Yes, Canada apostilles documents. On January 11, 2024, Canada acceded to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (commonly called the Hague Apostille Convention), joining more than 125 countries in a standardised system for authenticating public documents. If you need to understand how Canada apostilles documents, whether a birth certificate, a corporate power of attorney, or an academic transcript, this guide explains the full process.
This post covers what changed, how the process works, which documents qualify, what it costs, and when the old legalization system still applies.
What Is an Apostille?
An apostille is a certificate that authenticates the origin of a public document for use in countries that participate in the Hague Apostille Convention. It confirms that the signature, seal, or stamp on a document is legitimate and was issued by a recognised authority.
In Canada, apostilles take the form of an allonge, a separate document that is securely affixed to the underlying document being authenticated. The allonge contains standardised information in French and English: the country of issuance, the name of the signing authority, the capacity in which that person acted, the date, and an authentication number.
Once a document carries an apostille, it is accepted by all 125+ Hague member countries without any further legalization step. That used to require a visit to an embassy or consulate, a process that added time, cost, and complexity to what should have been a straightforward task.
What Changed on January 11, 2024?
Before Canada joined the Hague Convention, getting a Canadian document accepted abroad was a two-step process:
- Authentication, A Canadian authority (Global Affairs Canada or a provincial body) would verify the signature and seal on the document.
- Legalization, The destination country's embassy or consulate in Canada would then stamp the document to certify the Canadian authority's signature.
Each step took time and cost money. For documents going to countries with busy embassy offices in Ottawa or Toronto, the process could take weeks.
Since January 11, 2024, step two is no longer required for Hague member countries. A single apostille from the appropriate Canadian competent authority, federal or provincial, is sufficient. The receiving country's institutions accept it directly.
Canada was notably one of the later major countries to join the Convention. The accession was announced by Global Affairs Canada in May 2023, with the effective date set for January 11, 2024.
Who Issues Apostilles in Canada?
Canada divided apostille authority between federal and provincial competent authorities:
Federal Documents, Global Affairs Canada
Global Affairs Canada issues apostilles for documents issued by the Government of Canada. This includes:
- Canadian passports (certified copies)
- RCMP criminal record checks from Ottawa headquarters
- Federal incorporation certificates (under the Canada Business Corporations Act)
- Documents from federal departments and agencies
Federal apostille processing: Free of charge. Processing time is approximately 20 business days.
Ontario Documents, Official Documents Services (ODS)
For documents issued or notarized in Ontario, the competent authority is the Ministry of Public and Business Service Delivery's Official Documents Services (ODS).
ODS location: 777 Bay Street, Lower Level, Toronto, ON M7A 2J8 Phone: 416-325-8416 Hours: Monday to Friday, 8:30 a.m. to 5:00 p.m.
Regional appointments are also available in Ottawa, Sault Ste. Marie, Windsor, and Thunder Bay.
Note: The ODS office relocated to 777 Bay Street in April 2025. If you have older information showing 222 Jarvis Street, that address is no longer current.
Other provinces have their own designated authorities. Alberta, British Columbia, Quebec, and Saskatchewan all have provincial competent authorities for documents issued or notarized within their jurisdictions.
Which Documents Can Be Apostilled in Canada?
Ontario-Issued Documents Eligible for Apostille
The following document types can receive an apostille directly from ODS:
Vital statistics:
- Birth certificates (polymer format)
- Death certificates
- Marriage certificates
Business registry documents:
- Business registrations issued since 1991
- Certificates of incorporation (Ontario corporations)
Court-issued documents:
- Documents from the Superior Court of Justice or Ontario Court of Justice issued after July 10, 2023
Postsecondary credentials:
- Degrees, diplomas, and transcripts from Ontario public postsecondary institutions, issued since January 1, 2019
Notarized documents:
- Any document notarized by an Ontario notary public
A Note on Private Documents
Not every document is a "public document" in the legal sense. Private documents, contracts, corporate resolutions, letters of authorisation, are not directly eligible for apostille unless they are first notarized by a qualified notary public. Notarization by an Ontario notary public transforms the document into a notarized instrument, which is then eligible for authentication at ODS.
Documents in languages other than English or French must be notarized and accompanied by a certified translation before they can be apostilled.
Fees and Processing Times
Ontario (ODS)
| Document Type | Fee (CAD) |
|---|---|
| Ontario government-issued official document | $32 |
| Ontario court-issued document | $32 |
| Ontario postsecondary credential | $32 |
| Notarized document | $16 |
In-person processing: Approximately 30 minutes with complete documentation. Mail processing: 15 business days.
Global Affairs Canada (Federal)
- Cost: Free
- Processing time: Approximately 20 business days
How to Get an Apostille in Ontario, Step by Step
The process for getting an apostille in Canada is straightforward once you know which authority handles your document type.
Step 1: Confirm your destination country is a Hague member. The full list of member countries is available at hcch.net. If your destination country is not a member, the old authentication and legalization process still applies (see the section below).
Step 2: Determine who issued your document. Federal documents (passports, RCMP checks, federal incorporations) go to Global Affairs Canada. Ontario documents go to ODS.
