FAQs
General Information About Apostilles
What is an apostille?
An apostille is a certification issued by a provincial or federal government authority (in Ontario, by Official Documents Services – ODS) that verifies the authenticity of the signature and seal on a document. Once a document has been apostilled, it is recognized as valid in all the countries that are members of the Hague Apostille Convention.
When did Canada join the Apostille Treaty?
Canada officially joined on January 11, 2024. Since then, all official Canadian documents that need to be used abroad must be apostilled.
Which agency handles apostilles in Ontario?
In Ontario, Official Documents Services (ODS) is responsible for apostilling certain provincial documents.
Why do I need my document apostilled?
Many countries require documents to be apostilled to prove they are legitimate and officially recognized. Without an apostille, foreign authorities will consider your Canadian document (e.g., birth certificate, diploma) as invalid.
How does an apostille differ from the old authentication process?
Previously, Canada used a process called “authentication and legalization.” After joining the Hague Apostille Convention, the single-step apostille replaces that two-step approach in countries that are also signatories to the Treaty.
Does every province have its own apostille office?
No. Some provinces have their own apostille office, others rely on the Federal Service.
Is the apostille recognized worldwide?
Almost. Over 120 countries participate in the Hague Apostille Convention. However, if your destination country is not a member, you may need to go through the previous authentication/legalization process. In our website we provide a list of the Apostille Treaty countries Always check that list before requesting an apostille.
What if my destination country is not part of the Hague Apostille Convention?
In that case, an apostille might not be accepted. You will need to follow a different process (still called authentication and legalization in non-Hague countries). Check with that country’s embassy or consulate for instructions.
Types of Documents That Need Apostilles
Which documents typically require an apostille?
Birth, marriage, and death certificates, court orders, police checks, corporate documents, educational diplomas, and transcripts are common examples. Any official document requested by a foreign authority generally needs an apostille.
What about divorce certificates or orders?
Many jurisdictions require proof of a Canadian divorce. An apostilled divorce certificate or divorce order is often necessary to remarry or handle legal matters abroad. Please check with your Consulate, because some countries require both the Divorce Order and the Divorce Certificate. Those documents must be apostilled.
My diploma is from an Ontario university. Should it be apostilled?
If you plan to use your diploma abroad (for employment, further studies, or immigration), you usually need it apostilled. Also check if your foreign institution requires the translation of the school documents.
Do I need to apostille bank documents?
If you need to present your Canadian bank documents to a foreign bank or official, they might require them to be apostilled. Always confirm with the foreign authority.
Can I apostille a notarized Power of Attorney (PoA)?
Yes. A notarized POA can be apostilled to ensure it’s valid overseas. If the PoA is in a language other than English or French, an official translation might be required.
Does Apostille Express accepts documents that was originally issued outside Canada?
No. We only handle documents issued in Canada.
Are religious documents eligible for apostilles?
No. Documents like baptismal certificates or other purely religious records are not apostilled.
Are documents issued by Funeral Homes eligible for apostilles?
No. Documents issued by Funeral Homes are not apostilled.
Can a Canadian Driver’s License be apostilled?
Generally, no. A standard driver’s license is not considered an “officially signed document.” You would usually need a notarized statement or affidavit about its authenticity to even attempt an apostille.
Notarization & Apostilles
Why do some documents need to be notarized before apostilling?
Notarization confirms the document’s signature or that it is a certified copy. ODS may only apostille documents with a verifiable seal/signature from an Ontario Notary Public or from an issuing authority recognized by the government.
Which Ontario documents do not require notarization for an apostille?
Certain official documents, like an original Ontario Birth/Marriage/Death Certificate or a business registry certificate (issued after 1991), do not require notarization before ODS can apostille them.
Which documents do require notarization for an apostille?
Examples include local police checks, court documents (unless they are verifiable in the ODS system), educational diplomas (high school, college, university), and translations into English or French or into foreign languages.
We do no provide translations.
If my document is already notarized, can it go straight for apostilling?
Usually, yes. As long as it’s notarized by a recognized Ontario Notary Public with a legible seal/signature, you can then request the apostille from ODS. However, if your documents are not already notarized, we can notarize them at a very competitive rate.
What if the document is from an Ontario court, issued after July 10, 2023?
According to ODS, newer court documents may not require notarization because ODS should be able to verify them in a specific database. However, if they’re not in the database (as it can happen), you may face a 10-day wait or more. To avoid delays, Apostille Express recommends notarizing all court documents first.
Does Apostille Express provide notarization services?
Yes. Apostille Express offers onsite notarization at a competitive rate, making the process seamless for you.
Can an Ontario Commissioner for Taking Affidavits sign my document instead of a Notary Public?
No. ODS will not apostille documents signed only by a Commissioner for Taking Affidavits. A licensed Notary Public or recognized government official’s signature is required.
Does every notarized page require a separate apostille?
ODS issues one apostille for a document formed by several pages (stapled together). However, if you have multiple documents, each must be apostilled separately (with separate fees).
Understanding ODS & Global Affairs Canada
What is Official Documents Services (ODS)?
