Authentication of Documents

Explanation: Documents issued in one country which need to be used in another country must be "authenticated" or "legalized" before they can be recognized as valid in the foreign country. This is a process in which various seals are placed on the document. Such documents range from powers of attorney, affidavits, birth, death and marriages records, incorporation papers, deeds, patent applications, home studies and other legal papers. The number and type of authentication certificates you will need to obtain depend on the nature of the document and whether or not the foreign country is a party to the multilateral treaty on "legalization" of documents. (A) If your document is intended for use in a country which is a party to a treaty called the Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents ("Hague Legalization Convention") (countries listed below), obtaining a special "apostille" certificate is generally all that is required.

Procedure (Part A):

Record the following in the designated book:

  • Name/Company
  • Document Description
  • Cash/Cheque ($75.00 per document)
  • Date received
  • Contact information 

Proceedure (Part B)

  • Ensure that the document is authorised/notarised by a government official
  • Ensure that the document to be authenticated is signed by someone authorised to do so by checking the Specimen signature file
  • Customers are required to pay beforehand
  • Send the book and the cash/cheque to the Accounts Department. (It is returned with the receipt)
  • The typist places the authentication stamp (specimen to be provided)
  • The Executive Officer or the Foreign Service Officer signs
  • A copy of the document and the receipt must be kept for records.
  • Call customer informing that the document is ready
  • Customer signs and dates in the book on receipt of the document.