Step 3: Check document eligibility. Use Ontario's online authentication portal or contact ODS directly to confirm your specific document qualifies. Documents must be in paper format and bear an original recognised signature or seal.
Step 4: Notarize if needed. If your document is a private document (corporate resolution, power of attorney, private contract), have it notarized by an Ontario notary public before submitting it to ODS. This is also required for documents in languages other than English or French.
Step 5: Submit your documents. For Ontario documents, you can submit in person at 777 Bay Street, Lower Level, Toronto, or by mail through Ontario's online portal. Pay the applicable fee. For federal documents, submit by mail to Global Affairs Canada.
Step 6: Receive your apostille. ODS will issue the allonge and affix it to your document. The certificate is then ready for use in any Hague member country.
When Is the Old Process Still Required?
The apostille system applies only to Hague Convention member countries. If you need to use a Canadian document in a country that has not joined the Convention, certain countries in the Middle East, some African nations, and others, the two-step authentication and legalization process still applies:
- Authentication by Global Affairs Canada or the relevant provincial authority
- Legalization by the destination country's embassy or consulate in Canada
Before proceeding with any international document matter, always verify whether your destination country is a Hague member. An experienced corporate or notary public lawyer can help you work through the requirements if you are dealing with a non-member jurisdiction.
Why It Matters for Businesses and International Transactions
For businesses operating across borders, the apostille system has practical significance beyond personal documents.
Corporate documents for foreign jurisdictions: If a Canadian company is establishing a subsidiary abroad, entering a joint venture, or selling to a foreign buyer, the foreign party will often require authenticated copies of the Canadian company's articles of incorporation, certificate of good standing, or resolutions. These corporate documents can now be notarized in Ontario, submitted to ODS, and apostilled, all without a trip to an embassy.
International mergers and acquisitions: Cross-border deals routinely require document authentication. Under the old system, authentication and legalization added weeks to due diligence timelines. Apostilles simplify this considerably for deals involving Hague member countries.
Powers of attorney: A power of attorney notarized by an Ontario notary public can be apostilled at ODS for $16, making it valid across 125+ countries. This is commonly needed for real estate transactions, banking, and business operations abroad.
Immigration and residency applications: Some immigration authorities in Hague member countries accept apostilled Canadian birth certificates, marriage certificates, and criminal record checks as part of residency applications.
Frequently Asked Questions
Does a notary public need to sign my document before it can be apostilled?
Only if your document is a private document. Government-issued documents, birth certificates, business registry documents, court documents, postsecondary credentials, go directly to ODS and receive the $32 fee. Private documents such as corporate resolutions, powers of attorney, or contracts must be notarized by an Ontario notary public first, then submitted at the $16 fee.
Can I get a Canadian document apostilled if I'm outside Toronto?
Yes. ODS accepts mail submissions through Ontario's online authentication portal. For in-person appointments outside Toronto, ODS has regional offices in Ottawa, Sault Ste. Marie, Windsor, and Thunder Bay. Processing by mail takes approximately 15 business days.
Are Canadian apostilles accepted in the United States?
Yes. The United States is a member of the Hague Apostille Convention. Canadian documents apostilled by ODS (Ontario documents) or Global Affairs Canada (federal documents) are accepted in the US without further legalization at an embassy or consulate.
What happened to the Global Affairs Canada authentication process?
For Hague member countries, the apostille replaces the old authentication step. For non-Hague countries, Global Affairs Canada still issues certificates of authentication, which must then be legalized at the destination country's embassy or consulate in Canada.
How long does a Canadian apostille remain valid?
There is no expiry on the apostille certificate itself. However, the receiving institution, a foreign government, bank, or court, may require the underlying document to be recently issued. Check with the receiving institution about any currency requirements on the original document before submitting.
Is there a rush or expedited apostille option in Ontario?
ODS does not offer a formal rush service. In-person submission at 777 Bay Street, Lower Level, Toronto is the fastest route, with processing typically completed in approximately 30 minutes when documentation is complete. Mail submissions take 15 business days.
Sources & Official Resources
Government Sources
- Ontario: Authenticate a Document for Use Outside Canada, ODS fees, eligible documents, address, processing times
- Global Affairs Canada, Changes to Authentication Services (Apostille Convention), Federal apostille authority, process changes since Jan 11 2024
- Global Affairs Canada, Authenticate Your Documents, Full authentication service guide
International Treaty Sources
Ontario Official Services
Contact Hadri Law
If you need corporate or personal documents notarized before submission to the Official Documents Services, or if you are navigating an international business transaction that requires authenticated Canadian documents, Hadri Law can help.
Nassira El Hadri is a licensed Ontario Notary Public (commissioned by the Ontario Government, 2022) and an M&A and corporate commercial lawyer. The firm serves clients in English, French, Spanish, and Catalan, making Hadri Law particularly well-positioned for cross-border matters involving European and Latin American counterparts.
Call: (437) 974-2374 Free consultation: calendly.com/hadrilaw/free-consultation
This post is for informational purposes only and does not constitute legal advice. Viewing this content does not create a solicitor-client relationship.
