How to translate a Canadian diploma for use in another country?

A diploma obtained in Canada guarantees a high level of education and opens up many opportunities, but abroad it needs to be more than just translated — often it has to go through a complex multi-stage process of legalization, nostrification, and compliance with local standards. Below is a comprehensive step-by-step guide covering the entire cycle of preparation, submission, and validation of your document in another country.

1. Clarify the requirements of the destination country

The first and most important step is to find out which authorities in that country are responsible for recognizing foreign educational documents. Usually, these are:

  • Ministry of Education or equivalent central government agency
  • Special accreditation and nostrification agencies
  • Professional associations (for doctors, lawyers, engineers)
  • Universities or educational institutions you plan to enroll in

Contact the consulate or embassy of that country in Canada in advance, visit their official websites, and download the regulations. Pay attention to the following points:

  • Which countries are parties to the Hague Convention on Apostilles (is your country a party)?
  • Do you need an apostille or consular legalization to legalize your diploma?
  • What are the application processing times?
  • What are the translation requirements (certified translation agency, notarization)?

2. Obtaining certified copies of originals

Before submitting documents for translation, prepare:

  • The original diploma and transcript with the signatures and seals of the university
  • Certified copies from the registration department of the educational institution or a notary
  • If the diploma has been lost, order a duplicate from your university by contacting the registration office

Certified copies ensure that subsequent legalization and verification will proceed without delay.

3. Qualified translation of documentation

Choosing a translator

  • Use the services of a certified or sworn translator recognized in the country of destination
  • The translation agency must be officially accredited by a court or the Ministry of Justice of the relevant region

Translation requirements

  • The translation must accurately reproduce the structure of the document: university name, degree, full name, date of issue, etc.

  • Every signature, seal, or stamp in the original must be reflected in the translation (for example: “[University seal in the lower left corner]”)

  • The translation of the diploma and the supplement shall be made in separate documents, with the diploma number, series, and date indicated

Format and deadlines

  • Find out in advance how long the translation will take (from a few days to two weeks)
  • Check whether the agency notarizes the translation at the same time as the work is done.

4. Notarization and legalization

Notarization

  • A notary confirms that the translator has signed the document and that the translation or copy of the original is true.
  • In many Canadian provinces, notaries have limited jurisdiction, so contact lawyers or specialized firms that provide consular services

Apostille vs. consular legalization

  • The Hague Convention applies to documents that will be used in participating countries. Use an apostille if the country of destination recognizes it.
  • Canada is not a party to the convention, so consular legalization is used instead of an apostille:

  1. Notarization in the province where you live

  2. Confirmation of the notary's signature at the Ministry of Justice or the provincial education department

  3. Legalization at the consulate or embassy of the destination country in Ottawa or through designated agencies

Processing time

  • Notary: 1–3 business days
  • Local legalization: 5 days to 1–2 weeks
  • Consular department: 2 weeks to one month (depending on workload and country)

5. Submission for nostrification (equivalency)

Types of nostrification

  • Centralized through state agencies (ministries of education)
  • Decentralized through specific universities or professional councils
  • Commercial services (WES, IQAS, ICAS, etc.) — international organizations that evaluate diplomas and issue certificates of equivalence

Procedure and documents

  • Application form indicating the country, degree, university, and program

  • Certified and legalized copies of the diploma and supplement

  • Notarized translation of documents

  • Additional documentation: program descriptions, curricula, university accreditation certificate in Canada

  • Verification at the issuing university (some agencies send a request directly to the Canadian university to confirm authenticity)

Evaluation and equivalence

  • The agency compares your courses and credits with local standards
  • Possible outcomes: full equivalence, partial equivalence (with a request to complete additional modules or exams), or rejection
  • For professionals in regulated professions (medicine, law, engineering), there may be separate tests or internships

6. Additional requirements for professional associations

Medical professionals, lawyers, engineers

  • Membership in a professional association or council is often required

  • Passing professional exams (National Nursing Assessment Service, Engineers Canada accreditation, etc.)

  • Proof of work experience in Canada: letters of recommendation, contracts, references from employers

Continuing professional development

  • Find out if you need to take refresher courses or seminars abroad

  • Prepare for local exams on professional ethics, standards of practice, and local legislation

7. Reputation support: recommendations and letters of reference

  • Collect letters of recommendation from teachers and employers in Canada, with a detailed description of your achievements and competencies

  • Write a course description with details: number of hours, assessment methods, practical exercises

  • Prepare a portfolio with scientific publications, projects, training certificates

8. Update your professional profiles

After completing all procedures:

  1. Obtain an official certificate of equivalence and save it in electronic and printed form

  2. Update your resume (CV), LinkedIn, professional platforms, indicating the local equivalent qualification

  3. Indicate the agency details (WES, IQAS, etc.), certificate number, and date of issue

  4. When applying for a job, attach copies of your legalized diploma and certificate of equivalence

9. Planning deadlines and budget

  • Translation and notarization: CAD 200–400 (depending on the volume and agency)

  • Legalization in the province and consulate: CAD 100–200 for each stage

  • Nostrification through international services (WES): USD 200–300

  • Additional costs: courier services, apostille/legalization of each document, consular fees

10. Useful tips and recommendations

  • Start the process early — preferably at least six months before you plan to use your diploma abroad
  • Keep all receipts, notes, emails, and confirmation letters
  • Create a detailed checklist with all stages and contacts of responsible persons
  • If you encounter any difficulties, contact international education specialists or specialized agencies

Transferring and recognizing a Canadian diploma in another country is a complex but entirely feasible process if you prepare thoroughly. Following all the steps, ensuring that your documents are legally valid, and taking a professional approach will guarantee that your Canadian qualification is recognized internationally and opens new doors for career development and further study.