How Do I Know If I Need Authentication or Apostille for My Document Abroad?

When you need to send your Canadian documents to another country, it can be confusing to know whether you should get your documents Authenticated or Apostilled. In Ontario and across Canada, this process is important because it makes your document legally valid outside of Canada. A notary public in Ontario often helps you prepare the documents, but the next step depends on the country where you are sending them.

What is Authentication?

Authentication is the process of confirming that the signature, stamp, or seal on your document is valid. In Ontario, authentication can be done at the Official Documents Services (ODS) office located in downtown Toronto. Many people choose ODS because it is convenient and handled locally.

When you bring your document to ODS or Global Affairs Canada, the office checks the signature of the notary public or commissioner of affidavits who signed your document. Once they confirm that the signature is genuine, they issue a certificate of authentication. This step is often required for documents going to countries that are not part of the Hague Apostille Convention, and after authentication, you may also need to take the document to that country’s embassy or consulate for legalization.

What is an Apostille?

An apostille is a certificate issued by the government that proves your document is genuine and can be accepted in other countries that are part of the Hague Apostille Convention. In Ontario, apostilles can be obtained through Official Documents Services (ODS) in Toronto.

The apostille certificate is attached directly to your document. Once it is in place, your document will be recognized in all other Hague Convention countries without the need for consulate or embassy legalization. This new system makes it much easier and faster for people in Ontario to prepare their documents for use abroad.

The Hague Apostille Convention

The Hague Apostille Convention is an international agreement signed by more than 120 countries around the world. Canada became a member in January 2024, which made a big change in how Canadians send documents abroad.

Before joining the Hague Convention, Canadians had to go through authentication at ODS or Global Affairs Canada and then legalization at a foreign embassy or consulate. Now, if the destination country is part of the Hague Convention, you only need an apostille. This saves time and avoids extra trips to consulates, which is a big advantage for people in Ontario.

Apostille for India

One of the most common countries where Ontario residents send documents is India. Many people believe they must still go to the Indian Consulate or BLS International in Canada to have their documents legalized. However, this is no longer the case.

Since Canada joined the Hague Apostille Convention, Indian authorities now accept Canadian apostilles. For example, if you are preparing a Power of Attorney for India, you only need to notarize the document in Ontario and then have it apostilled through ODS in Toronto. Once the apostille is attached, you can use the document directly in India without visiting the Indian Consulate, High Commission, or BLS. This change has made the process much simpler for families and professionals in Ontario, especially in communities like Brampton where many people handle property and legal matters in India.