Authentication/Apostille Services
The first step is to have a Notary notarize your original document or certify a true copy of your document. Some documents do not require prior Notarization (please visit the ODS website below for more information).
NOTE: Notary Publics DO NOT have the authority to issue an Apostille, but some Notaries offer an “Apostille Service” where they offer to have your documents apostilled from the Official Document Services Offices (Windsor & Toronto) and they charge you a fee ranging from $100 to $400 or more. The Official Document Services Office charges $32 for an apostille. Clients requiring an Apostille can drive directly to the ODS office or can arrange to submit documents online and receive the completed apostille via mail.
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As of January 2024, Canada is part of the Hague Apostille Convention.
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Many countries now accept a simplified Apostille certificate instead of full legalization.
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Some countries still require the traditional authentication + legalization process.
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The correct process depends entirely on the country where your document will be used.
What Changed in 2024?
Canada’s participation in the Hague Apostille Convention means that documents intended for member countries no longer need embassy legalization. Instead, they receive an Apostille, which confirms the authenticity of the signature and seal for international recognition.
This significantly streamlines the process for many individuals and businesses.
What Is Notary Legalization?
Before Canada joined the Convention, documents followed a two-step international validation process:
1️⃣ Authentication
The document’s signature and seal are verified against official government records.
In Ontario, this is handled by Official Document Services.
2️⃣ Legalization
After authentication, the document is submitted to the embassy or consulate of the country where it will be used. The embassy confirms it is acceptable for use in that country.
Is Legalization Still Required?
Yes — but only for countries that are not members of the Hague Apostille Convention.
If the destination country is not part of the Convention, you must still complete both authentication and embassy legalization.
How Do You Know Which Process You Need?
The determining factor is the destination country.
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If the country is a Convention member → Apostille
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If the country is not a member → Authentication + Legalization
If you tell me the country where your document will be used, I can guide you on the correct process. Communicating with the entity/office that requires your document to obtain the steps required is recommended as Notaries do have specific training on foreign document requirements,
For more information please visit the Official Document Services website: https://www.ontario.ca/page/authenticate-document-use-outside-canada
