How to Apply for Document Apostille and Authentication in Canada?

What is the Procedure for Applying for Document Apostille/Authentication in Canada?

Global Affairs Canada officially announced that Canada has become a member of the Convention Abolishing the Requirement of Legalization for Foreign Public Documents, also know as the Hague Apostille Convention. As the result, document legalization and authentication process in Canada has been changed. Here is a list of all countries that are part of the convention.

What is the Canadian Apostille Procedure? A Step-by-step Guide

Below you can find the steps towards obtaining your apostilled documents:

  1. Email a scan of the document that needs apostille to contact@thefingerprintroom.com
  2. Our staff will verify if the document is eligible for apostille.
  3. Submit an online application with The Fingerprint Room Inc. and email/mail any additional documents requested by The Fingerprint Room Inc. .
  4. Once all required documents are gathered, The Fingerprint Room Inc. will start processing the apostille. The entire process is estimated to be 7 to 15 business days.
  5. After the apostille is completed, our staff will confirm your mailing address to receive the document.
  6. The apostilled document will be couriered to you via priority expedited courier services. You will also receive a tracking number.

What is an Apostille in Canada?

Apostille is a certification attached to Canadian public documents that have been authentication. An apostille may be required to use a Canadian document outside of Canada for purposes such as visas, immigrations, and employments. Apostille will replace current embassy and consulate authentications and legalizations. This new shift allows an easier and faster global legalization process.

When Did Apostille Begin in Canada?

Canada joined the Apostille Convention on May 16th 2023. The procedural changes came into effect in Canada on January 11, 2024. Prior to the signing of this convention, most Canadian documents need to be authenticated/legalized by the destination country’s embassy/consulate first before they can be used at that country.

What Documents can be Apostilled?

Canadian public documents, such as RCMP background checks and vital statistics documents can be apostilled to be used in any of the 126 countries that are part of the convention. Below is a list of examples of public documents:

  • Documents issued by the government, courts, or tribunals (e.g. RCMP certificate of no criminal records, police checks, name based background checks, birth and marriage certificates, , etc.)
  • Administrative documents (g., corporate records, civil status documents, extracts from official registers, grants of license and patent, and certificates from administrative authorities)
  • Notarial acts
  • Official certificates which are placed on documents signed by persons in their private capacity, such as official certificates recording the registration of a document or the fact that it was in existence on a certain date, and notarial authentications of signatures.

If the country you are looking to use the document in is not a member of the Apostille convention, then you will most likely need the document authenticated by that country’s embassy in Canada instead. Please contact us for more information.

How Long Does Apostille Take?

The apostille procedure has a processing time of 7 to 15 business days on average.

Apostilles do not have expiry dates, but the authorities requesting the apostilled documents can have requirements on the time period within which the document is valid for. Therefore it is important to ensure your document is recently issued and up to date.