If someone has told you that your document needs an “apostille” or an “authentication,” you may be wondering what on earth that means. You are not alone. This is a very common question, and the answer is not as complicated as the word makes it sound.
The short version
An apostille (pronounced “ah-po-steel”) is an official certificate that confirms your document is genuine and was properly signed or certified by an authorized person in BC. It is used when you need to present a legal document for use in another country.
For example, you might need to have your birth certificate or a death certificate, or a foreign power of attorney validated through this apostille process.
Think of it this way – your BC Notary will verify your identity and take your signature on a document. Then the government will verify that the notary who took your signature is in fact a proper BC Notary, and authorized to take your signature.
This process means that the foreign country can safely rely on the document you are sending them.
Apostille is one formal word for this process, but people will often use the word authentication interchangeably. Technically, the authentication process is different from an apostille process. The type of process we use depends on whether the country you are sending the documents to is a signatory to the Hague Convention.
Do you need to see a notary first?
Not always.
Certain documents, like certificates issued by the BC Government, can simply be sent straight in to the Ministry of the Attorney General’s office to be apostilled without using a BC Notary. Examples would include birth, marriage or death certificates. Because the government already issues these documents, they don’t need a BC Notary to validate them first.
When you have other kinds of “non-governmental” documents (declarations, powers of attorney, certified true copies, etc.), you will need to see your BC Notary first. Because these documents don’t come from the government, they need to be validated before you can send them in to the government for authentication. Your BC Notary will verify your identification and take your signature; in some cases, we also prepare additional paperwork and attach that to your document.
The BC process: two steps, two offices
The Government of British Columbia, through the Ministry of the Attorney General, issues apostilles. For non-governmental documents, the process involves at least two steps:
- Your appointment with us — we notarize or certify your document (assuming it qualifies for this process)
- Authentication by the BC government — your document is submitted to the Ministry of the Attorney General for the apostille certificate to be attached
This second step takes additional time, involves additional fees, and we handle it separately from your appointment with us. You can read all about this process online at the BC Government’s site.
We will explain what you need to do after your appointment. In some cases, we can help you with the submission process — just ask us when you call.
What kinds of documents typically need an apostille?
Some common examples include:
- Birth, marriage, or death certificates
- Documents needed for a foreign adoption
- Educational credentials for work or study abroad
- Powers of attorney or other legal documents for use internationally
- Documents related to foreign property or estates
In some cases you can send documents directly into the government for apostille. Other situations require a BC Notary’s validation first. Please review the BC Government’s website to determine which process you need to use.
Does every country accept apostilles?
No. And this is important.
Countries that have signed the Hague Convention recognize apostilles. If the country you are dealing with has not signed this agreement, you must follow a different and more involved process called “authentication”. This authentication process may involve sending your documents to that country’s embassy or consulate.
When you call us, please let us know which country your document is going to. This will help us make sure we are setting you up for the right process from the start.
How long does it take?
Your appointment with us will be a little longer than other notarization appointments. We say this because we often need to determine how to sign your document properly before we can proceed with an apostille or authentication.
However, the full apostille process — including the government step — can take several weeks after you sign your document with us. This second step depends on how you send the documents to and from the government, and what their working queue time is when they get the documents. BC’s Ministry of Attorney General office will often say what their current working queue time is on their website.
If you have a deadline, start the process as early as possible.
The bottom line
If someone tells you that you need an apostille, don’t panic. Call us, tell us the destination country and what you plan to use the document for, and we will help you figure out your options. This is a process we handle regularly, and we will make sure you know what to expect at every step.