Your notary seal is relevant to documents notarized within your home province. These documents will be recognized by courts and government departments across Canada without any fuss. However, what happens when you notarize a document for use overseas?
Your document is not automatically considered to be notarized in that third party jurisdiction (other than the United Kingdom) unless it goes through a process called authentication and legalization. It is easy to get confused, most consulates and embassies use the terms interchangeably. However, the process is this: (1) the documents get notarized by you, (2) the document gets authenticated by either Global Affairs Canada or its provincial counterpart, (3) the document then gets legalized by the embassy or consulate of the destination country.
The process to get documents authenticated can be complicated. Global Affairs Canada is the federal government department overseeing the list of approved notaries nation-wide. During the pandemic, Global Affairs Canada closed down for in person visits and only accepted mail in authentication requests. As of the time of writing this article, the posted turn around time to get documents authenticated is 45 business days (not including weekends). The provincial counterparts, (Official Document Services, the Companies Dept etc.) are far easier to deal with and are often walk-ins. To determine whether you need Global Affairs Canada or its provincial counterparts, you will need to consult with the website of the consulate/embassy of the destination country. A general rule is that embassies require Global Affairs Canada, while consulates will accept the provincial counterparts.
The legalization and authentication course is a great add-on and revenue driver. Figuring out the process can be a lucrative addition to your notary services. You already have the notarized documents, why not also coordinate the legalization and authentication process? This underutilized part of the notary business is why I put together the legalization and authentication add-on to the notary training program. Let me know if you have any questions!
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