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Ready to Get Your Documents Notarized?
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Professional Notary Public services in Ottawa, Ontario. Licensed and authorized by the Province of Ontario to serve your notarization needs.
© 2026 Minute Notary. All rights reserved.
Sending Documents Overseas? Here's What You Need to Know | Minute Notary Blog | Minute Notary
Guides Sending Documents Overseas? Here's What You Need to Know Complete guide to preparing documents for international use. Learn about authentication, apostille, and country-specific requirements.
MN
Minutes Notary
Notary Public • Ottawa, ON
Documents Crossing Borders
When you need to use Canadian documents in another country — for immigration, business, education, or legal matters — simply notarizing them may not be enough.
Many countries require additional steps to recognize foreign documents. This guide explains what you need to know.
The Three Levels of Document Authentication
Level 1: Notarization
The first step is having your document notarized by a Notary Public or lawyer. This verifies:
Your identity
Your signature (if applicable)
That copies match originals
This may be sufficient for:
Some immigration applications
Certain business transactions
Informal purposes
Level 2: Authentication
Authentication is verification by Global Affairs Canada that the notary's signature and seal are genuine.
Process:
Document is notarized
Sent to Global Affairs Canada
They verify the notary's credentials
Apply their authentication stamp
This is required for:
Countries NOT part of the Hague Apostille Convention
Including China, UAE, and others
Level 3: Apostille (New in 2024!) An apostille is a simplified form of authentication for countries that are part of the Hague Apostille Convention.
Great news: Canada joined the Hague Apostille Convention in January 2024 , making it much easier to use Canadian documents in 120+ member countries.
Document is notarized
Sent to a Competent Authority (varies by province)
They issue an apostille certificate
Document is now recognized in member countries
Country-Specific Requirements
United States
Member of Hague Convention
Apostille accepted
Some states may have additional requirements
United Kingdom
Member of Hague Convention
Apostille accepted
Straightforward process
China
NOT a member of Hague Convention
Requires authentication by Global Affairs Canada
Then legalization by Chinese Embassy/Consulate
India
Member of Hague Convention (joined 2023)
Apostille now accepted
Previously required embassy attestation
Philippines
Member of Hague Convention
Apostille accepted
Check DFA requirements for specific documents
United Arab Emirates
NOT a member of Hague Convention
Requires authentication + embassy attestation
Can be a lengthy process
European Union Countries
All are Hague Convention members
Apostille accepted
No embassy legalization needed
Step-by-Step: Getting Documents Ready
For Apostille Countries
Notarize your document at Minutes NotarySubmit to the appropriate Competent Authority in OntarioReceive the apostilled documentSubmit to the receiving country
For Non-Apostille Countries
Notarize your document at Minutes NotaryAuthenticate at Global Affairs CanadaLegalize at the destination country's embassy/consulateSubmit to the receiving institution
Common Documents for International Use Document Typical Use Birth certificate Immigration, marriage abroad Marriage certificate Spousal sponsorship, name change Police clearance Work permits, immigration Educational credentials Employment, further study Commercial documents Business expansion, contracts Power of Attorney Property management abroad
Processing Times Service Typical Time Notarization Same day Apostille (Ontario) 5-10 business days Authentication (Global Affairs) 10-20 business days Embassy legalization Varies widely (1-6 weeks)
Tip: Start this process well in advance of your deadline.
Costs to Expect Service Approximate Cost Notarization $20-40 per document Apostille (government fee) $35 per document Authentication (Global Affairs) $50 per document Embassy legalization Varies by embassy Courier/handling fees Additional
Tips for Success
1. Verify Requirements Early Contact the receiving institution or country to confirm exact requirements. Don't assume — requirements change.
2. Check Hague Convention Status Before starting, confirm whether your destination country is a Hague Convention member. This determines your path.
3. Use Original Documents Many countries won't accept apostilles on photocopies. Start with original documents or certified copies.
4. Consider Professional Services For complex situations, document authentication services can handle the entire process for you.
5. Keep Copies Make copies of all documents before sending. Apostilled/authenticated documents can be difficult to replace.
Frequently Asked Questions
How long does an apostille last? Apostilles don't expire, but some institutions may require documents apostilled within a certain timeframe.
Can I get an apostille on any document? Apostilles are only for public documents (notarized documents, vital records, court documents). Private documents must first be notarized.
What if my destination country isn't in the Hague Convention? You'll need full authentication through Global Affairs Canada plus legalization at the embassy.
Can I do this myself or do I need a service? You can do it yourself, but authentication services can save significant time and handle complications.
Starting Your International Document Journey? At Minutes Notary, we can notarize your documents and advise on the next steps for your specific destination country.
Contact us today with your requirements, and we'll guide you through the process.
Related Articles #international #apostille #authentication #overseas
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