The physical format of a vital statistics document determines whether it can be apostilled at all. Format-related rejections are preventable with a simple check before you do anything else.

Most Canadian provinces now issue vital statistics certificates on polymer - a durable, plastic-based material with embedded security features, an official seal, and the registrar's original signature. Polymer is the standard format that competent authorities expect.

Alberta apostilles original polymer birth certificates issued after February 1, 2008, and original marriage or death certificates issued after January 1, 1999. Ontario apostilles polymer birth certificates directly without notarization. Other provinces have equivalent arrangements for their polymer records.

Polymer certificates are full-size - roughly letter-sized (8.5 × 11 inches) or half-letter-sized (8.5 × 5.5 inches). The official signature and seal are on the face of the document.

Vital statistics offices issue birth and marriage certificates in two versions:

Long-form: includes full registration details: the registrant's name, date and place of birth, and both parents' names. Required for citizenship applications, family-law matters, foreign marriage registration, dual-citizenship claims, and inheritance filings in many countries.

Short-form: shows name, date of birth, and sex but omits parental information. Acceptable for some visa applications where only identity and age need confirmation.

Submitting a short form when a long form is required means starting over. Confirm which version the receiving country requires before ordering.

These cannot be apostilled. They are too small for the allonge to be attached and lack the full signature and security features competent authorities require. If the only certificate you have is a wallet-size card, order a full-size original from the provincial Vital Statistics office before submitting anything.

Once laminated, a certificate is permanently ineligible for apostille. Lamination seals the surface, making it impossible to attach the allonge and raising questions about potential alterations inside the plastic. Do not attempt to remove lamination - it damages the document. Order a fresh original.

Before notarizing or mailing anything, run through these five points for vital statistics documents:

• Full-size, not wallet or credit card? If no - order a replacement
• Unlaminated? If no - order a replacement
• Undamaged, flat, and legible? If no - order a replacement
• Correct form - long vs short  - for the destination? If no - order the correct version
• Original official signature and seal visible? If no - may need notarization as a copy

A fresh original from a Vital Statistics office costs $25 to $50 and arrives in one to three weeks by mail. Order it first, before doing anything else.