What does an apostille do?
An apostille is a certificate used to authenticate a public document for use in another country that is part of the Hague Apostille Convention. It verifies the relevant signature, seal, or stamp; it does not confirm that the document's contents are true or guarantee that the recipient will accept it.
Canada's participation in the Convention took effect on January 11, 2024. Depending on the destination country and document, the next step may be an apostille or another form of authentication. A destination authority may still have its own requirements.
Notarization, authentication and apostille are different steps
- Notarization: a notary performs an act such as witnessing a signature, taking an oath, or certifying a copy, when appropriate.
- Authentication: the competent government authority checks the notary's or issuing authority's signature and seal against its records.
- Apostille: the authentication certificate used for documents destined for a country covered by the Convention.
Not every document needs notarization before authentication. Some eligible Ontario public documents may be submitted directly. Check the current official eligibility rules before booking a notarial appointment.
How to check the process for your document
- Ask the recipient. Confirm the destination country, whether it accepts the document, which format it requires, and whether translation or further legalization is needed.
- Identify the competent authority. The right authority depends on the document and where it was issued or notarized. For Ontario documents, check the Ontario Official Documents Services (ODS) instructions and eligibility portal. Federal documents and other provincial documents may follow a different route.
- Check whether notarization is required. Use the official document portal to determine whether your document can be authenticated directly or must first be notarized. Do not notarize a document unless the recipient or official instructions call for it.
- Follow the authority's submission instructions. Ontario ODS currently requires a hard-copy document for authentication. Confirm the latest document-specific rules, application steps, and fees in the official portal before sending anything.
- Allow for processing and delivery. Check current processing estimates and mailing requirements directly with the competent authority; times can change.
Where to verify official requirements
- Ontario: authenticate a document for use outside Canada
- Ontario Official Documents Services eligibility and request portal
- Global Affairs Canada: authenticate your documents
Common questions
Does every Ontario document need an apostille?
No. Requirements depend on the document, destination country, and recipient. Some documents may need no authentication, some may need notarization first, and some may be eligible for direct authentication.
Can a notary issue an apostille?
No. A notary may perform a notarial act when one is required, but an apostille is issued by the competent government authority.
Does an apostille guarantee acceptance?
No. It authenticates a signature or seal. Ask the organization receiving your document about its own requirements before starting the process.
If your document needs notarization first
Before booking, confirm the recipient's instructions and whether the document must be notarized. If you need an Ontario notarial appointment, send a brief appointment request with the document type and intended destination. Do not send confidential documents until you receive secure instructions.
This guide is general information, not legal advice. Official requirements can change; confirm the current rules with the receiving organization and competent authority.