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5 Steps to Authenticate a Notarized Document Abroad

Notarization services are one of the oldest consular functions and they usually refer to oaths, affidavits and acknowledgments. If you are traveling abroad, or planning on doing business, you may need proof of authentication for official documents issued to you in Ontario. Consulates and embassies ask for these certificates to ensure that various documents are valid.

Although most lawyers in Canada are Notaries Public, an Embassy or Consulate can also provide notarial and authentication services. When you go to any Canadian embassy or consulate abroad they can provide a service similar to the functions of a notary public in Canada. This also happens in the U.S. Like a U.S. notary public, the Canadian consular official must require the personal appearance of the person requesting the notarial service. You can also get a document notarized by a local foreign notary and then only get the document authenticated by a Canadian consul.

Unlike “notarization”, an “authentication” is the placing of a consular seal over the seal of a foreign authority, but the seal and signature have to be on file with the Consulate or Embassy. A consular authentication in no way attests to the authenticity of the contents of a document but merely attest to the seal and signature of the issuing authority. Authentication may be completed either in person or by mail.

Documents that can be authenticated

  • Birth, adoption, marriage, divorce or death certificates
  • Ownership of property documents
  • School, college or university admission papers and transcripts
  • Commercial documents
  • Business contracts dealing with incorporation and partnerships
  • Certificates approved for customs
  • Government documents

Step 1:

Contact us to verify requirements of the Consulate/Embassy.

Step 2:

Have your document notarized by Notarizers, a notary public service provider in Ontario.

Step 3:

For documents more than one-quarter inch (or 7 mm) thick, have 2 holes punched in the upper-left-hand corner, where the authentication certificate can be attached.

Step 4:

Pay the required fee, either in person or by post. Cheques and money orders are to be made payable to: Notarizers.

Step 5:

Mail the request or deliver it in person to us. Faxed documents are not accepted.

Authentication process

Authentication is not a validation. By comparing the signature and seal or stamp on the document against the information given by the notary public.

You will be issued a Certificate of Authentication attached to each document.

Standard processing time

We provide two processing options to clients: Express or Regular. Express is very fast, but more expensive, while the Regular is economical but takes longer time.