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Any Canadian document that needs to be used outside of Canada has to go through the process of authentication and legalization. You can think of authentication and legalization like the “older version” of the Apostille. 

Many countries which currently use the apostille process previously used the authentication and legalization process.; Since Canada has not yet signed on to the Hague apostille convention, it still uses the “older” way of verifying documents for use overseas. Authentication and legalization is very simple on paper: Global Affairs Canada simply stamps your documents (authentication) and then the embassy of the country in which you will use the documents also stamps them (legalization).

Once Global Affairs Canada and the embassy have both stamped your documents, they are legally valid for use in that country. Again, every Canadian document that needs to be used outside of Canada needs to go through this process. 

There are a few exceptions with countries like the UK, France, and occasionally even the United States.

Many countries use the “Apostille” process to prove a document is genuine and legal for use outside the country of origin. Canada is not one of those countries, which means it is not possible to get an apostille certificate here. You must follow an equivalent process to prepare a document issued in Canada for use outside of Canada. 

Although the process of authentication and legalization is simple in theory, in practice it can be very difficult as there are numerous requirements at both steps of the process. 

If your documents need to be authenticated or legalized or if you need to submit a declaration in lieu of unavailable documents, we would be happy to put you in touch with licensed notaries in the greater Vancouver area. We can also assist in the preparation of Affidavits or Declarations to be notarized.

What is the Canadian equivalent to Apostille?

There is a three-step process to get the equivalent of an apostille certificate: preparation, authentication, and legalization. The process is quite complicated, but a lawyer or notary can help with this international document legalization procedure.

Why should I know the difference between apostille, authentication and legalization, and attestation?

All of these terms refer to processes where documents issued in one country are prepared for use in another.

But they’re not the same.

And you should know the difference because:

1. They are not interchangeable

2. Making the wrong choice can result in the foreign country rejecting your document
3. Following the wrong process is time-consuming and expensive

Now that we’ve cleared that up, here’s a quick overview of what each of these is:

Apostille

1. Issued in countries that have signed the Hague Apostille Convention
2. Issued in countries that have signed the Hague Apostille Convention
3. Validates the document for use in another country signatory to the Hague Apostille Convention
4. Canada does not issue an apostille stamp

Authentication & Legalization​

1. Applicable in countries that have not signed the Hague Apostille Convention.
2. Applicable in countries that have not signed the Hague Apostille Convention. Requires TWO stamps:

• Global Affair determines if a signature or seal is authentic
• The embassy or consulate of the country where the document will be used, confirms the document’s validity

3. Issued in countries that have signed the Hague Apostille Convention
4. Global Affairs Canada authenticates documents and each embassy legalize them

Attestation​

1. Issued in countries that have signed the Hague Apostille Convention
2. Issued in countries that have signed the Hague Apostille Convention
3. Validates the document for use in countries that ask for attestations, including: UAE, Kuwait, Qatar, Oman, Saudi Arabia
4. Global Affairs Canada authenticates documents and each embassy attest them

Here is an overview of the three-step process to get the equivalent of apostille: 

The first step is “preparation.” Documents often need to be notarized by a notary or lawyer before they can be sent for authentication. Translated documents will also require a certified, notarized translation for the purposes of authentication. The notary or lawyer affixes their notarial seal, confirming that your document and/or signature is genuine.

The second step is “authentication.” Your notarized document will be sent to be authenticated by either the BC government (the BC Authentication Program) or Canadian government (Global Affairs Canada). 

The third step is “legalization.” Your notarized document bearing a certificate of authenticity from the relevant BC or Canadian authority is sent to be legalized by the appropriate Consulate or Embassy in BC (i.e., the local consulate or embassy of the country where you are planning to use the document). Your document will be inspected by a government official to ensure that the process was done properly. If so, they will attach a certificate of legalization. 

Once the three-step process is complete, your document is valid and legal for use in a foreign country.

Does the legalization process depend on the destination country? 

Yes. Where you are planning to send the document matters. Foreign governments set their own requirements and there can be major differences from country to country.

Why Has Canada Not Signed the Apostille Convention?
Using a Canadian University Degree Internationally
Why Has Canada Not Signed the Apostille Convention?

Initially, Canada was not satisfied with the Apostille Convention. This was mainly because of the absence of a Federal State clause which would allow individual provinces to introduce the conditions of the Convention at the local level at their own pace.

Since 1961, most countries have signed the agreement. Chile signed on to the convention in August 2016 due to  a call from international parties interested in Chilean enterprises to simplify what they considered unpleasant and laborious rules.

There are currently barriers to implement the apostille process in Canada. The new system requires new resources, which could likely lead to existing specialists losing their income and employment suddenly. In addition to that, officials in the current certification chain may not allow the system to be streamlined.

Using a Canadian University Degree Internationally

In order for your Canadian university degree or college diploma to be accepted outside Canada as being valid it must be authenticated by Global Affairs Canada and then legalized by the embassy of the country you will be using it in. 

Once it has followed this process it will be the equivalent to an Apostille Certificate outside Canada. The original degree or diploma can be processed or as alternative a Canadian notarized copy. This process also applies to other educational documents such as High School Diplomas, Transcripts, Enrollment Letters and Professional Certificates to name a few.

To legalize your educational document some countries may have other requirements that must be fulfilled for your document to be processed properly. In some countries they may refer to the legalization process as Attestation or even Authentication, but they mean the same and are the equivalent to each other. Whether you are using your Canadian educational document in China, Mexico, Netherlands, Panama, Qatar, Russia, Saudi Arabia, Spain, Qatar, United States, UAE or anywhere outside Canada our 30 years of assisting people relocate is at your service.

If your documents need to be authenticated or legalized or if you need to submit a declaration in lieu of unavailable documents, we would be happy to put you in touch with licensed notaries in the greater Vancouver area. We can also assist in the preparation of Affidavits or Declarations to be notarized. 

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