Apostille vs Notarization: What’s the Difference?

If you’ve been told your document needs to be “notarized and apostilled,” it’s easy to assume those are two names for the same thing. They aren’t. They do different jobs, they’re done by different people, and getting the order wrong is one of the most common reasons documents get rejected.

This guide explains what each one is, how they differ, and how to tell which ones you need. By the end, you should know exactly what to do first and what to do next.

The Short Answer: What’s the Difference Between an Apostille and Notarization?

Notarization is done by a notary public. They confirm who signed a document, witness the signature, or certify that a copy is a true copy. An apostille is issued by a government authority. It confirms that the notary’s (or other official’s) signature and seal are genuine, so the document can be accepted in another country that belongs to the Hague Apostille Convention.

In short: notarization is about the person signing. An apostille is about the official who handled the document.

For many documents going abroad, you need both, in this order: notarization first, then the apostille.

What Is Notarization?

Notarization is a formal step where a licensed notary public (or, in some provinces, a lawyer who acts as a notary) checks and records something about a document. Depending on what you need, they might:

• Verify your identity using government-issued photo ID
• Witness your signature so there’s no doubt you signed it yourself
• Administer an oath or take a declaration, such as for an affidavit
• Certify a copy of an original document as a true copy

A notary also makes sure you’re signing willingly and understand what the document is. They’ll then sign it, add their official stamp or seal, and often record it in a notarial register.

What notarization does not do is prove the content of your document is true or legally sound. A notary confirms the signing process, not whether the facts in your document are correct.

Who can notarize varies across Canada. In most common-law provinces, notaries public are appointed by the province, and many lawyers hold that status. British Columbia has notaries public who aren’t lawyers. Quebec has its own system of civil-law notaries with a different role. Because of these differences, it helps to use a notary or lawyer who’s in the same province where you’ll apply for the apostille.

What Is an Apostille?

An apostille is a certificate attached to a public document. It confirms three things: that the signature on the document is genuine, that the person signing had the authority to do so (for example, as a notary or registrar), and that the seal or stamp on the document is authentic.

It exists because of the Hague Apostille Convention, an international agreement that simplifies how documents are accepted between member countries. Instead of making you go through several rounds of embassy or consulate verification, one apostille is enough for countries that belong to the Convention. You can see the official member list on the HCCH apostille page.

Canada joined the Convention on January 11, 2024. Before that, documents leaving Canada generally had to go through a longer legalization process.

An apostille doesn’t verify the content of your document, translate it, or guarantee that the receiving office will approve your application. It only confirms where the document came from.

Apostille vs Notarization: Side-by-Side

The easiest way to remember it: notarization makes your document credible in Canada, and the apostille makes that notarization credible abroad.

Why Both Often Go Together

Think of it as a chain of trust.

1. You sign a document in front of a notary.
2. The notary stamps and signs it, saying “I witnessed this.”
3. A government authority checks that the notary is real and authorized, then attaches an apostille.
4. An official in another country sees the apostille and knows they can trust the notary’s signature, and so the document.

Each step proves the one before it. Skip the notarization and there’s nothing for the apostille authority to verify. Skip the apostille and the receiving country has no easy way to check the notary.

When Do You Need Notarization Only?

Some situations only need a notary, with no apostille, because the document stays within Canada or the receiving party accepts notarization alone. Common examples include:

• Affidavits and statutory declarations used in Canadian courts or offices
• Certified copies of ID for a Canadian bank, lender or government office
• Travel consent letters for a child, when the destination or airline only asks for a notarized letter
• Real estate or business documents used domestically

If you’re not sure whether the receiving party will want more than a notary’s stamp, ask them in writing. It saves a lot of trouble.

When Do You Need an Apostille Only?

Public documents issued by an official body often don’t need a notary at all, because they already carry an official signature and seal. In those cases you can usually go straight to the apostille authority. Examples include:

• Birth, marriage and death certificates issued by a provincial vital statistics office
• Certified criminal record checks from the RCMP (federal documents go to Global Affairs Canada)
• Certain court documents certified by the court
• Corporate registry documents, depending on how they were issued

Check the issuing office’s rules first. Some authorities won’t apostille a notarized copy of certain public records, and want the original or a newly issued certified version.

When Do You Need Both?

You’ll typically need notarization first and an apostille second when the document is a private document, meaning something you or your organization created, or when you’re using a copy. Common cases:

• Power of attorney. You sign before a notary, then the apostille confirms the notary’s authority for use abroad.
• Affidavits and declarations for use overseas. Marriage eligibility, single-status declarations, financial support letters and similar documents.
• Certified copies of passports or other personal documents. A notary certifies the copy, and the apostille confirms the notary.
• Consent letters for adoption or relocation abroad. Often requested by foreign authorities.
• Business documents such as resolutions, agreements or authorization letters being used by a foreign branch or partner.
• Educational documents. Depending on the province, a notarized copy or a registrar’s certification gets apostilled.

