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

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

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Additional Services

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

My document contains a language other than English or French. Send me a fee quote for translation services.

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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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Authentication Service

Validating a Canadian document for international use is a 2 step process. For the first step choose the ALSC Authentication Service that best suits your timeline and budget. As Global Affairs Canada’s temporary rules make it impossible for any service provider to offer same day Authentication, for now we will only be offering our 3 and 10 business day services. To help, we have introduced our ALSC Smart Choice Service to make our Authentication service the most convenient in Canada but more importantly saving you money. When choosing your service make sure you Click the amount of 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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ALSC Smart Choice 3 Business Day - $175 for 1st document + $25 per additional. We do it all with FedEx pickup & delivery included within Canada. An $80-$150 Value! Convenient & Saves you money!

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Embassy Fee

The Embassy charges a fee per document which varies per country and sometimes by document type. When required in secured funds a standard $10 money order charge will be added. With some countries we will need to confirm the fee. If you do not see your country listed choose the world icon. Make sure to Click the number of documents you selected for Legalization.

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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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Embassy Legalization Service

Legalization at the embassy consulate is the second step. Processing times vary and are in addition to the authentication time. Make sure you Click the number of documents for Legalization that matches the number of documents you selected for Authentication.

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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. Outside Ottawa embassies include Argentina, Bahrain, Brazil, El Salvador, Germany, Italy, Oman, Spain, UAE

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ALSC Easy Shipping Solutions

Once your document is completed it needs to get back to you or wherever it needs to go. Simply choose the shipping solution that 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.

I chose the ALSC Smart Choice 3 Business Day Authentication FedEx pick up & delivery within Canada included

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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The estimated fees not including taxes is

Estimated Fees Not Including Taxes

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Thank you for using the Authentication Legalization Services Canada Inc. (ALSC) quote estimator we look forward to providing you a free no obligation quote for services. This estimate is an approximation and is not guaranteed or promised by ALSC. The estimate is based on information provided by the client and the requirements of Global Affairs Canada and the various foreign countries that may change without notice. Actual cost may or will change once all the project elements are finalized with the client. Prior to any changes of cost, the client will be notified.

The right to individual privacy is a matter our firm takes very seriously. Please be assured that the private information provided by our clients or collected by our staff is held in the strictest confidence. ALSC also complies with Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”).


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