Apostille vs. Authentication in Canada: What Changed and What You Need to Know in 2025

Kimia Moshiri
Jul 28
3 min read

If you’ve ever had to use a Canadian document in another country—for immigration, marriage, education, or business, you’ve likely heard about authentication or legalization. But in 2024, Canada officially joined the Hague Apostille Convention, bringing major changes to how Canadian documents are recognized abroad.

So what exactly is an apostille, how is it different from the old authentication and legalization process, and what do these changes mean for Canadians in 2025? Here's what you need to know, from both a legal and practical perspective.

What Was the Process Before?

Before 2024, using a Canadian document internationally (like a birth certificate, degree, or notarized affidavit) involved two steps:

Authentication – Global Affairs Canada (GAC) or a provincial authority would confirm the signature and seal on the document.
Legalization – The foreign country’s consulate in Canada would then review and legalize the document, making it valid for use abroad.

This process was slow, expensive, and confusing, especially since every country had its own rules, and consulates could change requirements without notice.

What Changed in 2024?

On January 11, 2024, Canada officially became a member of the Hague Apostille Convention, an international treaty signed by over 120 countries. The Convention simplifies cross-border document recognition by replacing the two-step authentication + legalization process with a single apostille certificate.

Now, if your document is going to a country that is part of the Hague Convention, you no longer need to visit a foreign consulate. You just need one apostille stamp from the correct Canadian authority.

Who Issues Apostilles in Canada?

Depending on the type of document and where it was issued, the apostille must come from the correct competent authority:

Federal Documents

(e.g., federal police checks, RCMP certificates)

Apostille is issued by Global Affairs Canada (Ottawa)

Provincial or Territorial Documents

(e.g., birth certificates, marriage certificates, degrees)

Apostille is provided by the designated authority in the respective province. Currently, the following provinces offer apostilles:

Ontario
British Columbia
Alberta
Quebec
Saskatchewan

Each province has its own procedures, fees, and timelines, so it’s important to apply through the appropriate office where the document was issued.

Which Countries Accept Apostilles?

Only countries that are members of the Hague Apostille Convention will accept this new one-step process.

If your document is being used in a country not part of the Convention (such as the UAE, China, or Cuba), you still need to follow the old authentication + legalization process, including consular steps.

Why This Matters – Practical and Legal Considerations

The move to apostille is a major improvement, but it still requires careful attention to the details. Here’s what we advise clients to keep in mind:

Know where your document is going

Don’t assume an apostille will work everywhere. Double-check whether your destination country accepts apostilles.

Don’t mix up federal and provincial documents

A common mistake is sending a provincial document to GAC, or a federal document to a provincial office. It will be rejected.

Apostille doesn’t validate the content

It only confirms the signature and seal, not what’s written inside. The receiving country may still require a certified translation or other steps after.

Notarization may still be required

Some documents must be notarized first before they can be apostilled, especially if they’re private (e.g. power of attorney, affidavits).

Final Thoughts

The shift to apostille has brought Canada in line with international best practices—but it hasn’t removed all complexity. Whether you're applying for dual citizenship, sending documents to an overseas university, getting married abroad, or submitting proof of no criminal record for a visa, understanding which process applies and getting it right the first time saves time and frustration.

If you’re unsure which process applies to your case, or you need help preparing your documents correctly, our office can assist you from start to finish.