Passport Copy Apostille in Canada: Steps and Requirements

A Canadian passport is not apostilled as an original. Global Affairs Canada requires a notarized paper copy of the passport. The original passport is not sent with the request. The notary's signature and seal are authenticated, and the apostille is attached to that notarized copy. This page explains each step, the office that handles the request, and the mistakes that cause a return.

TL;DR

• A passport copy must be notarized first. The apostille then confirms the notary's signature and seal.
• Never enclose the original passport with the authentication request.
• The office that issues the apostille depends on where the copy was notarized, not where you live or where you are going.
• A certified true copy from IRCC is a different document from a notarized copy. Ask the receiving authority which one it wants.
• Fees and timelines differ by competent authority. Confirm the total before you submit.

Table of Contents

• What an apostille does for a passport copy
• Who asks for an apostilled passport copy
• Step-by-step: how to apostille a passport copy
• Notarized copy or certified true copy
• Which office issues the apostille
• Costs and timing
• Common reasons a passport copy is rejected
• Does an apostille expire
• Other documents follow other rules
• Our view on passport copies
• Order a passport copy apostille from us
• FAQ
• Sources

What an apostille does for a passport copy

An apostille is a certificate. It is issued by a competent authority. It is accepted in countries that are party to the Hague Apostille Convention. Canada's participation entered into force on January 11, 2024. The HCCH reports 130 contracting parties.

The apostille has a narrow scope. It authenticates the signature and seal of the official or notary who signed the document. It does not confirm that the passport information is true. It does not create a visa. It does not certify immigration eligibility. It does not replace a translation when the receiving authority requires one. The destination authority decides whether the document meets its own rules.

This is why a passport copy needs a notary. The competent authority does not look at the passport. It checks the notary. If the notary's signature cannot be recognized, the request is returned.

Who asks for an apostilled passport copy

Requests come from several groups.

• Professionals who apply for a work permit or a licence abroad.
• Families who relocate and register with a foreign authority.
• Students who enroll at a foreign university.
• Immigrants who file visa or residency applications.
• Businesses that appoint a representative or open an entity abroad.

In each case the foreign institution sets the rule. Some ask for the photo page only. Some ask for all pages. Some ask for a copy made within the last few months. Ask for the requirement in writing before you start.

Step-by-step: how to apostille a passport copy

Global Affairs Canada describes the process in its authentication guidance. The steps below follow it.

1. Confirm the destination accepts an apostille. Check that the country is party to the Hague Apostille Convention. If it is not, a longer legalization chain applies. See our page on apostille vs legalization in Canada.
2. Confirm what the receiving authority wants. Ask which pages it needs, whether the copy must be recent, and whether a translation is needed.
3. Make a paper copy. The copy must be on paper. A scan on a screen or a digital file does not work. Our page on why digital documents cannot be apostilled in Canada gives more detail.
4. Have the copy notarized. The notary must be one whose signature the competent authority can authenticate.
5. Send the notarized copy to the correct competent authority. The route depends on the place of notarization.
6. Receive the apostille. It is attached to the notarized copy.
7. Follow destination instructions. These may include translation or filing rules.

The original passport stays with you throughout. You keep the right to travel while the copy is processed.

Notarized copy or certified true copy

These two documents are often confused.

IRCC offers a certified true copy service. IRCC validates a reproduction against the electronic passport record, then signs and dates it. The service does not include passport pages that contain visas or stamps. Organizations may ask for signed or unsigned copies. IRCC advises applicants to ask the requesting organization which version it needs.

A notarized copy is different. A notary compares the copy with the original and attaches a notarial statement. That signature can be apostilled. A receiving institution may require this notarial copy for apostille.

Item	Certified true copy (IRCC)	Notarized copy
Made by	IRCC	A notary
Checked against	Electronic passport record	The original passport shown to the notary
Visa and stamp pages	Not included	Can be copied if the receiving authority asks for them
Used for apostille	Check with the receiving authority	Yes, this is the Global Affairs Canada requirement for identity documents

If the receiving authority has not said which it wants, ask first. The wrong choice costs time and money.

Which office issues the apostille

The competent authority is set by where the document was notarized or issued. It is not set by your home address or your destination. Global Affairs Canada's FAQ sets out the split.

• Ontario: documents notarized in Ontario go to Ontario's competent authority.
• Alberta, British Columbia, Quebec and Saskatchewan: each has its own competent authority.
• Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, Prince Edward Island, Yukon, Nunavut and the Northwest Territories: documents generally go to Global Affairs Canada.

Sending an Ontario-notarized copy to the wrong office is a common error. The request can be returned without authentication. Check the notary's province before you mail anything.

What the notary must do

The requirements page is clear on the point. The authority authenticates the notary's signature and seal. These do not qualify:

• A photocopy you made yourself.
• A commissioner stamp.
• An uncertified scan.

The notary should be a commissioned notary public. In Ontario, our documents are handled by a commissioned Ontario notary. We do not pass work to intermediaries.

Costs and timing

There is no single Canada-wide fee or turnaround. Global Affairs Canada's FAQ states that fees and processing times vary by competent authority. The Ottawa Authentication Services Section is listed at $0. Provincial authorities operate on their own and may set different fees and times.

