Apostille Stamp: How to Apostille a document in Canada?

International immigration has become quite common in today's interconnected world. Many Canadian citizens and permanent residents are now choosing to live in other countries for a number of different reasons. While some are looking to pursue new job opportunities and get higher education, others decide to move for a change of lifestyle. 

Yet, the move is not as easy as simply packing your bags and booking a flight. The most common problem that we have observed our clients struggling with is the validation of Canadian documents for use in foreign jurisdictions. This is where the concept of the Canadian apostille stamp comes into play. 

The main aim of writing this blog post is to provide you with an in-depth understanding of the Canadian apostille process and guide you on how to apostille a document in Canada. We will walk you through the entire procedure, starting from the basics of what an apostille stamp is and then tell you about the steps involved in obtaining one for your documents. 

The apostille stamp acts as a seal of authenticity in all Apostille Hague Convention member countries. The seal validates your documents for international use in all Hague signatories. During your immigration process, you will better understand the crucial role that this stamp plays in facilitating your transition to life in a new country. Your documents will be recognized and accepted by foreign authorities without any issues if they bear an apostille stamp on them. 

Let's begin by talking about why you even need this stamp in the first place. 

 

There are a number of different scenarios where you might need to submit apostilled copies of your Canadian documents in the new country. 

Foreign Employment

Foreign employers might require proof of your qualifications, certifications, and experience when applying for jobs overseas. Documents in this category include diplomas, transcripts, and certificates from your previous educational institutes or professional experiences. Most of the documents in this category must be apostilled before they can be recognized in a country other than Canada. 

International Higher Education

Educational institutions in other countries need apostilled copies of your documents during the application process. Your application will not be accepted if you do not submit apostilled versions of your documents as mentioned in your respective institution’s requirements for foreign students. Examples include high school diplomas, transcripts, and high school letters of recommendation.

Visa Applications

You will almost always need at least a few of your documents apostilled during the visa application process itself. The exact documents vary depending on the type of visa you're applying for. For instance, if you're applying for a work visa, you might need to submit an apostilled RCMP criminal background check. A simple clearance certificate from the RCMP will not be accepted in most cases. 

Residency Applications

Most of the international residency procedures require applicants to submit apostilled documents such as birth certificates, marriage certificates in the case of couples, and financial records.  

While these are the most commonly encountered scenarios at Globeia’s offices, there can be many other situations where you might need an apostille. You might need to complete the apostille process for your documents for submission in legal proceedings when adopting a child from abroad, or registering a business in a foreign country.  

Any situation where you need to prove the authenticity of your documents in a foreign country requires an apostille. Whether it's for employment, education, immigration, or other purposes, getting your documents apostilled in advance can save you a lot of time, and unnecessary stress, and also save you money down the line.    

We know that you are already worried about the immigration process and document verification is the last thing you want to deal with. However, spending some time on understanding the steps involved can help you cut down the time that you would otherwise have to spend trying to make sense of the apostille process. Here's what you need to do to apostille your documents in Canada:

Identify the Document: 

Ask your destination country’s immigration department for their document apostille requirements. This should give you a general idea of what documents should be apostilled and the others that you can submit without any extra work. Generally, educational certificates, birth certificates, marriage certificates, and criminal record checks do require an apostille in all parts of the world.

Obtain an Original or Certified Copy: 

Now that you have listed your documents that need an apostille, it’s time to gather their original versions. There’s no need to worry if you don’t have the originals with you. You can simply contact the issuing authority for a copy and get it certified. Non-certified copies will not be accepted for the apostille process. 

Apostille by Global Affairs: 

Global Affairs Canada, formerly known as the Department of Foreign Affairs, Trade and Development Canada (DFATD), is responsible for document apostille in Canada. They will verify that the signature, seal, or stamp on your submitted document is genuine. To complete this step, you'll need to mail your document, a completed request form, and the apostille service fee to Global Affairs Canada.

 

Translation (if applicable)

This step will depend on the country you’re immigrating to. Countries that do not accept documents in English or French (Canada's official languages), will ask you to get your documents translated to one of their official languages. The translation must be done by a certified translator, so it is always a good idea to check for this requirement before sending your documents in for an apostille stamp. 

