Summary
For Canadian spousal sponsorship, you only need to certify documents that are not in English or French; simple photocopies are sufficient for documents already in these languages.
IRCC requires "certified true copies," which verify a copy's authenticity, not "notarization," which verifies a signature on a document.
Any non-English/French document requires a three-part package: a certified copy of the original, a complete translation, and an affidavit from the translator.
Simplify the process and ensure IRCC compliance by using a professional service like Bluente's Certified Document Translation for fast, officially recognized translations.
You've finally decided to embark on the journey of sponsoring your spouse to come to Canada. As you start researching the application process, you're suddenly bombarded with terms like "certified true copies," "notarized documents," and "affidavits." The conflicting information online has you wondering if you need to certify every single document in your application package.
"It's a nightmare lol," as one Reddit user aptly put it. You worry about spending hundreds of dollars unnecessarily on document certification, but also fear having your application returned as incomplete if you don't certify enough.
Take a deep breath. The truth is that the certification requirements for spousal sponsorship documents are much simpler than they seem. For most applicants, certification is only required for documents that are not in English or French and therefore need to be translated.
This guide will cut through the confusion, explain exactly which documents need certification, and help you avoid the common and costly mistake of over-certifying your documents.
The Golden Rule of Spousal Sponsorship Documents: When to Certify vs. When to Photocopy
Let's start with the fundamental principle that will save you time, money, and stress:
If your document is already in English or French, you most likely only need to submit a simple photocopy.
This comes directly from Immigration, Refugees and Citizenship Canada (IRCC)'s official guide, which states that for most supporting documents in English or French, photocopies are sufficient.
Documents that typically only require simple photocopies (if in English or French):
Passport pages (all pages, including blank ones)
Sponsor's proof of status in Canada (PR Card, Citizenship Certificate)
Proof of income documents (T4s, Notice of Assessment)
Proof of relationship evidence (joint bank statements, leases, photos, chat logs)
Travel history documents
Identity documents
However, there is an important exception to this rule: You must provide certified copies of documents that are not in English or French. This is because these documents will also require translation, and IRCC needs to verify the accuracy of both the original document and its translation.
Decoding the Terminology: Certified True Copy vs. Notarized Copy
One of the biggest sources of confusion is understanding the difference between "certified true copies" and "notarized documents." Using these terms incorrectly can lead to unnecessary expenses and complications.
What is a "Certified True Copy"?
A certified true copy is a photocopy of an original document that has been verified as a true copy by an authorized person. The certification process involves:
The authorized person examines both the original document and the photocopy
They confirm the photocopy is identical to the original
They write on the copy: "I certify that this is a true copy of the original document"
They include their name, official position or title, signature, and the date
In Canada, authorized persons who can certify documents include:
Notary public
Commissioner of oaths
Lawyers (in some provinces)
Certain government officials
Outside Canada, a notary public is typically the most widely recognized authority for certifying documents.
What is a "Notarized Copy"?
Notarization is primarily concerned with verifying the identity of a person signing a document and the authenticity of their signature. A notary public's main function is to witness signatures and administer oaths.
The Crucial Difference: For submitting document copies in your spousal sponsorship application, IRCC requires certification (verifying the document copy's authenticity), not notarization (verifying a signature). Many applicants unnecessarily pay for notarization when simple certification would suffice.
The exception is when you need an affidavit (such as for translations), which does require notarization of the signature on the affidavit itself.
The Complete Guide to Translation Requirements
This is where certification becomes critical. For any document not in English or French, IRCC requires a three-part package:
A certified true copy of the original document
The full English or French translation of the document
An affidavit from the person who completed the translation OR certification from a professional translator
Method 1: Using a Professional Certified Translation Service
The simplest and most reliable approach is to use a professional service that provides certified translations specifically for official use, such as immigration applications. These services handle the entire process, ensuring your documents meet IRCC standards from the start.
For example, a service like Bluente's Certified Document Translation provides official translations by accredited professionals, delivered with the required certification affidavit, often within 24 hours. This eliminates the guesswork and potential for errors.
Important: Translations done by the applicant or their family members (spouse, parent, child, etc.) are not acceptable, even if they are fluent in both languages.
Method 2: Using a Non-Certified Translator + Affidavit
If a certified translator is not available, you can use any person who is fluent in both languages (who is not a family member). However, this person must provide an affidavit that:
Swears to the accuracy of the translation
Confirms their language proficiency in both languages
Is sworn in the presence of a commissioner of oaths or notary public
Applications submitted without the required translations and certified copies will be returned as incomplete, delaying your process significantly.
Document-by-Document Breakdown: What Needs What?
Let's get practical with a clear breakdown of common documents and their certification requirements:
Documents Requiring a Certified Copy + Translation (if not in English/French):
Vital records:
Marriage certificates
Birth certificates (for all applicants and dependent children)
Divorce certificates/decrees
Death certificates (if relevant)
Adoption papers
Legal name change documents
Police clearance certificates from countries where the applicant has lived for 6+ months since age 18
Civil status documents from government authorities
Country-Specific Examples:
India: Marriage certificates should be issued by the registrar of marriages and may require certification if not in English
Philippines: Birth certificates must be issued by the Philippine Statistics Authority (PSA, formerly NSO) and will require certification and translation if not in English
Documents Only Requiring Simple Photocopies (if in English/French):
Passports and travel documents
Proof of sponsor's status in Canada (PR card, citizenship certificate)
Proof of relationship evidence (photos, emails, social media, joint accounts)
Financial documents (bank statements, tax forms)
Employment records
Property documents
Remember: If any of these documents are not in English or French, they will need the three-part package (certified copy + translation + translator certification/affidavit).
