Authenticate Canadian Documents for Non-Hague Countrie

Canada joined the Hague Apostille Convention on January 11, 2024, which made document certification much simpler for people sending paperwork to member countries. But the Hague Convention has not reached the entire world. A significant number of countries across the Middle East, Asia, Africa, and parts of Latin America have not signed it, and for those destinations, the traditional authentication and legalization process still applies.

If you need to send Canadian documents to a non-Hague country, a notary public stamp alone will not get you far. You will need to follow a specific three-step chain in the correct order. 

This guide explains exactly how that process works, who handles each step, what it costs, and how long it takes.

Apostille vs Authentication and Legalization: What Is the Difference?

Before you prepare a single document, you need to know which path applies to your destination country. The answer changes everything about the process.

An apostille is a single certificate issued by a designated Canadian government authority. It validates your notarized document for use in any country that is a member of the Hague Apostille Convention. Once apostilled, your document needs no further steps. Countries like Mexico, the United States, France, Spain, Portugal, Germany, and Italy all accept apostilles.

Authentication and legalization is the older two-step process that still governs all non-Hague countries. Authentication is completed by a Canadian government authority, and legalization is completed by the destination country’s embassy or consulate in Canada. Both steps are mandatory, and they must happen in the right order.

The first question to ask before doing anything is simple: is the country where your document will be used a Hague Convention member? If not, you follow the authentication and legalization chain described in this guide. You can confirm a country’s status by checking the list of member countries through the Hague Conference on Private International Law, or by contacting the destination country’s embassy in Canada directly.

The Step-by-Step Process to Authenticate Canadian Documents for Non-Hague Countries

Here are the steps involved in authenticating Canadian documents for non-Haque countries:

Step 1: Notarization by a Canadian Notary Public

Every document going through the authentication and legalization chain must first be notarized by a Canadian notary public. This is not optional, and it cannot be done by a commissioner of oaths.

A notary public is a legal professional authorized to verify your identity, witness your signature, certify true copies of original documents, and apply an official notarial seal. The seal and signature are what the authentication authority verifies in the next step. Without them, the government cannot authenticate your document.

A commissioner of oaths has more limited powers. They can witness signatures on affidavits and statutory declarations, but they cannot certify copies of documents or perform the broader functions required for international use. If you submit a document commissioned by a commissioner of oaths to Ontario’s Official Document Services or Global Affairs Canada, it will not be accepted.

What to bring to your notary appointment:

• Valid government-issued photo ID (passport, driver’s licence, or provincial ID card)
• The complete document, ready for review

Do not sign the document before your appointment. Your signature must be witnessed by the notary in person. Signing beforehand will invalidate the notarization.

At The Notary Guy, walk-in service is available at offices in Mississauga, Brampton, Scarborough, Etobicoke, and Hamilton. Same-day notarization is available for most document types.

Step 2: Authentication by a Canadian Government Authority

Once your document is notarized, it goes to the appropriate Canadian government authority for authentication.

Authentication is the government’s way of confirming that the notary’s seal and signature are genuine and belong to a recognized notary public. The authentication authority does not verify the contents of your document. It only confirms that the document was properly signed and sealed by a notary whose credentials are on file.

Where you send your document depends on where it was notarized:

Documents notarized in Ontario, Alberta, British Columbia, Quebec, or Saskatchewan go to each province’s designated competent authority. In Ontario, that is Official Document Services (ODS), located at 777 Bay Street, Lower Level, Toronto, ON M7A 2J8.

Documents notarized in any other province or territory, such as Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Yukon, Northwest Territories, or Nunavut, go to Global Affairs Canada in Ottawa, as do all documents issued by the federal government.

This is one of the most common and costly mistakes people make: if your document was notarized in Ontario, you cannot send it to Global Affairs Canada. GAC will return it without authenticating it. Always confirm which authority handles your province before submitting.

Processing times:

• Ontario ODS: approximately 15 business days by mail. In-person appointments are available and typically faster. ODS is located at 777 Bay Street and also serves select ServiceOntario locations in Ottawa, Sault Ste. Marie, Windsor, and Thunder Bay.
• Global Affairs Canada: currently processing requests received 20 business days ago, plus 5 to 10 business days for mailing each way. The GAC step alone can take 6 to 8 weeks from the time you send your documents.

GAC does not offer expedited processing as a standard service. If you have exceptional and urgent circumstances outside your control, you can contact them directly to request priority processing, but this is not guaranteed. The guidance on their website is clear: submit as early as possible.

Step 3: Legalization by the Destination Country’s Embassy or Consulate

After your document has been authenticated by the appropriate Canadian authority, it must go to the destination country’s embassy or consulate in Canada for legalization.

Legalization is the final step. The destination country’s diplomatic mission reviews the Canadian authentication certificate and confirms that your document meets their requirements for acceptance. This is the step that makes your document usable in that country’s legal system.

Every embassy operates differently. Some have fast turnaround times. Others take weeks or months. Some require original documents. Some accept certified copies. Fees vary by country and document type. There is no universal standard.

Before submitting your authenticated document to any embassy:

Contact the relevant embassy or consulate directly to confirm their specific requirements. Global Affairs Canada maintains a directory of foreign embassies and high commissions in Canada, which is a useful starting point for finding the right contact.

Do not assume that what applied to another country or another document type will apply to yours. Embassies update their requirements without always publicizing changes broadly.

Translation Requirements

If any part of your document is written in a language other than English or French, you must include a certified translation before submitting for authentication. This applies whether you are sending to Ontario ODS or Global Affairs Canada.

