part of the Hague Apostille Convention. For non-member countries, the traditional authentication and legalization process still applies.
No, as mentioned earlier their service model is a no cost solution with very limited customer service. To give you an example, if you have an issue or need a simple question answered their response time for people in Canada is 4 weeks and those outside 6 weeks. Need anymore reason to choose Global Document Solutions to help with your important time sensitive document?
