Apostille vs Notarization: What's the Difference? | Minute Notary Blog | Minute Notary
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February 5, 20258 min read
Apostille vs Notarization: What's the Difference?
Understand the difference between apostille and notarization for international documents. Learn which one you need and how to get documents authenticated for use abroad.
MN
Minutes Notary
Notary Public • Ottawa, ON
Understanding Document Authentication for International Use
When you need to use Canadian documents in another country, simply getting them notarized often isn't enough. Depending on the destination country, you may need additional authentication through either the Apostille process or the traditional authentication chain.
This guide explains both systems and helps you determine which one you need.
What Is Notarization?
Notarization is the first step in document authentication. A Notary Public:
Verifies your identity
Witnesses your signature
Certifies copies of documents
Administers oaths and affirmations
Applies their official seal and signature
Notarization alone is usually sufficient for:
Domestic use within Canada
Some informal international situations
Internal company purposes
Notarization is NOT sufficient for:
Official government submissions abroad
Court proceedings in other countries
Legal transactions requiring international recognition
What Is an Apostille?
An apostille is a standardized certificate issued by a designated government authority that authenticates the origin of a public document. It was created by the Hague Apostille Convention (1961) to simplify document authentication between member countries.
Universally recognized — By all Hague Convention members
Attached to document — Usually as a separate page
What an Apostille Certifies
An apostille confirms:
The signature on the document is genuine
The capacity of the person signing
The identity of the seal or stamp
Important: An apostille does NOT certify the content of the document — only its authenticity.
Canada and the Apostille Convention
Recent Development
Canada joined the Hague Apostille Convention effective January 11, 2024. This is a significant change that simplifies document authentication for Canadians.
Before 2024
Canadians had to go through a lengthy authentication chain:
Notarization
Provincial authentication
Federal authentication (Global Affairs Canada)
Embassy/Consulate legalization
After 2024
For documents going to Apostille member countries:
Notarization
Apostille from designated authority
This saves time and money.
Apostille vs. Traditional Authentication
Comparison Table
Feature
Apostille
Traditional Authentication
Countries
Hague members (125+)
Non-Hague countries
Steps
2 (notarize + apostille)
4 (notarize + provincial + federal + embassy)
Time
Days to weeks
Weeks to months
Cost
Lower
Higher
Format
Standardized
Varies
When to Use Apostille
Use the apostille process when your document is going to a Hague Convention member country: