Document authentication is the second step of the document authentication and legalization process. Read on for more information, or contact our friendly staff directly – we would welcome the chance to answer your questions!
The document authentication process is used when you need to have your Canadian document officially recognized in another country that is not a signatory to the Hague Apostille Convention.
Your document is presented to Global Affairs Canada or the provincial authentication authority, who will confirm the authenticity of the signature on the document. When the authentication authority is satisfied, they will place an authentication directly on your document, confirming that the signature on the document is authentic. Your document is now ready for the final step of document legalization.
If you need to use your document in a country that is a signatory to the Hague Apostille Convention, you can obtain an Apostille on the document instead of authentication.
We handle all aspects of the document authentication process (or apostille) for clients just like you. When you contact us for a free consultation the first thing we’ll do is discuss your situation with you to determine the specific document processing requirements that apply. We’ll help you prepare your documents, you send your documents to our Ottawa office, and then we handle all aspects of the authentication and legalization (or apostille) on your behalf. Phone us toll-free at 1-888-433-1011 or fill out our quick GET STARTED form below and we’ll get right back to you.
Getting started is easy. Phone us toll-free at 1-888-433-1011 or fill out this quick GET STARTED form and we’ll get back to you right away.
Document authentication is one step of a multi-step process called document authentication and legalization. The document authentication process involves submitting your document to the appropriate authentication office (or apostille office, in most cases).
Global Affairs Canada (GAC), formerly The Department of Foreign Affairs (DFAIT), in Ottawa will “authenticate” the official signature on your document by adding their apostille certificate.
In most cases, your document can be “authenticated” with the appropriate Provincial authority. However, you should verify with both the recipient abroad and the Embassy or Consulate of your destination country, whether they accept this form of document “authentication”.
Contact our helpful staff to find out more about the authentication of Canadian documents.
How long does it take to authenticate a document?The length of time it takes to authenticate a document will depend on which authentication (or apostille) office holds jurisdiction over your document. For example, an Ontario document can be apostilled in as little as 1 day. However, Global Affairs Canada may take up to 65 business days.
In addition, if you have made any errors in preparing your documents, they will be returned to you unprocessed, further delaying the process.
When using our services for document authentication, we can confirm your documents in advance of the process, ensuring they are acceptable.
We take care of all steps of the authentication and legalization process for our clients. Contact our friendly specialists for more information on the authentication process.
How do I prepare my documents to be authenticated?Global Affairs Canada and each provincial office has specific requirements for how documents need to be prepared for authentication. These requirements will depend on the type and origin of your documents. Global Affairs Canada does outline these requirements on their website here: Global Affairs Canada
Also note, that for your documents to be legalized they will have to meet the specific requirements of the appropriate embassy or consulate. These requirements vary and can change often.
Contact our friendly staff to discuss the requirements that apply to your specific situation, or review our instructions on how to prepare your documents for authentication and legalization.
What is the JLAC section of Global Affairs Canada?The JLAC section of Global Affairs Canada is responsible for the apostille of documents that originate from or are notarized in Nova Scotia, New Brunswick, Prince Edward Island, Newfoundland and Labrador, Manitoba, Yukon, and the Northwest Territories.
They are located in Ottawa, Ontario, Canada, and authenticate hundreds of thousands of documents every year. It can be hard to contact them, although they will respond to emails addressed to docs@international.gc.ca. You may also consult the JLAC website.
Our friendly staff would welcome the chance to answer any questions you have about JLAC and the Canadian document authentication and legalization process – contact us!
What supporting documents are required by Global Affairs Canada for the document authentication process?
The supporting document requirements for Global Affairs Canada will depend on whether you are sending the documents by mail and if you are having them forwarded to an embassy or consulate.
If you are sending your documents to Global Affairs Canada by mail, you will need to include their Authentication Request Form (available on their website) and a prepaid return shipping envelope (Canada Post or courier service). Note, that Global Affairs Canada may have restrictions on shipping outside of Canada.
If you are having the documents forwarded to an embassy or consulate after authentication, you will also need to include an envelope with the supporting documents and consular fees for the embassy or consulate.
Let us know if you require assistance with the preparation of your documents and the supporting document requirements. Contact our friendly staff to find out more.
Can I track the progress of my documents?Yes, if you are using the services of IDC to manage the apostille process, you can check the progress of your documents. Within our proprietary system, we have built in a progress tracker that allows you to monitor the progress of your documents through every stage of the process. By logging in to your workform, you will be able to see which steps have been completed and what will be completed next.
In addition to the progress module that allows you to check the status of your document request, you will also be personally notified by our expert staff when your documents arrive at our office, whether we require any additional documents or information, when your documents have been completed, and finally when they have been shipped to the final destination. It is important to us that you know exactly what is happening with your important documents and when to expect them to be safely returned.
Whether you still have questions, or you want to get started with our services, we encourage you to contact our office. Call us toll-free at 1-888-433-1011, or send us an online enquiry.
Can I track my documents that I sent through the mail?Yes, you can track your documents that you sent through the mail if you used a service that provides you with a tracking number. Some such services are Canada Post registered mail, Canada Post Xpress Post, Canada Post Priority mail, or any professional courier service (i.e. FedEx, Purolator, UPS, DHL).
It is up to you to choose your preferred method of shipping, both to send your documents to our office and for the shipping of your completed documents to their final destination. We always recommend using a traceable method of shipping.
If you would like to discuss your shipping options or prices for the shipping of your documents, feel free to contact our friendly staff. We will happily discuss your shipping options and how to best suit your needs. Contact us today! Call us toll-free at 1-888-433-1011, or send us an online enquiry.
How long does it take to process documents in the mail?If you want to process documents in the mail, the length of time it will take will depend on a few factors. For example, where you sent the documents will affect the length of processing time.
When handling the document apostille process (also known as attestation) by mail, it may a few days or several weeks.
This is because the processing times at each office varies. As of January 2024, Global Affairs Canada has a posted processing time of a minimum of 30-45 business days (although in reality they are taking over 60 business days). Provincial offices vary from 5-15 business days.
If you need to expedite the apostille process, or simply want someone else to navigate this confusing process for you, we can help! Contact our expert staff for a free detailed quote. We will happily discuss your situation and answer your questions. Call us toll-free at 1-888-433-1011, or send us a quick online enquiry.
How long does it take to process documents if I bring them in person?If you bring your documents in person, the processing time for your documents may be faster. However, that depends on where they need to be apostilled. Many offices do not take in person submissions.
Instead, you can deliver your documents to us, so we can manage the process on your behalf. We would welcome the chance to discuss your situation and answer your questions. Call us toll-free at 1-888-433-1011, or send us a quick online enquiry.
What happens if my documents are declined?If your documents are declined while your are handling the process yourself, you can either start over and hope your documents are not rejected again, or you may hire an apostille service like ours to handle the process on your behalf. We will help you to prepare the documents so they will not be rejected.
If your documents are declined while we are handling the process on your behalf, we will work quickly to rectify the situation. This is a rare scenario. However, the requirements of the process can change without notice.
Global Affairs Canada, the provinces, and diplomatic missions can and do change their rules and requirements at any time, without prior notice. We will work with you to quickly meet these requirements and get your documents successfully processed.
Whether you are just starting the process, or you have documents that have been declined, we can help! Contact our expert staff to discuss your documents. Call us toll-free at 1-888-433-1011, or send us a quick online enquiry.
How to choose a Service ProviderWe understand it can be confusing and complicated to handle the document apostille (or authentication and legalization) process on your own. It can be difficult to find up to date information, and it is also difficult to know who to trust. Using a Service Provider can alleviate the stress. So, how do you choose a service provider you can trust?
We have been in the field for over a 10 years and have seen some service providers come and go. Unfortunately, we have also seen some companies imitate or even impersonate other reputable companies.
We suggest you do your due diligence to ensure you are communicating with an established and professional service provider. The Better Business Bureau is a good place to confirm if they are a business in good standing. We also recommend that you take a look at client reviews. Finally, we work with all the embassies and consulates across Canada. They will also be aware of the reliable and established companies you can trust.
Feel free to contact us to speak to a document processing expert. We are available Monday to Friday, from 9am to 5pm, and would be happy to hear from you.
Communication was prompt and clear, and service exceeded expectations. I discovered only a month before my wedding in Portugal that one of my Canadian documents lacked necessary processing that would, under regular circumstances, take at least a month to complete. Heather and Evey made a potentially stressful experience easy and worry-free, processing and returning my document to Portugal two days after having received it. This is an excellent option for those needing expedited processing.
Thank you all for your assistance and professionalism. I can’t say enough about the service we received. I will not hesitate to utilize your firm again in the future or to recommend your firm to my colleagues.
Thanks IDC! You have saved me and untold amount of time and I thank you for your service. When reading of requirements foreign government document requirements on the internet, it can be confusing and time consuming. I would recommend IDC to anyone who requires document authentication.
Contact our friendly staff! We would welcome the chance to answer your questions and explain your options. Phone us toll free at 1-888-433-1011 or click the button below to send us a quick form.
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