Your Top Questions Answered: Common Scenarios and Pitfalls
Let's address some of the most common questions and confusions that arise during the document preparation process:
Q: For online applications, do I need to certify the PDF scan?
A: No. The certification happens to the physical paper document first. You get the original document certified by an authorized person, then you make a high-quality scan of that certified paper copy (showing the certification stamp/signature), and upload the resulting digital file. You don't certify the digital file itself.
Q: What about documents issued electronically, like some police certificates?
A: If a document was issued to you digitally by an official authority (with electronic signatures or verification methods), you typically don't need to print it out and have it certified. You can usually upload the original electronic file as you received it. However, if it's not in English or French, you'll still need to have it translated by a certified translator.
Q: My birth certificate is an official "government-certified copy." Do I need a notary to certify it again?
A: No. This is a common point of confusion. A document issued directly by a government authority (like a Vital Statistics office) that has official seals, stamps, or watermarks is already considered certified. You do not need to pay a notary to make a "certified true copy" of it again. Simply scan and upload the government-issued document you have.
Q: What is an Apostille and do I need it?
A: An Apostille is a form of international certification under the Hague Convention that authenticates the origin of a public document. If your document has an Apostille attached, it is considered fully authenticated and does not need additional certification by a Canadian notary. However, IRCC generally doesn't require Apostilles for spousal sponsorship applications.
Q: What if I can't access the original document to make a certified copy?
A: This is a common issue, especially when originals are held in government archives. The solution is to request a new, officially certified copy directly from the government body that issued it (e.g., ordering a new birth certificate from the provincial or state vital statistics office).
Q: Does my affidavit need to be notarized?
A: Yes. Unlike many other documents, an affidavit (like the one used for non-certified translations) must be notarized because it involves swearing to the truth of statements. The notary public or commissioner of oaths must witness the person signing the affidavit and administer the oath.
Final Checklist: Preparing Your Documents the Right Way
To save time, money, and stress, follow this simple approach:
Gather all original documents.
Separate them into two piles:
Pile 1: Documents already in English or French
Pile 2: Documents in other languages
For Pile 1 (English/French documents):
Make clear photocopies or high-quality scans
No certification needed for most documents
For Pile 2 (Non-English/French documents):
Take the originals to a notary public or commissioner of oaths to get certified true copies.
Provide these certified copies to a qualified translator.
Pro Tip: To simplify this step, you can use an all-in-one service like Bluente's Certified Document Translation. They manage the entire process, providing a certified translation complete with the necessary affidavit, which is crucial for IRCC applications.
Ensure you receive all three required items for each document: the certified true copy of the original, the complete translation, and the translator's certification or affidavit.
Before submitting, download the latest version of the official Document Checklist (IMM 5533) from the IRCC website to ensure you haven't missed anything specific to your situation.
The Bottom Line
The most important takeaway is this: Don't overcomplicate the process. For most documents already in English or French, simple photocopies are sufficient. Certification is primarily needed for documents in other languages that require translation.
By understanding these straightforward rules, you can avoid the common pitfall of over-certifying documents, save money on unnecessary notary fees, and ensure your application meets IRCC's requirements.
Remember, the goal is to provide clear, accurate documentation that proves your eligibility for spousal sponsorship—not to spend a fortune on document certification that isn't required in the first place.
Good luck with your spousal sponsorship application!
Frequently Asked Questions
What documents need to be certified for a Canadian spousal sponsorship application?
Only documents that are not in English or French require a certified true copy. If your document, such as a passport or proof of income, is already in English or French, a simple photocopy is typically all that is needed. The certification requirement is primarily for documents that must also be translated to verify the authenticity of the original document being translated.
Do I need to notarize all my documents for spousal sponsorship?
No, you do not need to notarize most documents. IRCC requires a "certified true copy," which verifies that a photocopy is identical to the original, not notarization, which verifies a signature. The main exception is an affidavit, such as one from a translator, which must be sworn in the presence of a notary public or commissioner of oaths and have its signature notarized.
Who can certify a true copy of a document in Canada?
In Canada, a certified true copy can be made by an authorized person who compares your original document to a photocopy and confirms it is a true copy. Authorized individuals include a notary public, a commissioner of oaths, and in some provinces, lawyers.
What are the IRCC requirements for translating a document?
For any document not in English or French, IRCC requires a complete submission package that includes three items: 1) a certified true copy of the original document, 2) a full and accurate translation of the document into either English or French, and 3) an affidavit from the translator swearing to their fluency and the translation's accuracy, or a certification from a professional translator.
Do I need to send my original documents to IRCC?
No, you should not send original documents unless specifically requested by IRCC. You should always send photocopies or, for documents not in English or French, certified true copies of the originals. Keeping your original documents is crucial as you may need them for other purposes or for verification later in the process.
How do I certify a document for an online application?
The certification process is done on the physical paper document before scanning. First, you take the original document and a photocopy to an authorized person (like a notary). They will certify the paper photocopy. Then, you create a high-quality scan of that certified paper copy, ensuring the certifier's stamp and signature are clearly visible, and upload the resulting digital file.
Can my family member translate my documents for my IRCC application?
No, translations from the applicant or their family members are not acceptable to IRCC, regardless of their fluency. This includes your spouse, parents, children, or any other close relative. The translation must be done by an independent, qualified translator who can provide an affidavit or professional certification.