Notarization and Document Authentication in Canada: A Guide for Newcomers

Why Document Services Matter for Newcomers

As a newcomer to Canada, you will likely need various document services throughout your settlement journey. Whether you are applying for permanent residency, enrolling in school, transferring professional credentials, buying property, or completing legal paperwork, you will encounter requirements for notarized copies, authenticated documents, and certified translations. Understanding what each of these services involves, who can provide them, and how much they typically cost will save you time, money, and frustration.

Many newcomers arrive in Canada with important documents from their home country, such as birth certificates, marriage certificates, academic transcripts, and professional licences. These documents often need to be verified or translated before they can be used in Canada. The processes for doing this can be confusing, especially because the rules and terminology differ from those in many other countries. This guide breaks down the most common document services you will need and explains exactly how to access them.

Notary Public vs. Commissioner of Oaths

What Is a Notary Public?

A notary public is a person authorized by the provincial or territorial government to perform certain legal formalities, including witnessing signatures on documents, administering oaths and affirmations, certifying true copies of original documents, and authenticating documents for use in other countries. In most Canadian provinces, lawyers are automatically notaries public. In British Columbia, notaries public are a separate profession with their own training and licensing requirements, and they can handle additional tasks such as real estate conveyancing, wills, and powers of attorney.

When you need a document "notarized," it typically means that a notary public will verify your identity, watch you sign the document, and then apply their official seal and signature to confirm that the signature is genuine. Notarization does not mean that the notary has verified the contents of the document; it only confirms the identity of the signer and that the signing was done voluntarily.

What Is a Commissioner of Oaths?

A commissioner of oaths (sometimes called a commissioner for taking affidavits) is a person authorized to administer oaths and take affidavits. An affidavit is a written statement that you swear or affirm to be true. Commissioners of oaths have more limited powers than notaries public. They can witness your signature on an affidavit or statutory declaration, but they cannot certify copies of documents or authenticate documents for international use. In many provinces, certain public officials, such as municipal clerks, court clerks, and some government employees, are commissioners of oaths by virtue of their position.

How to Find a Notary Public

Finding a notary public in Canada is relatively straightforward. Lawyers can notarize documents in most provinces, so any law office can help you. In British Columbia, you can search for a notary through the BC Notary Association. In Ontario and other provinces, contact a local law firm or legal clinic. Some pharmacies, banks, and service providers such as UPS stores also offer commissioner of oaths services for basic affidavits. You can also check with your local settlement agency for referrals to affordable notary services.

Document Authentication and Apostille

What Is Document Authentication?

Document authentication is the process of verifying that a document issued in one country is genuine so that it can be used in another country. In Canada, the authentication process has historically involved multiple steps. For Canadian documents to be used abroad, you would typically need to have the document notarized, then authenticated by the provincial government, and then authenticated again by Global Affairs Canada. Finally, the document might need to be legalized by the embassy or consulate of the destination country.

For foreign documents to be used in Canada, the process works in reverse. The document would need to be authenticated by the issuing country's government and then legalized by the Canadian embassy or consulate in that country, or you would need to go through the equivalent process in the foreign country.

Canada's Apostille Convention

In January 2024, Canada joined the Hague Apostille Convention, which significantly simplifies the process of authenticating documents for use between member countries. An apostille is a standardized certificate that is attached to a document to verify its authenticity. Instead of the multi-step authentication and legalization process, a single apostille certificate is now sufficient for documents being used in any country that is a member of the convention, which includes over 120 countries.

For Canadian documents, apostilles are issued by designated competent authorities at the federal and provincial levels. For federal documents and notarized documents, Global Affairs Canada issues apostilles. For provincial documents such as birth certificates and marriage certificates, the relevant provincial authority issues the apostille. If you need a document from your home country to be used in Canada and your country is a member of the Apostille Convention, you will need an apostille from your country's designated authority.

Certified Translation of Documents

When Do You Need a Certified Translation?

