Authentication Of Philippine Documents In Canada

Sometimes, I remember to feel grateful of how lucky I am to be in Calgary, just like when I had to get a special power of attorney (SPA) at the Philippine Consulate General in Calgary. I get to do errands and stroll in downtown which I never get tired of doing.

I was happy I didn’t have to travel far, like the time I renewed my passport in Vancouver back in the day when Filipinos were still waiting for a Philippine Consulate in Calgary to open.

But what about those who can’t go to Philippine Consulates for the authentication of Philippine Documents in Canada.

The article in Pinoy Times, one of the free newspapers for Filipinos, shows how to have a consularized documents without personal appearance.

So with personal experience and some reading, I decided to find out more about authentication. This post is what I came up with which I’m sharing to all my kababayan. Share also your experience.

Documents that Should Have Consular Notarization

In some cases, Filipinos must sent documents that are executed, signed or issued in Canada to the Philippines. For this document to have legal effect in the Philippines, it must have a consular notarization through acknowledgement, authentication etc. (You’ll learn more about the process later in the post.)

To keep it simple, we often refer to these documents as red ribbon; well, because the authenticated documents like the following will have a red ribbon with a dry seal:

• Special Powers of Attorney
• General Powers of Attorney
• Affidavits
• Deeds
• Contracts
• Assignments
• Letters of Patent
• Articles of Incorporation
• Certificates of Birth
• Marriage or Death

Tip: You can go online to get your birth certificate, marriage certificate, death certificate, or CENOMAR. Choose whether  the document will be delivered in the Philippines or abroad.

There are other official documents issued by authorities in Canada that can be authenticated for Philippine use.

Next, you’ll find out the different ways of consular notarization that are convenient, fast, and affordable.

2 Options for Authentication of Philippine Documents in Canada

I chose the first option. The process is cheaper and faster. Choose the option that fits your capability and availability. The methods vary but in the end you’ll have an authenticated Philippine document.

Option #1: Go to the Philippine Embassy or Consulate General in Canada.

This is the best option if you can come up with the document (such as dowloanding and filling up an SPA) and appear in person and sign the document before a Consular Officer at the Consulate General.

Related Post: Get Special Power of Attorney (for Filipinos) in Canada

Because the document will be notarized by the Consular officer, you can save time and money by not having the document notarized by a Notary Public before the submission of documents.

Requirements:

Acknowledgment (eg: Special Powers of Attorney, General Powers of Attorney, Deeds of Sale of Property, Deeds of Donation, etc.)

For Jurat (eg: Affidavits of Support and Consent, Parental Travel Permits, Complaints, Affidavits of Illegitimacy, Applications for Marriage License and Oaths of Professionals)

These are the requirements for both Acknowledgment and Jurat:

• Original and one (1) photocopy of the document
• Two (2) photocopies of 2 different forms of identification with photo (eg: passport, citizenship card, or driver’s license)
• Fee of C$ 33.75 (Cash or Money Order payable to the Philippine Consulate General)

For Certification (for SSS/GSIS purposes)

• Original and two (2) photocopies each of the following:
  • Passport
  • Citizenship card – if the applicant is a Canadian citizen (here’s how to apply)
  • British Columbia Care Card – if the applicant is a British Columbia resident
• ​Fee of C$ 33.75 (Cash or Money Order payable to the Philippine Consulate General) is charged per document authenticated

Processing Time: three (3) working days

How to Get the Authenticated Documents

Option 1: Claim the document at the Philippine Embassy or Consulate General
Option 2: Include with the regular requirements mentioned above a self-addressed Canada Post registered mail or ExpressPost envelope.

You already know by now the requirements and the process; for more information, you read more resources

• Philippine Consulate General in Calgary
• Philippine Consulate General in Toronto
• Philippine Consulate General in Vancouver
• Philippine Embassy in Ottawa

If the first option is not for you, I have two more ways on how you can authenticate a document in Canada for Philippine use.

Option #2: Mail the notarized document to Philippine Embassy or Consulate.

