Filing for an apostille or authentication in Ontario

Contact the consulate, embassy or recipient at the destination and confirm what they require. 1

Look up whether the destination takes an apostille or a certificate of authentication. 2

Hague signatory countries receive apostilles; other countries receive certificates of authentication, and may need legalization at their consulate or embassy.

Run it through the document authentication portal on the Ontario page. 1

It is not on the list of documents that cannot be authenticated. 1

Documents commissioned by a Commissioner for Taking Affidavits; documents issued outside Canada, unless the signature was sworn or witnessed before an Ontario notary public; religious documents; documents already legalized by a consulate or embassy; pseudo-legal documents.

You have a hard copy. Soft copy (electronic) documents will not be authenticated. 1

Check whether it is an Ontario document that may not require notarization. 1

Vital statistics documents, including polymer birth certificates; business registry documents issued as of 1991; Superior Court of Justice or Ontario Court of Justice documents issued as of July 10, 2023 (up to 10 business days for an in-person request); Ontario public post-secondary degrees, diplomas and transcripts issued since January 1, 2019.

Otherwise, have it notarized by an Ontario notary public. 1

Official Documents Services has no in-house notary.

All parts of the notary’s signature and seal are clearly displayed on the same page of the document. 1

Otherwise it has to be re-notarized or re-issued. The name and seal must be identical to those on file.

It was issued within Canada and notarized by an Ontario notary public. 1

It comes with a translation: by a Certified Canadian Translator, or attested by an Ontario notary public who speaks both languages. 1

That notary’s declaration must attest to speaking both languages and certify the accuracy of the translation.

If a document is more than 7 mm (one-quarter inch) thick, punch 2 holes in the upper-left corner. 1

Submit the service request online through the portal, or complete the service request form. 1

An online request still needs its number, your documents and your payment sent or brought to the office.

Have the fee ready, for each document. 1

$16 for a notarized legal document. $32 for an Ontario government official document, an Ontario court-issued document, or an Ontario public post-secondary degree, diploma or transcript. $32 for filing with a foreign consulate or embassy.

By mail, pay by certified cheque or money order to The Minister of Finance, or by Visa or Mastercard on the mail-in form. 1

In person: cash, Visa, Mastercard, debit, certified cheque or money order.

By mail: Official Documents Services, 777 Bay Street, Lower Level, Toronto, ON M7A 2J8. 1

Processed within 15 business days and returned by regular mail. Include a prepaid return envelope or a return waybill for a tracking number.

Or in person, at one of the five offices. You may book an appointment first. 1

Toronto: 777 Bay Street, Lower Level, M7A 2J8. Ottawa: 161 Elgin Street, Fourth Floor (Ottawa Courthouse), K2P 2K1. Windsor: 205-400 City Hall Square East (Windsor City Hall), N9A 7K6. Sault Ste. Marie: 101-420 Queen Street East, P6A 1Z7. Thunder Bay: 113-435 James Street South, P7E 6T1. The standard wait is about 30 minutes if your documents are complete. Booking help: 1-800-267-8097.