Certification of documents. Legalization
What is an Apostille?
Under The Hague Apostille Convention, signatory countries of this treaty have agreed to recognize public documents issued by other signatory countries, providing those documents are authenticated by the attachment of an internationally recognized form of authentication known as an “apostille”. An apostille ensures that public documents issued in one signatory country will be recognized as valid or legal in all other signatory countries.
As Canada is not a signatory to this Hague Convention, it is not possible to obtain an apostille on Canadian documents. To be recognized in a foreign country, Canadian documents must be “authenticated and legalized.
What is the authentication and legalization process?
The authentication and legalization process enables your Canadian documents to be recognized in Ukraine. This two-step process involves first, having your documents authenticated at the Department of Foreign Affairs (DFATD) http://www.international.gc.ca/department-ministere/authentication-authentification_documents.aspx.
Next, they must be legalized at the consular service of the Embassy of Ukraine to Canada (Consular district: National Capital region, Quebec, Manitoba, New Scotia, New Brunswick, Newfoundland, Prince Edward Island) or by
the General Consulate of Ukraine in Toronto (Consular district: Provinces of Alberta, British Columbia, Ontario, Saskatchewan, Northwest Territories, Yukon Territories and Nunavut. The applicants of these provinces are inviting to receive additional information from General consulate of Ukraine in Toronto.
1. The Embassy of Ukraine to Canada pursuant to the Vienna Convention on Consular Relations (1963), the Consular Statute of Ukraine, approved by Decree of the President of Ukraine 127/94, conducts legalization of documents issued by official bodies of Canada directed for circulation in Ukraine
2. The Embassy of Ukraine to Canada legalizes the following documents:
- original public documents issued by Canadian authorities registering acts of civil state and their notarized photocopies, translations and other documents, certified or issued by notaries.
- criminal record checks (police clearance) or fingerprint certificates
- Statements In Lieu of Certificate of Non-Impediment to Marriage Abroad
- education documents
- other documents:
- divorce certificates and similar divorce related documents
(divorce orders, divorce judgements etc.) Photocopies of these documents. However, they must be certified true copies, signed and sealed by a Canadian notary or commissioner of oaths.
- legal documents must be signed and sealed by a Canadian notary or commissioner of oaths.
- medical reports
3. If your documents are not listed above, please have them notarized before sending them for authentication and legalisation.
A few examples of documents that must first be notarized are:
- Canada Revenue Agency documents
- Citizenship and Immigration documents
- Industry Canada documents
- Registry of joint stock companies documents
- Holistic, TESOL or award certificates
- Apprenticeship certificates
All above mentioned documents before submitting to the Embassy for legalization must previously be authenticated by the Department of Foreign Affairs Trade and Development Canada (DFAIT) http://www.international.gc.ca/department-ministere/authentication-authentification_documents.aspx?lang=eng
(or certified by Commissioner for Oaths in Winnipeg if the document issued in Manitoba) 1034-405 Broadway, Winnipeg, Manitoba Canada R3C 3L6;
Tel. (204) 945 -2654; E-mail: firstname.lastname@example.org
1. Documents belonging to natural persons (citizens) shall be accepted for legalization only if a passport or any other document identifying person is provided; When handing in documents for legalization belonging to or written out for another person, an applicant should present notaries letter of attorney issued by the owner of these documents. All citizens handing in their documents for consular legalization shall fill in the application from.
2. Documents of legal entities shall be accepted if the application letter on a letterhead with a requisite and a seal of the enterprise is provided. Such application letter must contain: a list of documents, purpose for legalization of documents, information about a person authorized to hand in documents. Where necessary the Consular officer may require other (additional) documents to ascertain the facts indicated in documents subject to legalization.
- If one document consists of several sheets, all sheets must be stapled so that the attempts (casual or aforethought) to disconnect them were visible
- The sheets can be sewn together or fastened using metal capsules or any other means.
The applicant has to submit also the photocopy of each document with his application.
Consular fees and payments
Consular fees for legalization shall be paid by money order or check certified on the name of the Embassy of Ukraine to Canada:
regular procedure (3 working days or more) - 70 CAD per personal document; 205 CAD per document of legal entities.
In case of legalization on urgent procedure (up to 2 working days) the double consular fee is to be paid.
Mail your documents for legalization
You can use courier services (UPS, FedEx, DHL...) or mail your application and authenticated papers for legalization to the consular section of the Embassy of Ukraine to Canada if you live far away from Ottawa
The consular section is located at:
331 Metcalfe street, Ottawa, ON, K2P 1S3
Telephone number: 613 230 8015
We recommend use the services of Canada Post. In this case a return self-addressed postage-paid envelope should be enclosed to the application on legalization addressed to the consular section.
Please be sure to send your documents to the Consulate that has jurisdiction over the district of your residence:
Consular district of the Embassy of Ukraine to Canada: National Capital region, Quebec, Manitoba, New Scotia, New Brunswick, Newfoundland, Prince Edward Island
Consular district of the General Consulate of Ukraine in Toronto Consular district: Provinces of Alberta, British Columbia, Ontario, Saskatchewan, Northwest Territories, Yukon Territories and Nunavut.
The applicants of these provinces (consular district of Toronto) are inviting to receive additional information from the General Consulate of Ukraine in Toronto.
Address: 2275 Lake Shore Blvd West, Suite 301 Toronto, ON, M8V 3Y3. Phone: (00 1 416) 763-3114, (00 1 416) 763-3115
Fax: (00 1 416) 763-2051
Business hours and address
Hours to submit documents:
Monday and Wednesday: 13.00 – 16.00
Tuesday, Thursday, Friday – 9.00-12.00
Hours to release documents
Monday and Wednesday: 13.00 – 16.00
Tuesday, Thursday– 14.00-16.00
Friday – 14.00-15.00
Adress: 331 Metcalf street, Ottawa, ON, K2P 1S3
Telephone number: 613 230 8015 E-mail email@example.com
Legalization of documents originated in Ukraine
The Embassy does not legalizes documents that originate in Ukraine.
The information of consular legalization of these documents may be obtained in the Consular Department of MFA of Ukraine: http://mfa.gov.ua/en/consular-affairs/consultation/legacy