NOTARIZATION / LEGALIZATION OF DOCUMENTS

 

The two types of documents that may be notarized/legalized by the Philippine Consulate General in Calgary are as follows:

 

  1. Documents that are executed by individuals based in Alberta or Saskatchewan, and signed in front of a Consular Officer at the Philippine Consulate General; and

  2. Documents issued by Canadian agencies or institutions in Alberta or Saskatchewan that have the authentication by the authorities of Alberta (Deputy Provincial Secretary’s Office) or Saskatchewan (Ministry of Justice).

Both types of documents must bear a consular notarization or authentication of the Philippine Consulate General in Calgary, so that these documents will be accorded legal effect in the Philippines.

 

The Philippine Consulate General does not notarize or authenticate documents that are executed or issued in other provinces of Canada.

 

Following are forms of notarization:

I. ACKNOWLEDGEMENT OF DOCUMENTS

 

Persons executing an oath or making declarations in a document, such as Special Power of Attorney, affidavits, deeds, contracts, etc. except documents issued by the Provincial Governments of Alberta and Saskatchewan, must appear in person and sign the document before a Consular Officer at the Philippine Consulate General. The document will be notarized by the Consular officer in the form of an Acknowledgment or Jurat, as the case may be. The Consular Officer in this case performs the functions of a Notary Public. Hence, individuals personally appearing before a Consular Officer are no longer required to have their documents notarized by a local/Canadian Notary Public before submitting the same for notarization by the Philippine Consulate General.

 

Following are the requirements:

 

  1. Present the document/s to be notarized plus one (1) photocopy of said document/s.

  2. Present valid photo ID/s (e.g. Philippine or Canadian passport, driver’s license) of the signatory/ies. (Note: The name/s of the signatory/ies in the document and in the photo ID presented must be the same.)  

  3. Sign said document/s in front of the Consular Officer, with two witnesses also signing over their printed names in the document/s.

  4. Attach a photocopy of the valid photo ID (item no.2 above) to (a) the original document and (b) the document copy. The original set will be returned to the applicant after the notarization process, while the second set (photocopy of the original) will be for the Consulate’s files.

  5. Fee: CAD 36.25 per document (cash only)

Please Note:     The Philippine Consulate General does not have a photocopying machine for public use.

Applicants who applied in person but who want their documents mailed back to them should also submit a prepaid self-addressed mailing envelope along with the regular requirements.

Applicants who are unable to appear in person at the Philippine Consulate General for Acknowledgement of their documents must follow the procedures and requirements for “Authentication of Documents” (please see Item II below).

II. AUTHENTICATION OF DOCUMENTS

 

Canadian documents issued by agencies or institutions in Alberta or Saskatchewan (e.g., birth certificates, marriage certificates, permit to practice any profession, employment certificate, hospital records, police clearance, driver’s license, and other private documents) that are to be used in the Philippines must first go through local / Canadian authentication procedures before the Philippine Consulate General can in turn notarize/authenticate said documents. Canadian documents without the proper authentication by authorities in Alberta or Saskatchewan, even if presented in person by the applicant, will not be accepted for notarization by the Philippine Consulate General.

Documents mentioned under “Acknowledgement” (please see Item I) likewise need to go through local / Canadian authentication procedures prior to authentication by the Philippine Consulate General, if those executing the document could not appear in person before a Consular Officer at the Philippine Consulate General.

 

 

Following are the procedures for Authentication:

A. FOR THOSE BASED IN ALBERTA:

 

1.Have the document notarized by a local notary public.

2. Send the notarized document for provincial authentication to Edmonton. The document containing the local notary public's original signature and seal can be mailed, brought in person, or delivered by courier to the Deputy Provincial Secretary's Office along with a written request for the authentication.  Please contact said office for information on fees to be paid.

The address of the office is:

Deputy Provincial Secretary's Office

Room 111, 9833 109 Street, Edmonton AB T5K 2E8

 

The certificate(s) with the document(s) attached will be returned to the requestor by mail, unless other arrangements are desired. Any additional delivery expense, such as the cost of a private courier, will be the responsibility of the person making the request.

For additional information on this service, please contact the Registrar, Official Documents and Appointments at 780-427-5069.

Source: https://justice.alberta.ca/programs_services/official/pages/authentication.aspx

3. When the applicant receives the Alberta-authenticated document, it should then be mailed to the Philippine Consulate General in Calgary for consular authentication, along with a bank draft in the amount of CAD 36.25 payable to “PHILIPPINE CONSULATE GENERAL”, the applicant’s contact details (cellphone number and email address), and a prepaid self-addressed mailing envelope.

The Consulate’s mailing address is:

Philippine Consulate General

Suite 920   517 10 Ave SW, Calgary AB   T2R 0A8

 

4. After processing by the Philippine Consulate General, the authenticated document will be mailed to the applicant using the prepaid self-addressed mailing envelope provided.

 

 

B. FOR THOSE BASED IN SASKATCHEWAN:

 

1. Have the document notarized by a local notary public.

2. Send the notarized document to Regina for notarial signature authentication at the following address:

Ministry of Justice

Authentication Services

800 - 1874 Scarth Street, Regina SKS4P 4B3

Phone: 306-787-2951

 

The document is then stamped with the Great Seal of Saskatchewan and is considered authenticated.

 

Please call the said office for information on the authentication fee and date of release of the authenticated document/s. The applicant may then arrange to pick up the document/s in person or have them mailed back to him/her by providing a prepaid self-addressed mailing envelope.

 

Source: https://www.saskatchewan.ca/government/notarize-documents-publications-saskatchewan-maps-and-other-publications/authenticating-notarized-documents

 

3. When the applicant receives the Saskatchewan-authenticated document, it should then be mailed to the Philippine Consulate General in Calgary for consular authentication, along with a bank draft in the amount of CAD 36.25 payable to “PHILIPPINE CONSULATE GENERAL”, the applicant’s contact details (cellphone number and email address), and a prepaid self-addressed mailing envelope.

 

The Consulate General’s mailing address is:

Philippine Consulate General

Suite 920 517 10 Ave SW

Calgary AB T2R 0A8

 

4. After processing by the Philippine Consulate General, the authenticated document will be mailed to the applicant using the prepaid self-addressed mailing envelope provided.

 

 

IMPORTANT  REMINDERS:

 

  • The Philippine Consulate General does not take any responsibility for the contents of the documents it notarizes.  

 

  • Processing takes three (3) working days, counted from the next day following receipt of application, before the documents mailed to the Philippine Consulate General are returned by mail to the applicants, provided the requirements and procedures listed above are complied with. The Philippine Consulate General is NOT RESPONSIBLE for any delay or loss in the mail or any other uncontrollable circumstances surrounding the notarization or authentication of the documents.

 

  • Applicants may also opt to pick up their notarized documents after three (3) working days, counted from the next day following receipt of application. Please note the following schedule for pick up of documents:

 

Monday – Friday                         4:00 PM – 5:00 PM

                                  Saturday Consular Service*        9:00 AM – 12:00 PM (once a month only)

 

* Please refer to our advisory on the dates of the Saturday Consular Service at

  www.philcongencalgary.org/hours

 

  • Notarized documents will only be released to the applicant himself/herself. If the applicant is unable to personally pick up the document, he/she may authorize a representative who is of legal age. The representative should present the following:

 

  1. Original Official Receipt issued by the Philippine Consulate General for the notarization of the document

  2. Original authorization letter from the applicant explaining the reason for his/her inability to personally pick up the document

  3. Photocopy of applicant’s valid passport or photo ID

  4. Representative’s valid photo ID and photocopy thereof

 

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