If you want to see how the full process works from start to finish, our guide on how to get a document apostilled in Canada walks through each step, including how to find the right issuing authority.

The Correct Order: Notarize First, Then Apostille

This is the rule that trips up the most people. The apostille authority can only verify a signature it recognizes, and it keeps the signatures of notaries and officials on file. That’s why the order matters.

1. Prepare the document. Make sure it’s complete, but don’t sign it yet.
2. Meet the notary. Bring valid government photo ID. Sign in front of them.
3. Check the notarization. Make sure the notary’s stamp, signature and details are clear, and that the pages are intact.
4. Submit to the apostille authority. Send it to the correct federal or provincial office with the application and fee.
5. Receive the apostille. It’s attached to your document, ready for use abroad.

If you sign first and notarize later, the notary can’t witness the signature, and the document may be invalid for your purpose.

What About a Commissioner of Oaths?

Some provinces also have commissioners for taking affidavits, who can administer oaths and witness certain documents. In many cases, a commissioner’s stamp is enough for Canadian purposes, but it may not work for an apostille. Authorities usually keep signatures from notaries and certain designated officials on file, and may not have a commissioner’s.

If your document is going abroad and needs an apostille, check with the apostille authority before you use a commissioner. When in doubt, a notary public or lawyer-notary is the safer choice.

What Does Each Step Cost, and How Long Does It Take?

Fees and timing vary, so I won’t quote a single number. Here’s what to expect in general:

• Notarization is usually charged per document or per signature by the notary, and rates differ between providers.
• The apostille is charged by the government authority, usually per document, and rates and processing times differ between jurisdictions.
• Time is mostly driven by how quickly you can book a notary, how fast the authority processes requests, and courier time both ways.

Build in a buffer. If you have a deadline, such as a visa appointment, a court date or a closing date, work backwards and allow extra time for corrections.

Common Mistakes to Avoid

Treating a notary stamp as enough for use abroad. In many cases, foreign offices want an apostille too.

Getting the apostille before the notarization. The apostille certifies something that has to exist first.

Signing the document before meeting the notary. The notary has to witness your signature.

Using a notary outside the province where you’ll apply. The authority may not have that notary’s signature on file.

Assuming an apostille works everywhere. If the destination isn’t a Convention member, you may need legalization through the embassy or consulate instead.

Forgetting translation requirements. Apostilles don’t translate anything, and the receiving country may have its own rules for translations and when they have to be done.

Waiting until the last minute. Most delays come from rushing and having to redo a step.

Do You Need a Professional Service?

For a single, simple document, many people handle both steps themselves. It can be perfectly manageable if you know the requirements.

A professional service often helps when:

• You’re not sure whether you need notarization, an apostille or both
• Several documents need different treatment
• You’re outside Canada and can’t visit offices in person
• The stakes are high, such as immigration, adoption, court or business filings
• You’ve had a document rejected and need it fixed quickly

Our Apostille Services team can review your documents, tell you which steps you need for your destination country, and manage the notarization and apostille process so you only deal with one point of contact.

If you’re also using Canadian business documents abroad, such as a certificate of status or corporate resolutions, it helps to have your corporate records in order first. Our corporate compliance checklist for small businesses covers the records most foreign offices ask to see.

A Quick Decision Guide

Use this to work out your next step:

• Is the document issued by a government office (like a birth certificate)? You probably need an apostille only.
• Is it a document you created or signed yourself (like a power of attorney)? Get it notarized first, then apostilled.
• Is it a copy of an original? A notary may need to certify it, and then it can be apostilled, but check whether the authority accepts copies of that type.
• Is it staying in Canada? Notarization alone is probably enough.
• Is the destination not a Hague Convention member? Ask about legalization instead.
• Not sure what the receiving office wants? Ask them to confirm in writing before you start.

Final Thoughts

Apostille and notarization aren’t competing options. They’re two links in the same chain. Notarization confirms who signed and what they signed. The apostille confirms that the notary or official can be trusted outside Canada.

Once you know which type of document you have and where it’s going, the right steps are usually clear. Start early, confirm what the receiving office needs, and keep copies of everything before you send originals away.

This article is general information, not legal advice. Requirements, fees and processing times vary between authorities and change over time. Confirm current details with the issuing office, or speak with a qualified professional about your situation.