When living outside of Canada, there are a number of reasons you may be asked to invest in document authentication and legalization (the Canadian equivalent of the apostille process). These things vary from wanting to get married in another country, to proving your Canadian citizenship when applying for a job outside of Canada.
Either way, it can be a complicated process, so we’re here to explain some of the ins and outs of document authentication in Canada.
What Documents Can I Authenticate or Legalize?
Firstly, you might be wondering what type of documents you can have authenticated and legalized in Canada. There are quite a few including:
- Manufacturer’s Declaration
- Marriage Certificate
- Pilot’s License
- Power of Attorney
- Single Status Document
- Statement in Lieu of Certificate of Non-Impediment to Marriage Abroad
- Vital Statistics Certificate
- Birth Certificate
- Certificate of Origin
- Certificate of Pharmaceutical Product
- Certificate of Residency
- Commercial Invoice
- Criminal Record Check
- Death Certificate
- Divorce Certificate
- Educational Documents
- Good Manufacturing Practices (GMP) Certificate
How Does the Authentication & Legalization Process Work?
When you need to have documents authenticated and legalized in Canada, you’ll first need to make certain you have obtained all of the necessary forms to send to Global Affairs Canada, the agency that will be legalizing your documents. Some documents will require notarial services and translation services, so be sure to check on that. Once Global Affairs Canada has received your documents and verified that all is as it should be, they’ll receive a stamp or printed form validating the document is an official Canadian document.
The next step is the legalization process, which is the responsibility of the consulate or embassy where your documents are intended to be used. They’ll receive your documents and check to make sure all of the proper authentication steps have been followed, then issue it a stamp or certificate; it can now be used in that particular country.
Tips for Document Authentication & Legalization in Canada
1. Know the Requirements
As mentioned previously, the success of your authentication and legalization application hinges on following the proper requirements of both Global Affairs Canada as well as those of the specific country where your documents are intended to be used. So researching country requirements are essential.
2. Fees& Payments
Although authentication and legalization is a free service provided by the Canadian government, there can be some associated fees and payments, often involving commercial or shipping documents, government-issued documents, and general documents. The fees associated with your authentication and legalization will depend upon the document type and embassy/consulate where they’ll be used.
3. Plan Well Ahead
You’ll be using your authenticated and legalized documents for something pretty important, right? Well, in such cases, the more you can plan ahead the better. Doing so helps avoid setbacks and your plans won’t have to change should there be an unexpected delay in your timetable.
4. Determine the Country Status
The requirements for authenticated and legalized documents will always be determined by where they’re going to be used, so knowing them like the back of your hand is a good idea. You can do all the research you need via speaking with someone at your local embassy or sleuthing online.
5. Preparing Your Documents for Submission
At this process, double-check your requirements and what the embassy or consulate will need from you regarding original documents, copies, etc. After all, you want to avoid having them rejected due to a simple paperwork error, right?
6. Shipping Your Documents
For those working with a third-party authentication and legalization service, this step will be handled by them. But for everyone else, you’ll need to ship your recently authenticated and legalized document to the proper places. Keep in mind, you may have to pay fees or resubmit your documents if something has changed. Additionally, turnaround times, fees, the forms of payment you’ve used, and mailing and courier requirements can also affect the process.
Working with a Third-Party Authentication & Legalization Service
Often, due to the complexity of authenticating and legalizing documents, many choose to work with a professional service to make things easier on them. A professional authentication and legalization service can handle everything, from obtaining your original documents, certifying true copies, having them translated, as well as bringing them in person by courier to Global Affairs Canada.
Since the requirements are constantly changing when it comes to the embassies and consulates involved, it’s often a better idea to work with an experienced professional that stays up-to-date on all of today’s complex and changing authentication and legalization requirements.
