Canada joins 125 other countries in the agreement to simplify the document verification process.

Canadians who need to certify documents for use abroad should find this process faster – and less expensive – starting today, after Canada joined the largest international document verification agreement.

The 1961 Apostille Convention simplifies the certification process for documents used in 125 other countries that signed the agreement. Canada agreed to join the convention in May 2023, and the changes take effect today nationwide.

Under the convention, Ontario, Alberta, British Columbia, Saskatchewan, and Quebec will be able to unilaterally certify documents used by Canadians working or living abroad – official government documents, financial documents, school transcripts, legal documents, among others.

The remaining provinces and territories will continue to send documents to Global Affairs Canada (GAC), which will continue handling the certification process.

But once a document is certified – either by GAC or by one of the five provinces that perform their own certification – it can be used in any country party to the Apostille Convention without the need for repeated certifications.

For his part, Todd McCarthy, Ontario’s Minister of Public and Business Service Delivery, said it is a significant improvement compared to the old arrangement.

He said doing so will be faster, simpler, and less costly. So it is good for individuals, families, and businesses in particular.

Previously, Canadians had to mail documents to GAC for certification, with an expected processing time of 30 to 45 business days. They would then have to present those certified documents to a consulate or embassy of the country where they planned to use them.

The process had to be repeated for each document or copy that an individual or business needed to use in a foreign country.

British Columbia said, "We are pleased that the federal government has taken the necessary steps to implement it across Canada," Attorney General Niki Sharma said. So we believe it is definitely beneficial for people, especially in British Columbia.

Different processes, faster timelines...

The process will work slightly differently in each province authorized to certify documents, where people in Ontario will be allowed to submit their documents in person at some locations, with the option to receive certified documents by mail.

In Quebec, Alberta, and British Columbia, residents can use an online form and then mail their documents to a central location. Processing times are estimated at five to 14 business days.

Any document issued by Newfoundland and Labrador, New Brunswick, Nova Scotia, Manitoba, Yukon, Northwest Territories, or Nunavut must be certified by Global Affairs Canada, regardless of where the person requesting certification resides.

Canadians abroad can also obtain certification from consulates or embassies, but there will be a transition period from January 11 to 28 where only urgent requests will be accommodated.

Canada generally does not require certification of foreign documents at all. Instead, the federal government relies on other factors to determine the validity of foreign documents.

Sean Stevenson, a lawyer at Dentons Canada and Vice President of the Canadian Bar Association, said the legal profession is happy to see Canada join the convention.

He added that this is a tried and true way to certify documents for non-Canadians or people trying to use foreign documents in Canada.

Stevenson added that the convention also opens opportunities for the private sector to further simplify the process by offering certification services. Such services are common in the United States and other countries party to the Apostille Convention and could quickly reach Canada once the process becomes more familiar.