Canadian Document Apostille in the U.S. — 2026 Guide

Canada joined the Hague Apostille Convention relatively recently, which means the position depends on what you are doing. A U.S. public document used in Canada needs an apostille from the Secretary of State of the issuing state. Canadian documents used abroad are apostilled by the federal foreign ministry or by the competent provincial authority, depending on where they were issued.

Quick facts

The split between federal and provincial authorities on the Canadian side is the part that catches people out: a birth certificate from one province and a federal document go to different offices.

Fees breakdown

Because provinces designate their own authorities, always check which office covers the province that issued your document before sending anything.

How to prepare a document

1. Identify which country and which level of government issued it.
2. Order a certified copy from the issuing office, or have a private document notarised.
3. Send U.S. documents to the Secretary of State of the issuing state, or to Washington for federal ones.
4. Send Canadian documents to the federal or provincial authority that covers them.
5. Check whether the receiving authority also wants a translation.

Required documents

• Original certified copy with signature and seal.
• Completed authentication request and payment.
• Prepaid return envelope for mail filings.
• Photo ID for in-person service.

What missions do instead

Canadian missions in the United States issue passports and travel documents, provide notarial services for a fee, assist citizens in emergencies and register Canadians travelling abroad.

Additional notes

Check before sending

Because Canada’s framework changed recently, guidance published a few years ago may describe the older authentication route. Confirm with the receiving authority.

Provincial records

Birth, marriage and death certificates in Canada are provincial documents, so the provincial authority is the starting point for them.

Translations

Quebec and some federal processes have their own language requirements. Ask which translation is acceptable before paying for one.

Order two copies

Offices retain what they receive, so a spare certified set avoids repeating the chain.