Apostille & Authentication in Ontario
In Ontario, Official Documents Services (ODS) issues both apostilles and certificates of authentication.
- An apostille is used for documents going to countries that are part of the Hague Apostille Convention.
- A certificate of authentication is used for countries that are not part of the Convention.
ODS reviews eligible documents and verifies the required signatures and seals before issuing the certificate.
Can a Notary Public issue an apostille in Ontario?
No. A Notary Public cannot issue an apostille or authenticate a document in Ontario. A notary can only prepare and notarize eligible documents for submission. The apostille or authentication must be issued by Official Documents Services.
Can Karen help prepare documents for apostille or authentication?
Yes. Karen is registered with Official Documents Services to notarize and prepare documents requiring apostille or authentication. She can review your documents, notarize them where required, and help ensure they are properly prepared before submission.
Do all documents need to be notarized first?
No. Some Ontario-issued documents may be eligible for direct authentication and do not require notarization first. These can include certain:
- Ontario court-issued documents
- Ontario public postsecondary diplomas, degrees, and transcripts issued within the required time periods
Other documents, including many legal documents, must still be notarized before submission.
How do I get the apostille or authentication?
Clients must obtain the apostille or authentication themselves by submitting the documents to Official Documents Services either:
- in person, or
- by mail
In-person service is available in Toronto and at select ServiceOntario locations, including Windsor. Mail-in requests are processed through the Toronto ODS office.
Can Karen submit my documents to ODS for me?
Karen prepares documents for apostille or authentication, but clients are responsible for the final submission to Official Documents Services unless they choose to use a third-party service.
Karen can refer clients to a third-party apostille service. Fees for these services typically start at $200 and up.
What does ODS charge?
ODS fees are currently:
- $16 CAD per notarized legal document
- $32 CAD per document for:
- Ontario government official documents
- Ontario court-issued documents
- Ontario public postsecondary degrees, diplomas, and transcripts
- filings with a foreign consulate or embassy
What if my document is for use outside Canada?
Requirements vary by country. It is the client’s responsibility to confirm with the consulate, embassy, or receiving authority what is required.
Some countries require:
- an apostille
- a certificate of authentication
- or further legalization
Can foreign-issued documents be apostilled or authenticated in Ontario?
Usually no. Documents issued outside Canada are generally not eligible for authentication in Ontario and usually must be authenticated in the jurisdiction where they were issued.
A limited exception may apply if an Ontario Notary Public witnesses a signature on a foreign-issued document.
