death certificte apostille authentication legalizations steps Canada

 

Estate Apostille Authentication Legalization Canada The Why & How To

If you have a family member who has passed away in Canada or outside Canada and has left you an inheritance overseas or you are the appointed Trustee, you will probably be asked to provide some documentation. The exact documents you need vary depending on the country and the type of inheritance so your legal professional will be the best one to advise you on this. Typically, you will be required to provide a Death Certificate, a Will, and any other documents which prove the death of the individual and note your status as the inheritor (Affidavit, Power of Attorney, etc.). Once you have the necessary documentation, it is not as easy as simply taking those documents to the foreign country. This is because there is no way of knowing whether the Death Certificate, Will, Affidavit, or Power of Attorney made in Canada is real or not. Due to these concerns, multiple processes were developed to verify documents issued in foreign countries. The most common process used is called the Apostille, and you may have been told to have your Canadian documents apostilled for inheritance purposes. However, Canada does not use the apostille because it did not sign the Hague Apostille convention. Instead, Canada uses what can be simply described as an “older version” of the apostille process, a two step process called authentication and legalization. This two step process is legally equivalent to the apostille and involves two stamps: a stamp from Global Affairs Canada which validates the authenticity of the document, and a stamp from the embassy of the country wherein the document will be used, which makes it legally valid for use in that country (hence the terms authentication and legalization). If you have Canadian documents you need to use overseas for inheritance purposes, you will need to go through this two step process. Unfortunately, this two step process can be incredibly complicated due to changing requirements and fees. It can also take up to two months to process your Canadian documents for inheritance purposes. This is why we started providing this service over 25 years ago. Our head office located in Ottawa has a strong professional relationship with over 100 embassies as well as Global Affairs Canada. This allows us to be up to date on all changing requirements and fees, and gives us the ability to reduce your processing time by as much as 30 business days. Our experts are here to help you. Click below to get started or continue reading for more information about Canadian documents commonly required for inheritance purposes overseas.  

Certifying Canadian Will & Death Certificate for a Foreign Country 

If a family member passes away in Canada, a death certificate will be issued by the province wherein the death occurred. In some cases, the funeral home or hospital may also issue a similar document. To be clear, only the death certificate is valid for processing and it is processed as an original. Death certificates issued by the funeral home are not valid for processing, even if they are notarized. There are in fact some rare instances where additional supporting documentation is requested from the hospital or from the doctor who was present at the time of passing, but this is very uncommon and this document should never be given in lieu of a death certificate. Any document issued by the hospital or a health practitioner will need to be made into a notarized copy to be valid for processing. If you are having trouble finding the death certificate, it is easy to order a new one from the provincial vital statistics office. This can be done online and many vital statistics offices offer expedited services if you are in a rush. If you are currently outside of Canada you can have the death certificate ordered to our office to save processing time once you have confirmed use of our services. Many of our clients choose to do this, and we strongly recommend you do the same. However, make sure you contact us before sending anything to our office.  

Will Authentication Legalization for Estate Purposes 

Another Canadian document that is commonly requested in relation to inheritance purposes overseas is a notarized Will, notarized Affidavit, or notarized Power of Attorney. Most Wills are drafted and notarized prior to passing. In cases where the Will has not been notarized in advance, only a notarized copy of the Will can be processed. Note that you should check with the requesting party if a notarized copy of the Will is sufficient. In many cases it is ideal to process a notarized copy of the original Will, even if the original Will has already been notarized. This is because the original document is only issued once, and any document which is difficult or impossible to reissue should always be kept in a secure location and never processed as an original unless it is absolutely necessary. Affidavits and Power of Attorney are also commonly requested in relation to inheritance purposes overseas, either to provide further identification of yourself as the claimant or to give authority to a third party or family member overseas to handle the inheritance process on your behalf. This is a common occurrence and in these cases it is important to confirm whether the Affidavit or Power of Attorney can be authenticated and legalized (apostilled) in English or if it needs to be in the language of the destination country. Due to conflicting translation standards, we strongly recommend having your documents processed in Canada in English or French and then translated into the national language of the destination country once it has arrived there. This minimizes the chances of any issues or discrepancies due to the translations. As a rule of thumb, all Affidavits, Powers of Attorney, statements, and similar documents simply need to be signed in front of a Canadian lawyer/notary to be valid for authentication at Global Affairs Canada and legalization at the appropriate embassy. If you must have this document drafted in Canada in a language other than English or French, note there will be additional requirements for the authentication and legalization process.  

These documents can be a bit trickier to process, and if you’re having trouble figuring out what to do, save time and money by consulting with our experts instead. That said please remember that ALSC does not provide legal advice and cannot counsel you on what is required your Lawyer will be best to help you through the inheritance process. Our part starts after you have received the proper direction from your legal professional. At ALSC we have an A+ rating with the BBB, are proud members of the Canadian chamber of commerce, and have hundreds of verified 5-star reviews from satisfied clients on Google. Click the button below to become one of them and experience the highest quality service available in our industry.  

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Personal or Corporate Document

Are you using the Canadian document internationally for Personal or Corporate use?