ODS is the Ontario government office authorized to apostille provincial documents (birth certificates, marriage certificates, etc.) or notarized documents from Ontario Notaries.
What kind of documents are apostilled by Global Affairs Canada?
Federally issued documents (e.g., an RCMP certificate, Citizenship certificate, or a document from a federal department), require the apostille from Global Affairs Canada.
However, notarized true copies of Citizenship Certificates can be apostilled by ODS.
Can Global Affairs Canada apostille provincial documents?
No. Federal offices do not handle provincial documents. Each level of government apostilles the documents under its jurisdiction.
What if I need multiple documents apostilled, some provincial and some federal?
In that case, it is necessary to deal with both ODS and Global Affairs Canada. Apostille Express will coordinate everything on your behalf, ensuring a smoother process.
Please note that our guaranteed delivery times only apply to documents apostilled by ODS.
Will ODS also handle documents from other provinces?
ODS generally only apostilles documents related to Ontario. Documents from other provinces usually need to be apostilled by that province’s official service or possibly by Global Affairs Canada if appropriate.
Can ODS refuse to issue an apostille?
Yes. If the document does not meet their criteria (e.g., an unrecognized signature, a religious document, or something from outside Canada), they can decline it.
Do ODS fees vary based on whether a document is notarized?
Yes. Currently, ODS charges $16 for notarized documents and $32 for non-notarized documents (i.e. Ontario-issued birth certificates). These fees are HST-exempt.
Does Global Affairs Canada charge a fee for an apostille?
Global Affairs Canada typically does not charge a fee for apostille (previously “authentication”) itself. However, consider that there will be shipping charge for sending and returning documents to Ottawa.
The Process with Apostille Express
What service does Apostille Express offer?
We handle your document from start to finish: reviewing it, notarizing if needed, submitting it to ODS (or Global Affairs Canada), and returning the apostilled document to you.
Do I need an appointment, or can I just walk in?
If you prefer to bring your documents to us in person rather than sending them by XpressPost or courier, you can find our location in the ‘About Us’ section under ‘Our Location’. After submitting the ‘Get a Quote’ form and accepting our quote, you may bring the documents during office hours without an appointment.
Can Apostille Express help if I’m outside Ontario?
Absolutely. You can ship your documents to us by courier or XpressPost, and we’ll take care of apostilling them through ODS or the relevant agency.
What if I need translations?
Apostille Express DO NOT provide translations. If the original document has been written in Canada but in a foreign language (for example, a Canadian lawyer fluent in Spanish could draft a Will or a Power of Attorney directly in Spanish) then ODS require a translation in English or French of that document, done either by an ATIO Certified translator or by a notary public fluent in English or French and that foreign language. For a list of ATIO certified translators, please check the ATIO website (www.atio.on.ca).
What are Apostille Express office hours?
10:00 AM – 05:00 PM Monday to Friday.
Does Apostille Express also handle shipping back to me?
Yes. We can ship your apostilled documents via XpressPost, courier, or you can pick them up in person at our office.
Is there a guarantee on delivery time?
Yes. Apostille Express offers a time delivery guarantee (connected to the price structure Standard, Priority or Express) except in situations outside our control (see the Legal Disclaimer). If we miss the promised timeframe, we reimburse according to our policy see “Our Guarantee”). The clock for guaranteed delivery starts once we receive both the documents and the payment.
How do I pay Apostille Express?
We generally accept payment by e-transfer, or by credit card if you drop your documents in person or if you are contacting us from abroad.
Costs & Fees
How do your fees work?
There’s a service fee (compensation for Apostille Express’s work) plus disbursements (actual out-of-pocket costs: ODS fees, notary fees, shipping). You are going to pay those costs even if you do the process yourself.
Are ODS fees included in your service fee?
No. ODS fees are separate disbursements.
How much do you charge for notarization?
$35 per document (plus HST) for notarization.
Do you charge for shipping?
Yes. Within Ontario, trackable XpressPost shipping is currently $25 + tax. For other provinces or international shipping, we’ll quote you based on courier fees.
Do you offer any discounts for multiple documents?
For the first 3 documents the price depends on the type of service required by the client. From the fourth document on, the cost of service is discounted, as it is $25 for each document.
Why do you mention comparing the cost of doing it myself?
Because, in many cases, our fee is less than what you’d spend on gas, parking, multiple trips, notary appointments, and your own time. We handle everything, saving you hassle and money.
Do I pay for the apostille if ODS rejects my document?
If ODS rejects the document due to an issue outside our control (e.g., a missing signature from your side), you may need to cover any additional ODS or notary costs. However, we do our best to prevent such scenarios.
Is HST applied to every part of the service?
HST applies to our service fee, notarization, and shipping. ODS fees themselves are HST-exempt.
Delivery Times & Guarantees
What is your Standard service timeframe?
Standard service aims for apostilling within 5 business days or earlier after we receive your documents and payment, barring unforeseen ODS delays.
What about Priority service?