If you could not appear in person before a Consular Officer, this option is for you. Take note that you have to go through different processes and spend more time and money.

Procedure:

1. Have the document be notarized by a Notary Public
2. Have the Notary Public’s signature authenticated in the province where the document was notarized by:
   • Law Society (in case the Notary Public is a lawyer/barrister)
   • Society of Notaries Public (in case the Notary Public is not a lawyer)
   • If the Law Society or Society of Notaries Public is not available in your area, you can refer to the list of offices.
3. After receiving the document by any of the offices in the list below, send the document to the Philippine Embassy or Consulate (call to confirm the availability of the service). Add a self-addressed envelope to the requirements with your name and address as addressee. Do not forget to attach a copy of the ID page of your valid passport.

Related Post: Location of Philippine Embassy and Consulates in Canada

Requirements:

For Authentication (eg: documents that have been notarized by a lawyer/barrister or notary public and have been certified/authenticated by either the Law Society or the Society of Notaries Public):

• Original and one (1) photocopy of the document
• Photocopy of an ID of the person submitting the document to the Consulate
• ​Fee of C$ 33.75 (Money Order payable to the Philippine Consulate General).  Do not send cash in the mail.

List of Offices for Certification of the Signature and Authority

Authentication Division, Department of Foreign Affairs
Address: 125 Sussex Drive, Ottawa K1A 0G2
Tel No: (613) 995-3254
Fax:  (613) 944-0870
(For documents executed/notarized in the province of Ontario)

The Chambre des Notaries de Quebec
Address: 1801 Mc Gill College Avenue , Suite 600, Montreal, Quebec H3A OA7
Tel No: (514) 879-1793 ext. 5909 or 1(800) 263-1793 ext. 5909
(For documents executed/notarized in the province of Quebec)

The Law Society of British Columbia
Address: 845 Cambie Street, Vancouver, B.C. V6B 4Z9
Tel No: (604) 669-2533
(For documents notarized by a lawyer in the province of British Columbia)

The Society of Notaries Public of British Columbia
Address: Granville Street, Suite 621, Vancouver, B.C.
Tel No: (604) 681-4516
(For documents notarized by notaries public who are not lawyers in the province of British Columbia)

The Deputy Provincial Secretary’s Office
Address: 9833-109 Street, Edmonton, Alberta T5K 2E8
Tel No: (780) 427-5069
(For documents executed/notarized in the province of Alberta)

The Office of Consumer and Corporate Affairs
Address: 405 Broadway, Rm.1034, Winnipeg, Manitoba R3C 3L6
(For documents executed/notarized in the province of Manitoba)

The Office of the Lieutenant Governor
Address: 4607 Dewdney Avenue, Regina, Saskatchewan S4P 3V7
Tel No: (306) 787-4070
(For documents executed/notarized in the province of Saskatchewan)

Department of Justice
Mailing: PO Box 7, Halifax, Nova Scotia B3J 2L6
In person: 5151 Terminal Road, 4th Floor, Halifax, Nova Scotia
Tel. No. (902) 424-3296
(For documents executed/notarized in the province of Nova Scotia)

Department of Justice – Government of Newfoundland and Labrador
Mailing: P.O. Box 8700, St. John’s, NL A1B 4J6
Office of the Deputy Minister
In Person: 4th Floor, East Block Confederation Building
(For documents executed/notarized in the province of Newfoundland and Labrador)

Executive Council Office – Province of New Brunswick
Mailing Address: Chancery Place Floor: 6 P.O. Box 6000 Fredericton, NB E3B 5H1 Canada
General Information: (506) 444-4417
Reception : (506) 444-4417
Fax : (506) 453-2266
Email : Executivecounciloffice@gnb.ca
Website

Final Thoughts

I’ll admit that the process is quite confusing so let me know if something is missing or wrong information in the post.

At some point, will have to get a red ribbon in Canada and send it to the Philippines. One method is preferable than the other and I hope that we could simply go to one office for all the procedures.

But if you need to do the second option, may you have patience and time to do all the tasks. And don’t forget to share your experience.

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