Apostille or Authentication in Ontario: How to Prepare Your Canadian Documents for Use Abroad

If you are living in Ontario and need to send your documents abroad, you may be wondering whether you need an apostille or authentication. This process can be confusing, but it is very important because without it, your documents may not be accepted in another country.

Since Canada joined the Hague Apostille Convention in January 2024, the rules have changed. Many people in Brampton, Mississauga, and across Ontario are now asking: Do I need authentication? Do I need an apostille? Do I still need to visit the consulate?

This blog explains everything you need to know about apostille and authentication in Ontario, including how the process works, where to go, timelines, and special information for sending documents to India.

Understanding Authentication in Ontario

Authentication is when the Canadian government confirms that the signature or seal on your document is genuine. This is not about the content of the document but only about whether the notary public, lawyer, or commissioner of affidavits who signed it is officially registered.

In Ontario, authentication can be done at:

• Official Documents Services (ODS), located in downtown Toronto.

• Global Affairs Canada (GAC) in Ottawa.

ODS is the most popular choice for Ontario residents because it is convenient for people living in Toronto, Brampton, Mississauga, and the Greater Toronto Area. Authentication at ODS is often used for documents such as:

• Birth certificates or marriage certificates issued in Ontario.

• Educational diplomas and transcripts.

• Powers of attorney for countries not part of the Hague Apostille Convention.

• Business documents like incorporation certificates.

Once ODS authenticates the document, you may also need to take it to the foreign embassy or consulate of the country where it will be used. This extra step is called legalization. For example, if you are sending documents to the United Arab Emirates (UAE), you would first authenticate at ODS and then legalize the document at the UAE embassy in Ottawa.

Step-by-Step: How Authentication Works in Ontario

1. Notarize the document – Most documents must first be notarized by a licensed notary public in Ontario. This confirms the signature and ensures ODS can verify it.

2. Submit to ODS or GAC – Bring or send the notarized document to ODS in Toronto or Global Affairs Canada in Ottawa.

3. Authentication stamp or certificate – ODS attaches a certificate to your document, confirming the signature is valid.

4. Legalization (if required) – If the destination country is NOT part of the Hague Apostille Convention, you must then visit that country’s embassy or consulate in Canada to finalize the process.

What is an Apostille in Ontario?

An Apostille is a certificate issued by the Canadian government that proves your document is valid and can be accepted in another country that is part of the Hague Convention. This process replaced the old system of authentication + legalization for Hague member countries.

The apostille is attached directly to your document. Once it is in place, no further steps are needed. The foreign country will accept it automatically.

Step-by-Step: How Apostille Works in Ontario

1. Prepare your document – Some documents must be notarized first (e.g., powers of attorney, affidavits). Others, like government-issued birth or marriage certificates, can be apostilled directly.

2. Submit to ODS or GAC – Apply for an apostille by bringing or mailing your document.

3. Receive the apostille certificate – ODS or GAC will attach a special certificate to your document.

4. Use the document abroad – Since Canada is now part of the Hague Convention, no embassy or consulate visit is required for apostille countries.

The Hague Apostille Convention

The Hague Apostille Convention is an international treaty signed by more than 120 countries. It was created to simplify the use of documents across borders.

Before Canada joined the Hague Convention in January 2024, Canadians had to authenticate their documents at ODS or GAC and then legalize them at a foreign consulate. Now, if the destination country is a Hague member, only an apostille is required. This saves time, costs, and extra steps.

Popular countries where Ontarians often send documents that now only require an apostille include:

• India

• France

• Germany

• Spain

• Italy

Apostille for India: What Has Changed

One of the biggest changes since Canada joined the Hague Convention is how documents are sent to India.

In the past, anyone preparing a Power of Attorney for India or other legal document had to go to the Indian Consulate or BLS International in Toronto, Brampton, or Ottawa for legalization. This was time-consuming and stressful for many Ontario residents, especially in the large South Asian community.

Now, because both Canada and India are members of the Hague Apostille Convention, the process is much easier:

• You notarize the document in Ontario.

• You bring it to ODS in Toronto or Global Affairs Canada for an apostille.

• Once you have the apostille, the document is ready to use in India.

There is no need to visit the Indian Consulate or BLS. When you arrive in India, the apostilled Power of Attorney or other document can be used directly for property transactions, banking, or court matters.

This change has saved countless hours for Ontario residents and has become one of the most requested services at notary offices in Brampton, Mississauga, and Toronto.

How Do I Know If I Need Apostille or Authentication?

The easiest way to decide is to check whether the destination country is part of the Hague Apostille Convention.

• If the country is a Hague member, you only need an apostille.

• If the country is not a Hague member, you need authentication at ODS or GAC, followed by legalization at the foreign embassy or consulate.

Examples:

• Sending a Power of Attorney to India → Apostille only.

• Sending documents to the UAE or Qatar → Authentication at ODS + legalization at the embassy.

• Sending a marriage certificate to France → Apostille only.

Common Documents That Need Apostille or Authentication in Ontario

Many types of documents are processed for international use. Some of the most common includes:

• Powers of Attorney – especially for property or business matters abroad.

• Affidavits and statutory declarations – for immigration, court, or personal matters.

• Educational transcripts and diplomas – required by schools and employers abroad.

• Birth, marriage, or death certificates – for family or immigration purposes.

• Corporate and business documents – like incorporation certificates, used in international business deals.

Processing Times and Costs in Ontario

• Authentication at ODS – Usually 2–5 business days by mail.

• Apostille at ODS – Around 5–10 business days by mail

• Global Affairs Canada – May take several weeks by mail.

The government charges a small fee for each document. Many people also choose to work with a notary public in Brampton or Toronto who can prepare and submit documents on their behalf, saving time and avoiding mistakes.

Why This Matters for Ontario Residents

Whether you are immigrating, studying abroad, handling property in India, or doing international business, having your documents properly apostilled or authenticated ensures they are accepted without problems. With Canada now part of the Hague Convention, the process is simpler than ever for many Ontarians.

If you live in Brampton, Mississauga, Toronto, or anywhere in Ontario, a local notary public can guide you through notarization, authentication, or apostille so your documents are ready to be used internationally.