Priority service typically accelerates your document’s handling, aiming for 3 business days. See the Pricing section for the rates. However, we also depend on ODS capacity and availability. Please read the “Legal Disclaimer”.
What about Express Service?
Express Service aims to deliver your apostilled document(s) within 24 business hours. See the Pricing section for the rates. However, we also depend on ODS capacity and availability. Please read the “Legal Disclaimer”.
What is your guarantee if you miss the deadline?
If we fail to deliver your apostilled document within the promised timeframe (and the delay is our fault), we’ll reimburse you the difference between the service level you paid for and a cheaper service (or fully reimburse if it’s a Standard service exceeding 5 working days).
Do postal or courier delays affect the guarantee?
Our guarantee covers the time until we deliver the document(s) to a post office or a courier or inform the client (by phone or email) that the document(s) are ready for in-person pickup. We can’t control potential courier or postal delays or strikes.
What if ODS is on strike or changes its policies?
Those situations are considered “beyond our control.” Our guarantees do not apply in these exceptional circumstances. We will, however, keep you updated and do our best to expedite once normal operations resume.
How do I track my apostille progress?
You can email the Project Manager who submitted our quote to your attention.
Can you guarantee the same delivery times for Federal Documents sent to Global Affairs Canada?
No. Our stated timeframes only apply to Ontario’s ODS. Global Affairs Canada has its own processing times, which can vary and can be several weeks long. We’ll provide you with a separate estimate if your document must go there.
How quickly can the documents arrive to me?
If you opt for XpressPost or courier, documents usually arrive 1–3 business days after we ship them. You’ll receive a tracking number for updates.
Common Pitfalls & Troubleshooting
What causes ODS to reject documents for apostilling?
Common reasons include missing or invalid signatures, reliance on a Commissioner of Affidavits instead of a Notary Public, incomplete forms, and documents that are religious or issued outside Canada without proper notarization.
My apostilled document was rejected abroad. Why?
Some foreign authorities may have additional requirements. If you’re dealing with a non-Hague country or if they also need it legalized by their local embassy, that’s outside the scope of the apostille. Check with the foreign authority.
Can ODS apostille a scanned or photocopied document?
Typically, they only apostille a certified or notarized copy if it’s properly stamped by a Notary Public. A simple photocopy is not acceptable.
I spelled my name incorrectly on the document; can ODS fix it?
No. ODS apostilles documents as is. You must correct the error with the issuing authority or get a newly issued correct document before seeking an apostille.
My document references another document—do I need both apostilled?
In many cases, yes. If the foreign authority needs both items for clarity, each might need a separate apostille. Check with the requestor or consult Apostille Express.
Can a single apostille cover multiple documents if they’re stapled together?
ODS typically issues one apostille per official document or set. If you have distinct documents, each might require its own separate apostille. We’ll advise you on the best approach.
Is there an expiry date on apostilled documents?
No. Apostilles generally don’t expire. However, some foreign authorities want recently issued documents (e.g., Police certificate not older than six months). Always confirm with the destination entity.
Can I remove the staples after receiving my apostilled document?
No. Removing staples can invalidate the apostille because it’s considered tampering with the official seal. Keep the apostilled document intact as provided by ODS.
My apostille has a minor typographical error. What do I do?
Contact Apostille Express immediately. We’ll work with ODS to see if they can correct it. Sometimes a new apostille is required.
I lost my apostilled document. Can I get a duplicate from ODS?
No. ODS won’t reissue a previously apostilled document. You’d likely need to get another original or certified copy, then repeat the entire apostille process.
Shipping & Logistical Questions
Do you ship internationally after apostilling?
Yes. We can arrange international courier delivery for your apostilled documents. Shipping fees vary based on destination and carrier.
Do you handle packaging for secure overseas shipments?
Yes. We ensure your apostilled documents are securely packaged and provide tracking for international shipments.
Can you ship my apostilled documents directly to a foreign consulate?
If you provide the correct address and instructions, we can ship anywhere, including consulates and embassies, though you may need to coordinate acceptance on their end.
What if I need my documents delivered faster than XpressPost?
We use a premium courier like FedEx for expedited shipping. Just let us know your preference.
Can I track the shipping progress once you mail my apostilled documents?
Yes. We’ll provide a tracking number, so you can monitor your document’s journey online.
Is there any liability coverage for lost or damaged documents during shipping?
Most couriers offer basic coverage. If you want extra insurance for high-value documents, let us know, and we’ll include that in your quote.
Do you accept returns if the receiving country refuses the apostille?
Since this is a service, no return policy applies. We encourage you to verify that your destination country accepts apostilles before proceeding.
How do I get started?
Simply fill out our quote form, attach scans/pictures of your documents, and submit your request. We’ll respond with a detailed estimate and instructions on how to send us your physical documents. Once we receive them and your payment, we begin the apostille process immediately.
Final Note
Always remember:
- Check your destination country’s apostille requirements.
- Prepare the needed documents.
Send us the Quote Form for a seamless process.
Ready to get your document(s) apostilled?
Still unsure about something? Our team is happy to help! Reach out now!