Navigating the Apostille Process: Ontario, Canada Edition

Individuals and organizations in Canada have to go through the newly adopted apostille process to prepare their documents for international use. This used to be different before January 2024 with documents needing GAC authentication and Consulate legalization. The introduction of apostille has made it simple to not only submit your documents to get an apostille from Canada but also receive them anywhere around the globe.

This blog post looks at the document apostille process specifically for Ontario, as authentication duties have been delegated to provincial authorities after Canada became a full Hague Convention member. We will also discuss document eligibility, translation, and notarization requirements for this process.

Gone are the days of waiting for months to get your Ontario documents legalized for use outside Canada. Your documents needed to be sent to Global Affairs Canada for the authentication seal. They were then presented to the destination country’s Embassy or Consulate in Canada for the final verification. We have processed hundreds of such applications but trust us when we say this: the process really needed an upgrade. 

And now, you can get your Ontario-issued documents apostilled right from your provincial authority with a faster processing time. Thanks to the Official Document Services (ODS), which acts as the single point of contact for individuals like you who need apostille certification of their documents for use abroad.
 

The Ontario government’s website details their process and requirements for submitting apostille requests. Here are two questions that you can use to determine if your document will be apostilled by the ODS or another Canadian authority.

1. Was my document issued in Ontario?
2. Did an Ontario notary public notarize my document?

If you answered yes to either of these questions, then your apostille application will be processed by the Official Documents Services. The mailing address for the ODS is given below:

Official Documents Services

222 Jarvis St, Main Floor

Toronto, ON M7A 0B6

Make sure to check if your document is thicker than 7mm, as the ODS has specific guidelines for this type of print. If yes, don’t forget to get two holes punched in the top-left corner of your document when submitting it for authentication. This is where the apostille certificate for your document will be affixed.

There are three apostille request options available for Ontario documents. These are:

• Online submission
• Mail-in submission
• In-person submission

The Official Document Services’ online document authentication portal offers an easy online application method. Whereas, a completed Authentication Service request form is required for mail-in submission. You can fill and take this same form with you when submitting your documents in person.

 For both the online and mail-in submission, you will need to send the physical version of your documents to the ODS office in Toronto. You must book an appointment or call your local ODS location for in-person submissions. The ODS accepts these submissions at their offices located in:

• Toronto
• Ottawa City Hall
• Sault Ste. Marie
• Windsor City Hall
• Thunder Bay

All vital statistics documents can be apostilled in Ontario through the Official Documents Services. This includes the new polymer birth certificates, death certificates, and marriage certificates. Business registry documents that were issued by the OBR (Ontario Business Registry) or the BPP (Business and Personal Property) branch after 1990 are also eligible.

For court-issued documents, you will have to take a look at their date of issuance. Documents issued after 9 July 2023, either by the Superior or Ontario Court of Justice, will take around 10 business days when submitted in person. Other documents, including divorce certificates, that were issued before July 10, 2023, will need proper certification from an Ontario notary public.

The ODS’ translation requirement applies when your document is not in English or French. In this case, you must get a certified translation of your document and get it notarized before the apostille verification. You will have to find a certified notary public since the ODS does not offer notary services. Here are a few points to keep in mind when getting your document notarized in Ontario:

• The notary public’s official seal and their signature are placed on the same page of the document. Re-notarization is required if this requirement is not fulfilled.
• The notary public is Ontario certified as it will be verified by the ODS.
• You have submitted a hard copy for notarization, as digital copies are not accepted.  

We understand that this might seem like too much work as you might not know where to get started. The Globeia team offers a simple alternative to going through all this hassle on your own. Our online application portal has detailed sets of instructions, a robust navigation system, and the support of our highly competent staff, making it easier for you to apostille your documents from Ontario. You can mail your documents to our Toronto office and the rest will be taken care of by the Globeia staff.