Three document types come up in this process, and they are treated completely differently. Mixing them up, for example, sending a notarized copy of your birth certificate when a certified copy is required, is the most common reason GAC and provincial offices return packages.

Original documents are exactly what they sound like: the first copy issued by the authority, with original signatures and seals. For vital statistics documents, this is what provincial registries send you when you order a birth or marriage certificate. Examples include:

• Birth certificates directly issued by a provincial vital statistics office
• Marriage and death certificates
• RCMP criminal record checks with fingerprints
• Court orders or judgments with original seals
• University diplomas issued on graduation day

Why originals matter: For vital statistics documents, Spanish authorities and Canadian competent authorities will only accept the original or a certified copy from the issuing office. Taking your birth certificate to a notary for a 'certified copy.' This won't work. The apostille authority needs to authenticate the registry official's signature, not a notary's stamp over a photocopy. Your birth certificate goes directly to the provincial authority, no notary involved.

Don't submit an original you can't replace. Documents can get lost in transit. For anything that can be reordered from a provincial registry, order two certified copies and submit one.

Certified copies are official duplicates issued by the same government authority that created the original. They are not simple photocopies; they carry the authority’s current signature and official seal, giving them the same legal weight as the original. Examples include:

• Certified copies of birth, marriage, or death certificates
• Court-certified divorce decrees
• Academic transcripts issued by universities

Why they are preferred: Order certified copies rather than submitting originals whenever possible. They're replaceable if lost in the mail. Originals are not. They ensure that the signature on the document matches the records that Global Affairs Canada or provincial authorities have on file.

When ordering certified copies, request at least two copies, one for the apostille and one as a backup in case of loss or issues during shipping.

A notarized copy is a photocopy of a document that a licensed notary public or commissioner of oaths has certified as a true and accurate reproduction of the original. The notary’s signature and seal on the copy are what the competent authority authenticates, not the original content of the document itself. Examples include:

• University degrees and diplomas
• Academic transcripts from private institutions
• Powers of attorney
• Affidavits or statutory declarations
• Certificates from professional regulatory bodies (law societies, engineering boards, etc.)

Why notarized copies are needed: These are used mainly for private documents or non-government-issued documents. Since the issuing authority (like a university) is not on file with Global Affairs Canada, the notary acts as a trusted intermediary, certifying that the copy is a true representation of the original.

Important caution: Vital statistics documents, such as birth or marriage certificates, should never be notarized; the competent authority requires the original or certified copy issued by the government.

What they are: Certain Canadian provinces issue vital statistics documents (birth, marriage, and death certificates) on special security paper, often referred to as “blue paper.” This paper has embedded security features like watermarks, colored fibers, or holographic elements, designed to prevent forgery. Examples include:

• Ontario birth and marriage certificates
• Quebec civil status documents
• British Columbia and Alberta vital statistics certificates

Why they are special: The security paper itself is a form of authentication. The provincial competent authority can verify the document not only through the signature and seal but also by examining the security features.

Rules for handling blue paper documents:

• Never submit photocopies or notarized copies - only originals or certified copies from the issuing office.
• Do not laminate, fold, staple, or damage the document - any damage can lead to rejection.
• Order fresh copies if older than a year or if the signatures or seals have been updated.

Summary Table: Differences at a Glance