Receiving and Using Your Apostilled Document

Congratulations! Your documents are now ready to be used overseas. You can receive the documents yourself or use an alternative option if you are outside Canada. We will talk about this faster option toward the end of this blog. 

 

It’s okay if you still don’t understand how to get started. The process can be pretty confusing, especially when stacked on top of the rest of the immigration requirements. For your convenience, the Globeia team has categorized the common documents that need an apostille, into three main categories. These are:

• Personal Documents
• Educational Documents
• Legal Documents 
   

Personal Documents

Birth Certificates

Birth certificates need an apostille for most countries. In order to prove your identity, you will need to get your birth certificate apostilled if you plan to live, work, or study in any country other than Canada. This is also true if you're applying for dual citizenship or registering the birth of a child abroad.

Marriage Certificates

You will need to apostille your marriage certificate if you got married in Canada and plan to move overseas with your spouse. This is required for registering your marriage abroad or proving your marital status for purposes such as obtaining a spousal visa in some countries.

Death Certificates

We understand that dealing with the death of a loved one is pretty difficult in itself, but you will need to apostille their death certificate before their death can be registered with foreign authorities. Common scenarios involve settling inheritance matters in other countries or repatriation of remains.

Educational Documents

Degrees, Diplomas, and Transcripts

You should get your Canadian educational documents apostilled if you want to pursue higher education or work abroad. This means that all of your degrees, diplomas, and transcripts need to go through the process of getting an apostille stamp on them. This will help prove your educational credentials to educational institutions and prospective employers.

 

Certificates of Qualification

Are you in a trade and planning to work in another country? You will need to get your Certificate of Qualification apostilled. This is one of the easiest ways to demonstrate your skills and qualifications to foreign employers or professional licensing bodies in your country of arrival.

 

Legal Documents

Power of Attorney Documents

Need someone to act on your behalf in a foreign country? You might need to apostille the Power of Attorney document. This is important to prove the validity of the document and your representative's authority to the other country’s authorities.

 

Criminal Record Checks

A simple RCMP check is not enough if you're planning to live, work, or study abroad. You will need to get the original or certified copy apostilled to fulfill the Police Clearance Certificate requirement abroad. 

Depending on your unique situation, there are going to be other document types that also need an apostille. The purpose of the list given above is to provide you with a good starting point to launch your document apostille process. 

However, failing to get your documents apostilled properly can lead to unnecessary hiccups in your foreign plans. For instance, if you're applying for a job overseas, the employer might reject your application if your educational credentials haven't been properly apostilled. Similarly, if you're planning to get married abroad, the local authorities in that country might not recognize your single status without an apostilled Affidavit of Single Status from Canada.

 

 While it is certainly possible to complete the Canadian apostille process on your own, you may not have that kind of time on your hands. This is where professional services can help you complete the process without having to do multiple rounds of submissions and communication with departmental offices. These services are well-versed in assisting clients like you with their document apostille process, ensuring that all your documents are correctly apostilled for use in other parts of the world.

 

Advantages of Professional Apostille Services

Over here at Globeia, we have processed thousands of document apostille requests from Canadian citizens and permanent residents like yourself. There are certain advantages to using highly reviewed professional services like ours. These include: 

Expertise

Professional apostille services have an in-depth understanding of the requirements and processes involved in document apostille. You are essentially hiring them for their expertise in this aspect of international document preparation. The Globeia team knows exactly how to handle different types of documents and can help you avoid common mistakes made by applicants in your position. 

Convenience

You can expect having to deal with document application, notarization, and translation procedures before submitting an apostille request. All of this can be pretty inconvenient especially when you're planning an international move or dealing with other pressing matters in a foreign country. We take the burden off your shoulders, handling all the paperwork and interactions with governmental agencies on your behalf.

Time-Saving

The process of getting an apostille stamp on documents in Canada can be lengthy and require a lot of back and forth. By hiring a professional service, you can save time and focus on other aspects of your international plans.

The Globeia team is a leading provider of document preparation and verification services in Canada. Our experts ensure that every document submitted to our office is properly evaluated and accurately submitted for an apostille. We aim to make the apostille process as stress-free as possible for you.