Document Preparation: Final Pre-Submission Checklist

Before mailing any apostille package, confirm every item below.

Document condition

Full-size, not wallet or card format
Not laminated
Not damaged, folded, or altered
Original official signature and seal present and legible (or notarized copy if original not available)

Correct form

Long-form vs short-form confirmed with the receiving authority
Document in English or French, or accompanied by certified translation

Correct authority

Issuing province or notarizing province identified
Routing table and notarization-routing rules confirmed
GAC triage portal consulted if any doubt

Package contents

Authentication request form or cover sheet completed
Fee payment included (correct amount, correct method)
Prepaid return envelope or electronic waybill included
Contact information provided

Destination requirements

Hague or non-Hague country confirmed
Embassy legalization step identified if non-Hague
Translation requirements confirmed with the receiving institution
Validity window confirmed for criminal record checks

Summary

Canada joined the Hague Apostille Convention on January 11, 2024. A single apostille from a Canadian competent authority now replaces the old two-step authentication and embassy legalization process for documents going to the 130 Convention member countries.

Six authorities issue Canadian apostilles: Global Affairs Canada (federal), and five provincial authorities - Ontario ODS, BC's OIC Administration Office, Alberta's Ministry of Justice, Saskatchewan's Ministry of Justice, and Quebec's Ministère de la Justice. The correct authority depends on where the document was issued or notarized, not where the applicant lives.

Government fees range from free (GAC) to $66.50 per document (Quebec). Processing times range from 3 to 5 business days (Saskatchewan) to 20 business days plus mail time (GAC). Ontario ODS in-person is the only same-day option in Canada.

Government-issued originals with verifiable official signatures go directly to the competent authority in most provinces. Private documents and copies need notarization by a licensed Canadian notary public first. Wallet-size and laminated certificates are ineligible - order a full-size, unlaminated original before submitting.

For non-Hague countries - UAE, Qatar, Vietnam, and others - authentication by a Canadian authority is still followed by legalization at the destination country's embassy in Canada.

Verify fees, processing times, addresses, and Hague membership status at official government sources before submitting. They change without advance public notice.

PreviousQuick-Reference Terms and their meaning in the Canada Apostille process

Frequently Asked Questions

Yes. Canada joined on January 11, 2024. Since then, a single apostille from a Canadian competent authority is sufficient for documents going to any of the 130 countries that are also Convention members. The old embassy-legalization step no longer applies for those destinations.

Six authorities. Global Affairs Canada (federal) handles federal documents and documents from the eight provinces and territories without their own office. Provincial authorities cover Ontario (ODS), British Columbia (OIC Administration Office), Alberta (Ministry of Justice), Saskatchewan (Ministry of Justice), and Quebec (Ministère de la Justice).

Government fee: free at GAC, $16 to $32 at Ontario ODS, $20 in BC, $25 in Alberta, $50 in Saskatchewan, $66.50 in Quebec. Total out-of-pocket including notarization, translation, and courier: $100 to $250 for a single standard document, depending on province and destination.

GAC: approximately 20 business days from receipt, plus mailing time each way - total four to six weeks. BC: 2 to 4 weeks. Alberta: 7 to 10 business days. Saskatchewan: 3 to 5 business days. Ontario by mail: up to 15 business days. Ontario in-person: same day. Quebec base step: 5 to 10 business days; add CNQ or Barreau verification for notarized documents.

It depends on the document and the authority. Government-issued originals with verifiable official signatures often qualify for direct apostille without notarization - Ontario polymer birth certificates, recent Ontario court documents, Alberta original vital statistics within cutoff dates, for example. Private documents and documents without government-verifiable signatures must be notarized first. Check the relevant authority's eligibility list before booking a notary.

No. Laminated certificates and wallet-size/credit-card-size certificates are not eligible for apostille at any Canadian authority. Order a full-size, unlaminated original from the provincial Vital Statistics office before submitting anything.

The apostille certificate itself has no expiry date. The underlying document may have a validity period set by the receiving country or institution. Criminal record checks, for instance, are required by many countries to have been issued within 3 to 6 months of the application. Check the receiving authority's requirements each time you submit.

No. Canadian competent authorities only apostille Canadian-issued documents. A foreign document must be apostilled by the country that issued it, through that country's designated authority.

Authentication by a Canadian competent authority (same offices, same process), followed by legalization at the destination country's embassy or consulate in Canada. Each embassy sets its own requirements, fees, and timelines. Contact the specific embassy before sending anything.

No. The allonge is issued in English and French per the Convention standard. The underlying document may need certified translation into the destination language, but the apostille itself does not.

Sometimes. If the original is from a province without its own authority (Manitoba, Nova Scotia, etc.) and an Ontario notary certifies a true copy, that copy can go to ODS - potentially with same-day in-person processing. This only works if the destination accepts an apostille on a notarized copy. Many countries require the original for civil-status purposes. Confirm with the receiving authority before relying on this approach.

A document from Global Affairs Canada confirming that Canada does not issue certificates of non-impediment to marriage. It does not confirm your personal marital status. Pair it with a notarized single-status declaration, a Vital Statistics marriage search record, an apostilled birth certificate, and - if applicable - an apostilled divorce or death certificate for a complete marriage-abroad package.

In This Chapter

Share This Guide

How to Get an Apostille in Canada 2026: Complete Guide