If you have been asked to have your Canadian documents apostilled for use abroad, you may be wondering what that means and how to get it done. As of January 2024, the process for verifying Canadian documents for international use has been simplified.
At NotaryServe®, we help individuals and businesses across Ontario notarize, prepare, and guide their documents through the apostille or legalization process. Here is what you need to know about apostilling in Ontario and how we can help.
What Is an Apostille?
An apostille is an internationally recognized certificate that authenticates the origin of a public document, such as a notarized affidavit, birth certificate, university degree, or corporate record, so it can be legally used in other countries that are part of the Hague Apostille Convention.
Before 2024, Canada was not a party to this convention. Canadians had to go through a two-step authentication and legalization process involving Global Affairs Canada and a foreign embassy or consulate.
Now, for Hague member countries, the process is reduced to a single step of obtaining an apostille certificate.
Apostille vs. Authentication and Legalization
Here is a quick breakdown of the two systems:
| Process | Applies To | Steps | Description |
|---|---|---|---|
| Apostille | Hague Convention countries | 1 step | Obtain an apostille certificate from a recognized Canadian authority. |
| Authentication & Legalization | Non-Hague countries | 2 steps | Authenticate at Global Affairs Canada, then legalize at the foreign embassy or consulate. |
👉 Note: If your destination country is not a Hague member, you will still need the traditional authentication and legalization steps.
Where to Get an Apostille in Ontario
In Ontario, apostilles are issued by the Ministry of Public and Business Service Delivery (MPBSD).
This provincial authority is responsible for verifying the signature and seal of Ontario-based officials, including Notaries Public, Commissioners for Taking Affidavits, and certain registrars, before issuing the apostille certificate.
For federal documents (such as those issued by the RCMP, Immigration, or other federal departments), apostille requests can be sent to Global Affairs Canada in Ottawa.
👉 Tip: Always check with the person or organization requesting the document to confirm whether they have special instructions about where the apostille must come from.
The Role of a Notary Public in the Ontario Apostille Process
If you are submitting a copy of an original document or preparing an affidavit or declaration for use abroad, it may first need to be notarized before it can be apostilled.
Proper notarization is essential. If your document isn’t notarized correctly, it could be rejected by the Ministry or delayed in processing.
How to Apostille a Document in Ontario
Here is a step-by-step overview of how the apostille process works for Ontario residents:
- Confirm the requirements of the destination country
- Notarize your document. Have your document notarized or certified by a licensed Ontario Notary Public such as NotaryServe®.
- Submit the document for apostille. Send the notarized document to the Ministry of Public and Business Service Delivery or any of its authorized agencies within your location.
- Receive your apostilled document. The Ministry will issue an apostille certificate confirming the authenticity of the signature and seal.
Once complete, your document will be accepted in all countries that are members of the Hague Apostille Convention. Here is another article that can help you understand how to prepare your document for use abroad.
Why Choose NotaryServe® for Apostille Services in Ontario
At NotaryServe®, we make the process simple, efficient, and reliable for our Ontario clients. Whether you need a document notarized for use overseas or guidance through the apostille or legalization process, we are here to help.
✅ Convenient online booking
✅ Experienced Ontario Notaries
✅ Fast turnaround and professional document handling
✅ Guidance for both Hague and non-Hague countries
We proudly serve clients throughout Ontario, including Ottawa, Toronto, Milton, London, Kingston, and beyond, with expert notary and document preparation services.
Get Started Today
Need your document notarized and prepared for apostille in Ontario?
Contact NotaryServe® today — our team will ensure your documents are handled correctly from start to finish.
📍 Website: www.notaryserve.ca
📞 Phone: 613-558-5363
📧 Email: contact@notaryserve.ca
🗓️ Book Online: www.notaryserve.ca/contact
⚠️ Disclaimer
The information provided in this post is for general informational purposes only and does not constitute legal advice. While NotaryServe® strives to keep information accurate and up to date, requirements for apostille, authentication, and legalization may change. Readers should confirm current procedures with the appropriate government authorities or seek professional legal guidance before taking action.