If your documents are not in English or French (Canada's two official languages), you will need to have them translated before they can be used for official purposes in Canada. Immigration, Refugees and Citizenship Canada (IRCC) requires certified translations for all documents submitted as part of immigration applications. Universities, professional regulatory bodies, employers, and government agencies also typically require certified translations.

ATIO-Certified Translators

In Ontario, the gold standard for certified translation is a translator certified by the Association of Translators and Interpreters of Ontario (ATIO). ATIO-certified translators have passed rigorous examinations and are recognized by IRCC and most Canadian institutions. Other provinces have their own translator associations, such as the Ordre des traducteurs, terminologues et interpretes agrees du Quebec (OTTIAQ) and the Society of Translators and Interpreters of British Columbia (STIBC).

When you hire a certified translator, they will translate your document and provide a signed declaration attesting to the accuracy of the translation. This declaration, along with the translation itself, is what makes it a "certified translation." For IRCC applications, the translation must include the translator's name, contact information, and certification details. An uncertified translation or a translation done by a friend or family member is generally not accepted for official purposes.

Typical Costs for Document Services

Notarization Costs

The cost of notarization in Canada varies depending on the province and the complexity of the document. In general, you can expect to pay between $20 and $100 per document for basic notarization services. Certifying a true copy of a document typically costs between $20 and $50. Having an affidavit commissioned by a commissioner of oaths is usually less expensive, ranging from $10 to $40. Some community legal clinics offer free or low-cost notarization for newcomers with limited income, so it is always worth asking.

Authentication and Apostille Costs

The fee for obtaining an apostille from Global Affairs Canada is $35 per document. Provincial authentication fees vary but are generally in a similar range. If you are using a third-party service to handle the authentication process on your behalf, expect to pay additional service fees. For the traditional authentication and legalization process (for non-apostille countries), embassy or consulate legalization fees vary widely, from $20 to over $200, depending on the country.

Certified Translation Costs

Certified translation costs depend on the language, the length and complexity of the document, and the translator's rates. A typical one-page document such as a birth certificate or marriage certificate costs between $30 and $80 to translate. More complex documents, such as academic transcripts or legal contracts, may cost $0.20 to $0.35 per word. Rush fees may apply if you need the translation completed quickly. Always request a quote before proceeding and ask whether the translator is certified by a recognized professional association.

Where to Access Document Services

Legal Clinics and Settlement Agencies

Many settlement agencies across Canada offer document-related services or can refer you to affordable providers. Community organizations and legal clinics often help newcomers with affidavits, notarization, and finding certified translators. Some organizations offer these services for free or on a sliding scale based on income.

Online and Remote Services

Since the pandemic, many notarization and translation services have moved online. Some provinces now allow virtual notarization, where you can have a document notarized via video call. Certified translators can also work remotely, as they only need a clear scan or photo of your original document. This can be especially convenient if you live in a rural area or if you need a translator for a less common language.

Tips for Managing Your Documents

Keep certified copies of all your important documents in a safe, secure location. Make digital scans of your originals and store them in a secure cloud service. When submitting documents for immigration or other official purposes, never send your original documents unless specifically requested; always send certified copies. Keep receipts for all document-related expenses, as some costs may be tax-deductible or reimbursable through settlement support programs.

If you need to apply for Canadian citizenship, you will need certified copies and translations of many documents, so it is wise to start organizing and preparing them well in advance. Our guide on banking for newcomers also covers important document requirements for opening financial accounts.

Getting Help with Document Services

Navigating document authentication, notarization, and translation can feel overwhelming, especially when you are dealing with an unfamiliar system in a new country. Do not hesitate to ask for help. Settlement agencies, community legal clinics, and other newcomer support organizations are there to assist you. If you have questions about which documents you need for a specific purpose, contact the requesting institution directly for their exact requirements.

WelcomeAide is committed to helping you navigate every step of your settlement journey. Our AI Newcomer Navigator can answer your questions about document requirements, help you find local services, and provide guidance in your language. Explore our blog for more newcomer guides, learn about our mission, or see how to get involved in supporting newcomer communities across Canada.