How to Get a Document Apostilled in Ontario
You've been asked by a foreign government, embassy, university, or employer to submit a document with an 'apostille.' If this is your first time encountering the term, you're not alone — apostille is one of the most frequently misspelled and misunderstood concepts in international document law. But it's also one of the most important: an apostille is the only universally recognized form of document authentication under the Hague Convention, and without it, many Canadian documents are simply not accepted abroad. This guide explains exactly what an apostille is, which documents can receive one in Ontario, how the process works from start to finish, and what to expect in terms of timeline and cost.
What Is an Apostille?
An apostille (pronounced ah-poh-STEEL) is a certification issued by a designated government authority that authenticates the origin and legitimacy of a public document for use in another country. The apostille system was established by the 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents — commonly known as the Hague Apostille Convention.
When Canada acceded to the Hague Convention in January 2024, it became possible for Canadian documents to receive apostilles recognized in over 125 member countries — including the United States, United Kingdom, most of the European Union, India, Australia, and many others. Before 2024, Canadians had to go through a more complex authentication and legalization process. The apostille system streamlined this significantly.
Which Documents Can Be Apostilled in Ontario?
Not every document qualifies for an apostille. The Hague Convention applies only to public documents — meaning documents issued or certified by a government authority or a notary public acting in an official capacity. The following document types commonly qualify:
- Birth, marriage, and death certificates issued by Ontario vital statistics
- Notarized documents certified by a licensed Ontario notary public
- Court documents and judgments issued by Ontario courts
- Academic diplomas and transcripts certified by Ontario institutions
- Police clearance certificates issued by the RCMP or provincial police
- Corporate documents registered with ServiceOntario or the federal government
- Powers of attorney and statutory declarations prepared by a notary
The Ontario Apostille Process — Step by Step
Getting an apostille in Ontario involves two stages: notarization (if the document is not already a public document) and then authentication by the designated competent authority.
- Step 1 — Notarize the document: If your document is a private document (e.g., a consent letter, declaration, or copy of a credential), it must first be notarized by a licensed Ontario notary public
- Step 2 — Submit to Global Affairs Canada: The designated competent authority for apostilles in Canada is Global Affairs Canada. Documents must be submitted to their Authentication and Service of Documents section
- Step 3 — Receive the apostille: Global Affairs Canada attaches the apostille certificate to your notarized document. Processing times vary by submission method
- Step 4 — Submit to the foreign institution: Your apostilled document is now internationally recognized and ready for use in the destination country
Apostille vs. Authentication: What's the Difference?
Before Canada joined the Hague Convention in 2024, documents destined for foreign use required a multi-step 'authentication and legalization' process — first authenticated by Global Affairs Canada, then legalized by the destination country's embassy or consulate in Canada.
For countries that are members of the Hague Convention, the apostille replaces this entire chain. One apostille certificate, issued by Global Affairs Canada, is sufficient. However, for documents destined for non-Hague countries (such as certain Middle Eastern, African, or Asian nations), the old authentication and legalization process still applies — and your notary should advise you on which path is required for your specific destination.
How Long Does Apostille Take in Ontario?
Government processing times vary depending on volume and submission method. As of 2025–2026, Global Affairs Canada offers:
- Standard service (mail): 20–30 business days
- In-person service at a Global Affairs Canada office: Same-day to 5 business days depending on the location and volume
- Expedited options: Available in limited circumstances — contact Global Affairs Canada directly for current processing times
- Note: Notarization by a notary public (step 1) is typically completed same-day at Notary4u
How Notary4u Handles Your Apostille Request
The notarization step — which must come before the government apostille — is handled entirely by Notary4u. We prepare and notarize your document to the exact standard required by Global Affairs Canada, ensuring the apostille application is approved on the first submission.
We advise clients on which documents require notarization before apostille, what wording the notarial certificate must contain, and which Global Affairs Canada office or service option is most appropriate for your timeline. Walk in or book an appointment to get started.
Frequently Asked Questions
How much does an apostille cost in Ontario?
The notarization step (required before apostille) costs $50–$150 depending on the document type. Global Affairs Canada charges a separate government fee for the apostille itself — currently $38 CAD per document for mail submissions. In-person fees may differ. Contact Notary4u for a complete quote.
Can all documents be apostilled in Ontario?
No. Only public documents — those issued or certified by a government authority or notary acting in an official capacity — qualify for an apostille. Private documents (contracts, letters, etc.) must first be notarized by an Ontario notary public before they can receive an apostille.
Which countries accept Canadian apostilles?
All countries that are members of the Hague Apostille Convention — currently 125+ countries — accept apostilles. This includes the US, UK, EU member states, Australia, India, and many others. For non-Hague countries, the traditional authentication and legalization process is still required.
Can I get an apostille for a foreign document in Ontario?
No. An Ontario apostille only authenticates Canadian documents. If you have a foreign document that needs authentication, it must go through the issuing country's competent authority. Notary4u can advise on next steps for foreign documents.
Do I need an apostille or just a notarized copy?
It depends on where the document is going. For use within Canada or in countries that don't require apostilles, a notarized copy is sufficient. For use in Hague Convention countries on official matters (immigration, legal proceedings, academic registration), an apostille is typically required. The requesting institution will usually specify which is needed.
Need a document apostilled for use abroad? Start with notarization at Notary4u — we prepare your document to the exact standard required by Global Affairs Canada, so your apostille application goes through without delays.
