Alternatives to authentication
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In some cases, different options may exist to get a Canadian document recognized abroad that do not involve an authentication by the Authentication Services Section at ¶¶ÒùÊÓƵ in Ottawa. Some of these alternatives may be faster, more convenient, or more appropriate for your case. For a list of those options please see below. Please note that our office cannot advise you on the availability or suitability of any of the options outlined here. As a result, you will have to enquiry with appropriate authority (e.g., the embassy. high commission or consulate in Canada) of the country of destination of your document whether these or other alternatives may be available to you.
Note: Processing times are the same whether you submit their request to our department directly or via a third-party service provider.
In the first place, you should know that not all countries require the authentication or legalization of Canadian documents before they can be used in their territory. The same applies to statements in lieu of certificate of non-impediment for marriage. Therefore, as a first step you should confirm the requirements with the authorities requesting your documents or by contacting the embassy, high commission, or consulate of the country where your document will be used:
Note: The requirement to get your documents authenticated by a Canadian authority (federal or provincial/territorial) is entirely determined by the laws, regulations or practices of the country where your Canadian document is destined. This is not required by any Canadian law or regulation.
Alternatives to authentication
All types of documents
| Possible alternative | Details |
|---|---|
| Direct legalization by the embassy, high commission, or consulate of the country of destination | Some foreign missions can legalize Canadian documents directly, meaning that they do not need to be first authenticated by ¶¶ÒùÊÓƵ or a provincial or territorial authentication office. Among the documents that some foreign missions legalize directly are Canadian Vital Statistics documents (for example, birth, marriage, death certificates) and police record checks. Contact the foreign mission directly to find out if they offer this service. |
| If you are abroad, authentication by your nearest | Several Canadian embassies, high commissions and consulates offer authentication services to those who are located within their consular jurisdiction. If authentication services are indeed offered by the Canadian mission in the destination country, confirm with the receiving authority of your documents whether an authentication by the local would be acceptable. The Canadian mission where your document will be used may also be able to indicate whether an authentication by their office is generally accepted by the local authorities. |
Private documents
Private documents are documents issued by a private party (for example, a private individual, a company, a non-governmental organization) for private use. This is in contrast with public documents, which are issued by a government official or office (for example, birth or marriage certificates). Private documents include:
- Powers of Attorney
- Bank or financial statements
- Invoices
- Contracts
- Affidavits, solemn declarations or oaths
- A company’s bylaws or other internal governance documents
Below are some options that may be available to you for private acts or private documents:
| Possible alternative | Details |
|---|---|
Sign (execute) or notarize your document (for example, your Power of Attorney, contract) at the embassy, high commission or consulate in Canada of the country of destination. | Several foreign missions in Canada offer notarial services, which allow the signing of private documents at their office. When doing so, you do not normally need to get your document authenticated by a Canadian authority, be it provincial/territorial or federal. Check with the embassy, high commission or consulate of the country of destination of your document to find out whether they offer this service. |
Sign (execute) or notarize your document with a Canadian notary public registered with the embassy, high commission or consulate in Canada of the country of destination. | Several foreign missions maintain rosters of individuals in Canada (often Canadian lawyers or notaries public) that can offer notarial service on their behalf. By signing (executing) a document in front one of those individuals, it is generally not required to have it authenticated by a Canadian authority. Instead, you may be able to send your document directly to the embassy, high commission or consulate of the country of destination for legalization, without having to go through a Canadian authentication office. Check with the embassy, high commission or consulate of the country of destination of your document to find out whether this option would be available to you. |
Remote online notarization with a notary located in the country of destination | Some states allow their notaries to administer oaths or witness the signing (execution) of documents remotely. The signing party (i.e. you) could be in Canada while the notary witnessing the signing could be in the country where your documents is destined to be used. Remote notarization is generally done using newer telecommunication technologies (for example video calls). You may find out whether remote notarization could be an option for you by checking online, contacting a notary at the country of destination of your document. The embassy, high commission or consulate in Canada of the country of destination of your document may also be able to inform you whether this option is available. |
Alternative arrangements
As indicated, the requirement to get your documents authenticated by a Canadian authority (federal or provincial/territorial) is set forth by the laws, regulations or practices of the country where your Canadian document is destined. If you have urgent or special circumstances, in some cases the receiving authority or the embassy, high commission or consulate in Canada may be willing to waive the authentication requirement. To discuss this possibility, you should contact them directly. To find their coordinates, see above.
If an alternative to authentication by ¶¶ÒùÊÓƵ or a legalization by the embassy, high commission or consulate in Canada is not an option, there are other strategies that may be available to accommodate the current extended processing time at the Authentication Services Section:
- See if the legalization (i.e. the act that the foreign embassy, high commission or consulate in Canada will perform after the authentication by a Canadian authority) can be expedited.
- If you must submit your document by a certain deadline, request an extension from the party requesting your authenticated document. You may refer them to the estimated processing time posted on ¶¶ÒùÊÓƵ’s website.
Alternatives to Statements in lieu of a certificate of non-impediment to marriage abroad
A certificate (or letter) of non-impediment to marriage abroad is a certificate that confirms there are no objections to a proposed marriage or civil partnership. Some countries may require this document to get married in their territory. This not a universal requirement. If, however, a statement in lieu of a certificate of non-impediment to marriage may be required in your case, for information on possible alternative documents please visit Statement in lieu of a certificate of non-impediment to marriage abroad.
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