Authentication of Documents
Foreign governments and organizations sometimes require documents be authenticated before they will accept them. For information about how to have Canadian documents authenticated so that they will be accepted for use abroad, please choose from the following list:
- General information and fees
- Processing times and status check - Please note, as of January 31, 2012, the process time can take up to 15 business days from the time your documents are received.
- Types of documents:
- Criminal record checks, fingerprint certificates, clearance certificates
- Translated documents
- Certificates of Birth, Marriage or Death
- Educational documents
- Statements In-Lieu of Certificate of Non-Impediment to Marriage Abroad
- Other documents
General information and fees
We only authenticate Canadian signatures on documents. We only authenticate signatures on documents - we do not review or approve the content of documents. However, it may not be possible to authenticate a particular document if the content of a document is such that it is expected to mislead as to purpose, or may be used for fraudulent purposes. You will be advised if this is the case.
You must include a covering letter indicating your mailing address and outlining your specific requirements.
Photocopies of original documents can be authenticated. However, they must be certified true copies, signed and sealed by a Canadian notary or commissioner of oaths. If the photocopies you send are not properly certified, signed and sealed, they will be returned to you without being authenticated. Most lawyers are notaries but please confirm with them prior to having documents notarized.
You can submit your documents in person. If you have 10 documents or less, we can process them while you wait. If you have more than 10 documents, they must be left in our office for authentication and an officer will contact you when the documents are ready to be picked up.
- There are no fees for our services.
Processing times and status check
Processing time can take up to 15 working days (3 weeks) from the date we receive your documents. Please add an additional 5 business days for documents sent by regular mail, within Canada. The processing time will be longer if we have questions and/or require clarification from you about your request.
Due to the high volume of documents sent by mail, we advise you to use a courier service for sending and receiving your documents. This will allow you to track your documents and minimize the risk of losing your documents. Please note, there is no tracking system in place for documents sent by regular mail.
If you would like us to return your documents by courier service, please provide the name of the courier service and include a prepaid envelope with your request. Please note that all courier deliveries must be prepaid. For all international and out of country courier envelopes a valid account number must be written by the client on the waybill prior to submitting their documents. If a valid account number is not provided, than the documents will be returned by regular mail. We will not return document: cash-on-delivery, credit card or unrelated third party.
The Authentication Office can only provide the status of your documents after your documents have been processed.
If your documents are to be sent to an Embassy in Ottawa, you do not need to include a courier envelope. The Authentication Office will deliver the documents on your behalf. If your documents are to be sent to a Consulate outside of Ottawa, you will need to include a pre-paid envelope for the delivery. Otherwise your documents will be sent regular mail.
Please note that you must first contact the Embassy before you contact us for a status check of your documents.
Criminal Record Checks, Fingerprint / Clearance Certificates
As of February 1st, 2010, all criminal clearance certificates, fingerprint/clearance certificates, and any documents originating from the RCMP or the local/provincial police stations in Canada must first be notarized by a Canadian notary or a commissioner of oaths prior to authentication. Contact the embassy or the consulate to verify if a photocopy of the document is accepted or you need to have the original document notarized.
Translated documents
Translations of documents: Translated documents must be sent with the original document. If the original is written in a foreign language, you must have the document translated into English or French and then have it certified by a Canadian notary or commissioner of oaths.
Documents (regardless of the language) can only be authenticated if they are certified, signed and sealed by a Canadian notary or commissioner of oaths.
If the documents you send do not include a French or English copy or if documents are not properly certified, signed and sealed, they will be returned to you without being authenticated.
Please note that documents have to be translated by a certified translator.
Certificates of Birth, Marriage or Death
We authenticate original long form birth, marriage or death certificates issued by the office of vital statistics of the relevant province.
Marriage search documents issued by the province of Ontario must be notarized.
Photocopies of birth, marriage or death certificates can be authenticated. However, they must be certified true copies, signed and sealed by a Canadian notary or commissioner of oaths. If the photocopies you send are not properly certified, signed and sealed, they will be returned to you without being authenticated.
We do not authenticate plastic, wallet-sized versions of these certificates.
Religious documents will not be authenticated regardless if they are certified, signed and sealed by a Canadian notary or commissioner of oaths. Examples include baptismal certificates, religious marriage certificates, or any documents issued by a religious institution.
Educational documents
We only authenticate degrees or student transcripts issued by Canadian educational institutions, recognized by the Ministry of Education.
Canadian university or college degrees or transcripts must be signed and sealed by the relevant Office of the Registrar. A full signature, name and title must appear on the document.
Canadian high school or elementary school transcripts must be signed by the principal or vice principal of the school that issued the document(s). A full signature, name and title must appear on the document.
Photocopies of degrees and transcripts can be authenticated. However, these must be certified true copies, signed and sealed by either the relevant Office of the Registrar or a Canadian notary or commissioner of oaths.
In the case of degrees or transcripts from foreign educational institutions, you should contact the nearest embassy or consulate of the country from which the document was issued. That office will advise you of the procedures you will have to follow to have your documents authenticated.
Statements In-Lieu of Certificate of Non-Impediment to Marriage Abroad
If you wish to get married in a country other than Canada, you may be required to obtain a Statement In-Lieu of Certificate of Non-Impediment to Marriage Abroad. In order to determine whether you will require a Statement, visa, etc., you must contact the embassy, high commission or consulate in Canada of the country concerned.
You can submit your request for a Statement In-Lieu of Certificate of Non-Impediment to Marriage Abroad in person or by mail. Processing time for these Statements can take up to 15 working days, regardless of how they are delivered to us.
If you were born in Canada, you must submit your certified birth certificate.
- If you were not born in Canada, you must submit certified true copies of your Canadian citizenship card and Record of Landing form. If you have lost your Record of Landing form, this must be mentioned in the statutory declaration of marital status.
You must provide a statutory declaration of your present marital status and indicate the name and citizenship of your future spouse. Statutory declarations can be done before a Canadian notary or commissioner of oaths.
If you have been married before, you must submit your certified divorce certificate or divorce judgment. If you are a widow or widower you must submit a certified copy of the death certificate of your deceased spouse.
If you intend to marry in Vietnam, your certificate must be issued no more than three months before your intended marriage date.
Other documents
Legal documents must be signed and sealed by a Canadian notary or commissioner of oaths.
Medical reports must be certified by a Canadian notary or commissioner of oaths, or by a representative of the relevant provincial medical association. If the documents you send are not properly certified, they will be returned to you without being authenticated.
If your documents are not listed above please have them notarized before sending them to us for authentication.
Mailing address and telephone numbers
Authentication and Service of Documents Section (JLAC)
Foreign Affairs and International Trade Canada
125 Sussex Drive, Ottawa, Ontario, Canada
K1A 0G2Telephone:
1-800-267-8376 (Toll Free in Canada)
613-944-4000 (in the National Capital Region and outside Canada)
613-944-9136 (TTY for the deaf)When submitting your documents in person, appointments are not necessary. Simply report to the Reception Desk with I.D. card at the address shown above between 10:30 a.m. and 12 p.m. or between 2 and 3 p.m., Monday to Friday. The office is closed on statutory holidays.
