When you’re planning to use legal or official documents outside Canada, getting them notarized is often just the first step.
Whether you’re managing business abroad, applying for dual citizenship, studying internationally, or dealing with overseas family affairs, understanding how notarization works for international use is crucial.
This guide will help BC residents—especially those in Chilliwack, Abbotsford, and Hope—navigate the process with clarity and confidence.
The “Golden Rule” of International Documents
Never assume the requirements. Before booking an appointment, always ask the receiving institution exactly what they need. A “notarized copy” in Canada might mean something different in France or the Philippines.
The Big Change: Canada and the Apostille
For many years, using a Canadian document abroad required a cxomplex, multi-step verification process. However, as of January 11, 2024, Canada officially joined the Hague Apostille Convention. This change has significantly streamlined the process.
Now, for the over 125 countries that are members of this convention (including the UK, USA, Mexico, France, and Germany), you likely only need a single certificate called an Apostille. If the destination country is a member, you typically need just one step after notarization: obtaining an Apostille certificate.
If the destination country is not a member of the Hague Convention (e.g., Vietnam, Thailand, UAE), the traditional Authentication and Legalization process still applies. That involves verification by a government office, followed by certification from the appropriate embassy or consulate.
Common Documents That Require International Notarization
People often need to notarize a range of documents for international use, depending on the legal or institutional requirements of the destination country. Common examples include:
- Vital Statistics: Birth, marriage, or death certificates (typically as Certified True Copies)
- Education: Academic transcripts, diplomas, or degrees
- Legal & Family: Power of Attorney forms, separation agreements, or consent letters for minor children travelling abroad
- Business: Incorporation certificates, corporate bylaws, or commercial contracts
- Immigration: Letters of invitation for visa applications or proof of residency
Step-by-Step: The Process for BC Residents
The procedure now depends on where your document is going and who signed it. For most documents notarized by a BC Notary Public, the process is handled provincially in Victoria, not in Ottawa.
1. Preparation
Gather your original documents. If a document is in a foreign language, it may need to be translated by a certified translator before it can be notarized. If you’re sending a government-issued document (like a birth certificate), ensure it’s the long-form version, as wallet-sized cards are rarely accepted internationally.
2. Notarization
Book an appointment with a BC Notary. During this visit, the notary will verify your identity, witness your signature (if applicable), or compare an original document to a copy to certify it as a Certified True Copy.
📍 Important: Tell Us the Destination
Always let your notary know which country the document is going to. This matters because the government office in Victoria relies on signature cards for every registered notary. If the seal applied doesn’t match what’s on file, your Apostille may be rejected.
3. The Apostille or Authentication Step (The Government Step)
Once notarized, your document must be verified by the appropriate government body:
- For BC Notarized Documents: Mail your documents to the BC Ministry of Attorney General (OIC Administration Office) in Victoria. They will verify the notary’s signature and apply the Apostille certificate.
- For Federal Documents: Certain federal records like RCMP criminal record checks must be sent to Global Affairs Canada in Ottawa.
4. Legalization (Non-Apostille Countries Only)
If your destination country is not part of the Hague Apostille Convention, there’s one additional step. After authentication, you must send the document to that country’s embassy or consulate for legalization. Each embassy has its own procedures, forms, fees, and timelines.
⏰ Timeline Alert:
Processing at the BC OIC can take 4 to 6 weeks. Add time for mailing, and start the process at least two months before your deadline.
Special Considerations
If your document is being used in a non-English-speaking country, you may need a notarized translation. The typical order of steps is to translate the document first, then have the translation notarized, and then obtain the Apostille certification. Some embassies may also require a declaration from the translator or certification from a translation association.
For dual citizenship applications, a combination of documents may be required, including notarized affidavits of ancestry, statutory declarations, and certified identity documents. These types of applications often have strict formatting and submission requirements, so accuracy and completeness are critical to avoid delays.
Additionally, it’s important to check whether the receiving authority requires the notarized document to be issued within a specific timeframe. Some jurisdictions will only accept documents notarized within the past 3 or 6 months. If this applies, be sure to time your appointment and mailing accordingly to stay within that validity window.
How Simpson Notaries Supports You
We offer full-service notarization for individuals and businesses in Chilliwack, Abbotsford, and Hope. While we do not issue Apostilles ourselves (only government offices can), we ensure your documents are properly prepared so they are accepted without issue.
We guide clients on:
- Whether a document needs to be witnessed or certified
- Referrals to certified translators
- How to complete government submission forms for Apostille or Authentication
Getting It Right the First Time
Navigating international document requirements can feel overwhelming, but with the right guidance, it doesn’t have to be. The key is to begin early, confirm destination country requirements, and ensure every detail — from signatures to seals — is correct from the start.
By understanding Canada’s new Apostille process and preparing your documents with a qualified notary, you can avoid costly delays or rejections. Whether you’re helping a child study abroad or managing international property, a legally sound notarization is the first step toward peace of mind.
FAQs
I heard Canada doesn't do Apostilles. Is that true?
No. As of January 2024, Canada is now a member of the Hague Apostille Convention. Apostilles are now available for use in over 125 countries.
Can I just use the notarized document as is?
Not usually. The notarization confirms identity within BC, but foreign authorities typically need a higher level of certification — either an Apostille or full Authentication and Legalization.
Do I send my documents to Ottawa or Victoria?
If notarized by a BC Notary or Lawyer, send to the BC Ministry of Attorney General in Victoria. Federal documents not requiring notarization usually go to Global Affairs Canada in Ottawa.
How long does it take?
Plan for 6–8 weeks total. That includes your notarization appointment, mailing time, and processing time at the BC OIC.
Can Simpson Notaries handle the mailing for me?
Our primary role is notarization. However, we provide all the forms, guidance, and instructions needed to complete your submission confidently.
