Question
“Can anyone help me understand how to apostille Canadian documents?”
Answers
“If you’re already in Spain, the embassy in Madrid can do it.”
“Are you sure? WE got told by our lawyers that they don’t and the link above also mentions that the embassy doesn’t apostille. [Link to Hague Apostille and Legalization]”
“I sent an email to the embassy of Canada, Madrid and got the following response:
As of January 11, 2024, Canadian documents are authenticated with Documents issued by the Government Canada (ie. the RCMP criminal record check issued with fingerprints) Vital statistics documents issued by provinces and territories (ie birth, marriage, death and change of name certificates) notarized in the following provinces and territories: apostille The following documents may be apostilled by the Embassy of Canada in Madrid: documents issued Manitoba New Brunswick Newfoundland and Labrador the Northwest Territories Nova Scotia Nunavut Prince Edward Island Yukon.”
“They don’t do it here. I had to send my documents back to Toronto to be apostille by the Spanish Consulate.”
“I was at the consulate of Canada in Barcelona 2 weeks ago, and they confirmed that the embassy in Madrid would do it. Did you try reaching out to them?”
“Yes, I spoke to them and they said I have to send all the documents back to Toronto because I was living in BC, so I already did. This was September last year unless they have changed now.”
“It changed in January. You couldn’t get anything apostilled in Canada either before then.”
“I had to go to the states to get it done because the consulate wouldn’t do it for me since I’m not 100% fluent in Spanish. Good to know about Ontario, anyone knows if we have that in Quebec?”
“Yes, we do.”
“Where would that be? I went to the states and paid $300 to get a POA apostilled. [Link to Changes to authentication services in Canada]”
“All info is here as to locations and what documents they do.”
“Just in case it helps, the apostille process is explained at the end of this article: [Link to Getting Canadian Criminal Record for Spain]”
“You need to provide us with more information because it’s hard for us to answer your doubts.
1) What document are you trying to apostille?
2) Where is this official document coming from? Because depending on the province it originated it will determine if it will go to Global Affairs Canada to apostille or your own provincial body. The article that Antonio shared does give some details and background of the changes that Canada has made with authenticating documents. B
asically now Canada has made it ‘easier’ for authenticating documents. In the past, Spain could only accept documents if they were certified and they could only be done by two bodies: Global Affairs Canada and Embassy or Consulate of Spain. This took more time. Embassy/Consulate of Spain has also cut down the work because they no longer do anymore authorization/certifying of documents now.”
“Get your doc notarized ($15 approx). Then take it to Ontario Document Services at 222 Jarvis. $16 per doc. Takes about 20 mins. They are very nice.”
“Do we need RCMP criminal report notarized first before going to 222 Jarvis?”
“Yes.”
“The link above is good. Ottawa or Toronto, mine was 7 documents done in 30 min. Good luck!”
“Thanks, everyone. I wrote to the consulate and they said that only the criminal record document needed to be apostilled.”
“If you are in Ontario… [Link to Authenticate a document for use outside Canada]”
Conclusion
Navigating the process of apostilling Canadian documents for use in Spain can be complex, with specific requirements varying based on the document’s province of origin and the type of document.
Recent changes have streamlined some aspects, but it remains essential for individuals to verify details with relevant authorities like Global Affairs Canada or directly with Canadian embassies or consulates in Spain.
The Canadian government has detailed the changes to document authentication services with the Apostille Convention effective from January 11, 2024. This convention simplifies the authentication process for Canadian documents used internationally by providing a standard certificate called an apostille, eliminating the need for additional legalization by the consular offices of the destination country.
This change applies to documents issued or notarized in certain provinces which now have their own competent authorities responsible for issuing apostilles. Global Affairs Canada will continue to issue apostilles for documents from the federal government and specific provinces not covered by provincial authorities.
As of January 11, 2024, the following provincial competent authorities will be responsible for issuing apostilles for locally issued or notarized documents:
- Alberta: Ministry of Justice of Alberta
- British Columbia: Ministry of Attorney General of British Columbia
- Ontario: Ministry of Public and Business Service Delivery of Ontario
- Quebec: Ministère de la Justice du Québec
- Saskatchewan: Ministry of Justice and Attorney General of Saskatchewan
Canadian documents that are authenticated before January 11, 2024, may still require legalization by the foreign representative office if they are to be used in a country that is a signatory of the Apostille Convention.
For documents intended for use in non-signatory countries, they will need to undergo a standard authentication process by Canadian competent authorities and subsequent legalization by the country of destination.
The shift to the Apostille Convention marks a significant simplification for Canadians needing to use documents abroad but also requires awareness of the specific provincial authority responsible for issuing apostilles based on where the document was notarized. It’s also important for individuals to verify whether the destination country is a signatory of the Apostille Convention to understand if an apostille will suffice or if further legalization is necessary.
Preparation, consultation with legal professionals, and clear communication with Canadian and Spanish authorities will facilitate a smoother process.