Private services add their own charges. These can include a service fee, notarization and courier costs. Ask for the total before you submit. Courier choice also changes timing, so compare delivery speed, tracking and insurance, for example through an express courier service that lists these options.

Our published charges are these:

Item	Price
Notarization and certified true copies	35 CAD per document
Additional document 2	50 CAD per document
Additional documents 3 to 5	45 CAD per document
Additional documents 6 and more	40 CAD per document

Government fees are included in our upfront quote. The client sees the total before committing. Next-day and same-day tiers are on the pricing page.

Common reasons a passport copy is rejected

Most rejections have a procedural cause.

• The original passport was enclosed. Global Affairs Canada says it must not be.
• The copy was not notarized. A plain photocopy has no signature to authenticate.
• The notary signature was not recognizable. The authority has to be able to verify it.
• The wrong office received the request. The notary's province decides the route.
• The wrong pages were copied. The receiving authority may want more than the photo page.
• The copy is too old. The destination may apply its own freshness rule.
• A digital file was submitted. The copy must be on paper.

The notarization step is covered in our guide to apostille vs notarization. Remote signing is covered in online notarization and apostille.

Does an apostille expire

There is no universal Canadian expiry period. Global Affairs Canada's FAQ states that the apostille certifies the signature and seal at the time of issue. The receiving authority may still set a freshness rule. It may ask for a copy of a current passport. It may ask for a copy made within a set period.

The practical validity is set by the destination institution, immigration office, court, employer or consulate. Ask it before you order.

A passport also has its own expiry date. If the passport expires soon, a foreign authority may reject a copy of it. Consider renewing the passport before you start.

Other documents follow other rules

The passport rule should not be applied to every document. Global Affairs Canada's Step 2 page lists differences.

• Canadian identity documents, such as passports and driver's licences, require notarized copies.
• Diplomas and registrar-signed transcripts can be authenticated without notarization. See our guide to the high school diploma apostille.
• RCMP headquarters criminal-record checks may be accepted without notarization when they bear the required signature and dry seal. See RCMP apostille.
• Vital-statistics documents such as birth and marriage certificates are more restrictive. Global Affairs Canada accepts originals or certified copies from the relevant vital-statistics office, not notarial copies.
• Certificates of origin follow their own rules. See certificate of origin apostille.

People who file several documents for dual citizenship may need more than one office. See dual citizenship documents.

Apostilles are attached to paper documents, normally with staples or eyelets. If you need to keep an original, use an acceptable certified copy where the receiving country permits it.

Our view on passport copies

We handle passport copy requests for Ontario. These are our observations.

The notary step is where most problems start. People bring a photocopy that is cut off or unclear. They bring a copy of the wrong pages. They expect the apostille to cover the passport itself. We check the copy before filing. We review the pages against the destination requirement. We then notarize and file.

We file Ontario documents in person at the ODS counter. This allows same-day or next-day turnaround. Our typical turnaround is 2 to 3 days, and our range is 1 to 7 days depending on the tier. If a filing error is ours, we correct it at no extra cost.

We suggest one rule. Get the requirement from the receiving authority in writing. Then make the copy. The order matters. A copy made before the requirement is known is often made again.

We also suggest checking whether an apostille is needed at all. Some institutions accept a certified true copy from IRCC. Some accept a notarized copy with no apostille. We say so when the answer is that you do not need the service.

— Ken

Order a passport copy apostille from us

We prepare the notarized copy and file it with Ontario's competent authority. Government fees are in the quote. Review the options on our services page or the pricing page. For urgent requests, see same-day rush apostille. Local pages are available for Toronto, Mississauga and other Greater Toronto Area cities.

Before you order, have these ready:

• The original passport.
• The name of the destination country.
• The written requirement from the receiving authority, if you have it.
• The number of documents.

Our guide on questions that prevent a returned apostille lists what to ask any provider. The broader rules are in apostille requirements in Canada.

FAQ

Is an apostille done on the original passport?

No. Global Affairs Canada requires a notarized paper copy of a Canadian passport. The original passport is not enclosed with the request. The apostille is attached to the notarized copy.

How do I apostille a document in Canada?

Confirm that the destination accepts an apostille. Prepare the document in the right form, which for a passport means a notarized paper copy. Send it to the competent authority for the place of notarization or issue. Then follow any translation or filing instruction from the destination.

Which countries accept an apostille?

Countries that are party to the Hague Apostille Convention. The HCCH lists 130 contracting parties on its Apostille Section page. If the destination is not on the list, legalization applies instead.

Do apostilled documents expire?

There is no universal Canadian expiry period. The receiving authority may set its own freshness rule for the passport copy. Ask it how recent the copy must be.

Can I use an IRCC certified true copy instead?

Sometimes. An IRCC certified true copy is not the same as a notarized copy. Some receiving authorities need the notarial copy for apostille. Ask which version it wants before you order.

Sources

• Global Affairs Canada: requirements for your document (Step 2)
• Global Affairs Canada: authentication of documents
• Global Affairs Canada: frequently asked questions
• Global Affairs Canada: requirements
• IRCC: certified true copies of a passport
• HCCH: Apostille Section

Recommended

• Canada Apostille Rules
• Getting an Apostille in Canada: A Sample-Based Guide
• Apostille by Mail in Canada: A Checklist by Province
• Work Visa Apostille: A Canadian Applicant's Step-by-Step Guide