Document
Apostille and
Authentication
We look after the details, so you don’t have to!
Document Preparation
How a document is prepared and what is required, depends on whether it will be Authenticated and Legalized, or Apostilled, and this will depend on destination country!
Documents for a non-Hague member country > will be AUTHENTICATED & LEGALIZED
Documents for a Hague member country > will be APOSTILLED.
There are 2 key considerations when preparing a document.
Document Authentication
Document Authentication is first step in the legalization process for notarized documents destined for a country that is not a member of the Hague Apostille convention. It is a process where the signature and seal of the Notary, or issuing authority is validated. Authentication will either be completed by a Provincial authentication authority, or by Global Affairs in Ottawa depending on where the document was issued and notarized.
Once the Notary information is reviewed and validated the document will receive an authentication certificate that will be attached, or an authentication stamp placed directly on the document
Document Apostille
For a document that will be used in a country that is a member of the Hague Apostille Convention, the notary seal and signature will also be validated as described above, however, the document will receive an Apostille certificate, which completes the process! The document is now the equivalent of legalized and is not required to be stamped by a consulate or embassy.
Provincial Authority – Authentication and Apostille
In Ontario, the Official Document Services (ODS) authentication and/or apostille process involves comparing the signature and seal or stamp to what is on file for the Notary or Commissioner.
The Apostille, or Authentication certificate will only be granted if:
Once these pieces of information are confirmed a Certificate of Authentication or Apostille Certificate will be issued and attached to the document.
Global Affairs (Ottawa)
Global Affairs in Ottawa will likewise verify and compare the Notary’s signature and seal with the official records, subsequently attach either an Authentication or Apostille page based on whether the destination country is a signatory to the Hague Convention.
Is a Certified Translation required?
In Ontario, the ODS office will require a certified translation if the document is in languages other than English and French. If the document is in another language along with English on the same document, then an additional certified translation will not be required as long as it has been notarized.
For Global Affairs (Ottawa), if your document is partially or entirely in a language other than English or French, you are required to submit a certified and notarized translation along with the original document, even if English is one of the languages included on the same document.
What is a certified translation?
It is a translated copy of the document that is certified by a member of:
WAIT! A Certified Translation may not be required!
If the Notary public is fluent in the languages of the document and he/she adds the following statements to their declaration:
Authentication/Apostille Pricing
Regular
Toronto Authentication/Apostille
3 to 5 business days*
Official Document Services – Ontario
First document starting from
$145
Each additional document cost $30
Expedited
Toronto Authentication/Apostille
1 to 2 business days*
Official Document Services – Ontario
First document starting from
$195
Each additional document cost $30
Ottawa
Global Affairs Authentication/Apostille
From 45 business days
$145
Each additional document cost $30
Expedited service is not available