Some documents do not include a government signature, which is why they require an official seal and stamp from a commissioned notary public. This step is called notarization. Notarization confirms that the document is genuine or that the copy matches the original before it can move forward in the Canada apostille process.

For example, a university degree is typically signed by a university registrar, not a government official. Because of this, Global Affairs Canada (GAC) may not have the registrar’s signature on file. Before GAC can authenticate the document, a notary public reviews the original document and prepares a certified copy. The notary then confirms, in writing, that the copy is accurate and matches the original.

Once notarized, Global Affairs Canada can authenticate the notary’s signature, since notary signatures are registered and recognized. After authentication, the document can proceed for apostille or further use in

A notarized document is a copy or original that a licensed Canadian notary public or commissioner of oaths has certified as true and accurate. The notary:

• Checks the original document.
• Confirms that the copy or document is a faithful reproduction.
• Adds their signature, seal, and official certificate.

The apostille then authenticates the notary’s signature and seal, not the content of the original document itself.

When Notarization is Required

You need notarization before apostille only for private or non-government documents:

1. University degrees and diplomas – universities are not government bodies, so their signatures are not on file with Canadian authorities.
2. Academic transcripts – to verify the registrar’s signature.
3. Powers of attorney – private legal documents need notarization before international use.
4. Affidavits or statutory declarations – to confirm sworn statements.
5. Professional regulatory certificates – issued by non-governmental professional bodies (e.g., law societies, engineering associations).

Never notarize a birth, marriage, or death certificate before an apostille. Vital statistics documents go directly to the provincial authority as certified copies. 

Notary rejections are almost always caused by the same five oversights. Check them before you leave the office :- 

1. Notary commission must be current – expired notary certificates invalidate the notarization.
2. Complete notarial certificate – includes full name, commission number, province, date, location, and correct certification wording.
3. Original signatures – photocopied or scanned signatures are not accepted.
4. Correct province – the notary must be commissioned in the province where notarization takes place.
5. Document condition – no tears, laminations, staples through seals, or alterations.

How Notarized Documents Are Used in the Apostille Process

• Once notarized, the document goes to Global Affairs Canada or the relevant provincial competent authority.
• The authority authenticates the notary’s signature and seal.
• After this, the document is considered ready for international submission.