Two options are accepted:

• Option 1: Translation by a certified translator who is a member of a recognized provincial translation association. The Canadian Translators, Terminologists and Interpreters Council maintains a list of recognized provincial associations.
• Option 2: Attestation of a translation by a Canadian notary public who speaks both English or French and the language in which the document was written. The notary must state in their declaration that they speak both languages and certify the accuracy of the translation.

Some destination countries may also require a separate translator’s affidavit as part of the legalization process. If so, that affidavit must be signed and sealed by a Canadian notary to be eligible for authentication. Confirm this requirement with the destination country’s embassy before starting.

Documents That Cannot Be Authenticated

Not every document can go through the authentication process. Knowing which documents are ineligible before you start will save you significant time and money.

Global Affairs Canada and provincial authorities cannot authenticate:

• Plain photocopies without an original signature or seal
• Documents with signatures that cannot be verified
• Religious documents such as baptismal certificates or religious marriage certificates
• Documents originally issued outside Canada
• Documents from unrecognized educational institutions
• Glued documents
• Laminated documents

If you are unsure whether your document qualifies, contact the relevant authentication authority before submitting. GAC and ODS both have resources available to help you check eligibility.

One note that catches many people: if you have a foreign-issued document that needs to be notarized in Ontario before it can proceed, ODS will only authenticate the notary’s signature on that foreign-issued document. The document must be sworn or witnessed by an Ontario notary public, and that notarial act is what gets authenticated.

Realistic Timeline and Fees

The authentication and legalization process is not fast. Planning your timeline accurately from the start is essential, especially if you have a legal deadline, a visa application, or a property transaction waiting on these documents.

Total minimum timeline for a non-Hague country: 6 to 10 weeks. This assumes no complications, no translation delays, and an embassy that processes quickly. Start well before your deadline.

A few additional notes on fees: GAC does not charge for authentication. ODS fees are $16 for each notarized legal document and $32 for Ontario government official documents, Ontario court-issued documents, and Ontario postsecondary credentials. Embassy fees are set independently by each diplomatic mission and must be confirmed directly.

You do not need to hire a third-party company to submit to Global Affairs Canada. Processing times are identical whether you submit directly or through a service provider.

How The Notary Guy Can Help

The Notary Guy handles the first and most important step in the chain: notarization. Without a properly executed notarization by a recognized notary public, the authentication and legalization process cannot move forward.

Documents notarized at The Notary Guy include affidavits, statutory declarations, powers of attorney, certified true copies of passports and identity documents, and a wide range of other document types commonly required for international use. The Notary Guy is registered with Ontario’s Official Document Services and with Global Affairs Canada, which means the notarial seal is on record with both authentication authorities.

Walk-in service is available at offices in Mississauga, Brampton, Scarborough, Etobicoke, and Hamilton. Same-day service is available for most document types. No appointment is necessary to walk in, though booking in advance guarantees your preferred time.

To book your notary appointment, visit thenotaryguy.ca/booking or call (647) 877-4097.

Frequently Asked Questions

1. What countries still require authentication and legalization instead of an apostille? 

Countries that have not joined the Hague Apostille Convention still require the full authentication and legalization process. This includes many countries in the Middle East, such as the UAE and Kuwait, as well as countries like Vietnam, Thailand, Cuba, and others in Africa and Asia. Always confirm with the destination country’s embassy in Canada before starting, as country status can change. 

2. My document was notarized in Ontario. Do I send it to Global Affairs Canada or to Ontario’s ODS? 

If your document was notarized in Ontario, you must send it to Ontario’s Official Document Services, not to Global Affairs Canada. GAC will return Ontario-notarized documents without authenticating them. ODS is located at 777 Bay Street, Lower Level, Toronto, and also accepts mail-in requests. If your document was notarized in any province outside Alberta, BC, Ontario, Quebec, or Saskatchewan, it goes to Global Affairs Canada. 

3. How long does authentication take at Global Affairs Canada? 

As of current processing data, Global Affairs Canada is processing requests received 20 business days ago. On top of that, you need to add 5 to 10 business days for mailing to and from Ottawa. This means the GAC authentication step alone can take 6 to 8 weeks. GAC does not offer expedited services, so submitting early is essential. Contact them directly if you have exceptional urgent circumstances outside your control. 

4. Does Global Affairs Canada charge a fee to authenticate documents? 

Global Affairs Canada does not charge a fee for its authentication service. However, Ontario’s ODS charges $16 per notarized legal document and $32 per Ontario government official document or postsecondary credential. Embassy legalization fees are set by each individual embassy and vary by country.

5. My document is in Arabic (or another non-official language). Do I need to translate it before submitting? 

Any document that contains content in a language other than English or French must come with a certified translation before it can be authenticated. You have two options: hire a certified translator who is a member of a recognized provincial translation association, or have an Ontario notary public attest to the translation if they speak both languages and certify its accuracy. Some destination countries also require a separate translator’s affidavit signed and sealed by a Canadian notary.

6. Can a commissioner of oaths notarize my document for the authentication and legalization process? 

A commissioner of oaths has more limited powers than a notary public and cannot certify documents or perform the broader authentication functions required for international use. For documents going through the authentication and legalization chain, you need a notary public whose seal and signature are on record with the relevant authentication authority. 

7. What documents cannot be authenticated, and how do I avoid a rejected submission? 

Global Affairs Canada and provincial authorities cannot authenticate plain photocopies, documents with unverifiable signatures, religious documents, documents originally issued outside Canada, documents from unrecognized institutions, or anything that is glued or laminated. To avoid rejection, ensure your document has an original notary seal and signature, confirm the notary is properly registered, and check with the authentication authority before submitting if you are unsure about eligibility.