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Additional Services

Some of our clients require a Notary before Authentication or would like to keep their original document so they request us to make a notarized copy. If this is you simply choose our Notary services. Translation services are required if your document contains a language other than English or French or if you need it translated to the foreign language. If this is you simply send us a scan of the document. We will send you a quote which is determined on a per word basis. If you want a scan of the official stamps on your Authenticated & Legalized document sent to you by email let us know. Make sure if requesting Notary or Digital Copies you choose the number you require.

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Yes, for $50 per document I want a Notarized copy for processing

Yes, send me a fee quote for translation services my document is not in English, French or the language I require

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Yes, for $15 per document I want a digital scan of the Authentication & Legalization stamps sent to me by email

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1, 3, 10 Business Day Authentication Service

Validating a Canadian document for international use is a 2 step process. First choose the ALSC Global Affairs Canada Authentication Service that best suits your timeline and budget. When choosing your service make sure you tell us how many documents you need Authenticated.

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Economy 10 Business Day - $100 for up to 10 documents

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Standard 3 Business Day - $125 for 1st document + $25 per additional document

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Priority 1 Business Day - $175 for 1st document + $25 per additional document

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Embassy Legalization Fee

The Embassy charges a fee to legalize your document which varies per country and sometimes by the type of document. To make payment easier and to save our clients time, if required in secured funds a standard $10 money order fee will be added to the legalization fee. With some countries we will need to confirm the fee upon confirmation of your order. For others simply select the amount of fees for the number of documents you need legalized. If you do not see your country listed choose the world icon. Please note that some fees are estimated as they change often.

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Albania

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Austria

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Algeria Corporate

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Algeria Personal

Argentina fee to be confirmed

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Australia

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Bahamas US$

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Belgium

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Bosnia & Herzegovina

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Brazil

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Bulgaria 1 Business Day

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Bulgaria 3 Business day

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Chile US$

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China Personal 4 Business day

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China Personal 3 Business day

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China Personal 2 Business day

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Colombia US$

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Costa Rica US$

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Croatia

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Czech Republic

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Dominican Republic Corporate US$

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Dominican Republic Personal US$

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Ecuador Corporate US$

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Ecuador Personal US$

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Germany Birth, Marriage, Death

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Germany Other documents

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Greece

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Honduras US$

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Iraq US$

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Israel

Italy fee to be confirmed

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Kazakhstan US$

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Kuwait Corporate

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Kuwait Personal

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Mexico

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Netherlands

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Panama US$30 + $2 per additional page

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Peru Corporate

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Peru Personal

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Philippines

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Poland

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Portugal

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Qatar Personal

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Romania

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Russia

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Spain

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Turkey

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Ukraine Corporate 1 Business day

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Ukraine Corporate 3 Business day

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Ukraine Personal 1 Business day

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Ukraine Personal 3 Business day

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UAE Personal AED$150

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UAE Corporate AED$2000

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United States US$

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My Country Is Not Listed

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Consultation with an expert one of the benefits before choosing ALSC

Give us 1 hour to receive your request and one of our friendly agents will be waiting for your call at your scheduled appointment, from anywhere in North America call 1-800-336-1132 or 011-613-226-1001 from outside North America.

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Embassy Legalization Service

Document legalization at the embassy consulate is the second step. Most will be able to legalize their document at an embassy in Ottawa. Others, due to government rules, will need to legalize their document at an embassy located outside of Ottawa. Country's that require outside Ottawa embassy legalization include: Argentina, Bahrain, Brazil, El Salvador, Germany, Italy, Oman, Spain. For the UAE it will depend where your document was issued. The UAE Toronto consulate will only process documents from Toronto and Southern Ontario, while the UAE Embassy Ottawa will legalize documents issued from the rest of Ontario and all other provinces. Select the legalization service that applies to the country where you will be using your document. The estimated legalization processing time is in addition to the authentication time and will be provided upon the confirmation of your order as it varies per country and changes often. Make sure the number of documents you select for Legalization matches the amount of documents you need Authenticated.

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Ottawa Embassy $125 1st document + $25 per additional

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Outside Ottawa Embassy $175 1st document + $25 per additional

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ALSC Easy Shipping Solutions

Once your document is authenticated and legalized it needs to get back to you or wherever it needs to go. To make this easy for you, but more importantly save you money, take advantage of our Free Priority FedEx overnight shipping available at any of our ALSC service centers in Victoria, Vancouver, Surrey, Edmonton, Calgary, Regina, Winnipeg, Toronto, North York, Mississauga, Montreal or Halifax. If you are not close to one of our ALSC service centers, or our Ottawa national office, not to worry we do have solutions for you. To make this easier for you we have teamed up with our shipping partners Canada Post & FedEx for your national and international delivery needs, simply choose the shipping solution the works best for you. Please note the quoted shipping fees are for delivery to most major centers for a standard envelope weighing no more than .5kg/1 lb.

Yes, I want to save $70-80 in FedEx shipping fees and drop off & pick up at an ALSC Service Center

Canada Post Xpress Regional Ontario or Quebec $20 Projected delivery 1-2 business days

Canada Post Xpress National Delivery in Canada $25 Projected delivery 2-3 business days

FedEx Canada $50 Next business day

FedEx USA $70 Next business day

FedEx Mexico- Europe $100

FedEx China $120

FedEx Middle East - South America $140

FedEx Russia $195

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