Essential Stages of the Canadian Work Document Legalization Process: Must-Know Information Before Your Application is Rejected

Planning to work in Canada through Express Entry or a Provincial Nominee Program (PNP) requires precise document legalization. Small errors, such as incorrect translations or lack of proper authentication, often trigger rejections from Immigration, Refugees and Citizenship Canada (IRCC).

Since Canada joined the Hague Convention in 2024, it now accepts Apostilles from Indonesia via the Directorate General of AHU (Ministry of Law and Human Rights). However, the ECA (Educational Credential Assessment) through WES remains a critical key for education verification. Following these stages carefully can save you from a refund-less application fee of CAD 1,525 per adult. Here are the 10 essential steps for a smooth Federal Skilled Worker or LMIA-based application.

Step-by-Step Guide to Canadian Document Legalization

1. Understand Your Visa Type and Required Documents

Identify your pathway, such as the points-based Express Entry CRS or a specific PNP. Check canada.ca for specific checklists; never assume, as every program varies.

Action: Note that an ECA is valid for 5 years. Consult a Regulated Canadian Immigration Consultant (RCIC) if you are unsure; a small consultation fee can save you from a major loss.

2. Prepare Original Documents and Certified True Copies

Obtain original diplomas and transcripts with the Dean’s stamp, along with your birth certificate.

Requirement: Ensure names match your passport exactly. Scan high-resolution 300 dpi PDFs (under 5MB). Damaged or missing documents can delay your process for months.

3. Translate Documents into English via Sworn Translators

Use a sworn translator registered with a recognized association. All diplomas, transcripts, and police certificates (SKCK) must be translated accurately.

Standard: Every page must have an official stamp. Self-translations or non-sworn translations will be rejected immediately by WES or IRCC.

Read Also: Key Values of Work Ethics and Corporate Culture in Canada: A Must-Read Before Starting Your Job

4. Notarize All Supporting Documents

Take your original translations to a Notary Public to certify the signatures. This is the first mandatory link in the authentication chain for diplomas, work references, and police records.

5. Legalize at the Directorate General of AHU for an Apostille

Apply online at ahu.go.id after notarization. Upload your scans; the Apostille process takes 3–7 days with a fee of approx. IDR 500,000.

Benefit: The official Apostille sticker is now recognized by Canada, replacing the old, cumbersome consular legalization.

6. Additional Authentication at the Ministry of Foreign Affairs (If Required)

For sensitive documents like the SKCK, some programs may still require manual authentication via kemlu.go.id. Check if your specific PNP requires this extra layer to confirm the AHU signature.

7. Apply for Educational Credential Assessment (ECA) via WES

Register at wes.org/ca, choose “ECA for Immigration,” and pay the fee (approx. CAD 230). Ship your Apostilled diploma and transcripts via DHL to WES.

Timeline: WES verifies directly with your university; the process takes 7–20 weeks. Once finished, enter your ECA reference number into your Express Entry profile.

8. Obtain the Police Certificate (SKCK)

Apply at skck.polri.go.id, selecting “Canada Visa.” It must be a fresh issuance (valid for 6 months).

Procedure: Translate, notarize, and Apostille the SKCK. A clean police record is the key to passing the character requirement.

9. Language Testing and Medical Examinations

Take the IELTS General or CELPIP (minimum CLB 7). Results are valid for 2 years. Additionally, schedule a medical exam with an IRCC-approved panel physician.

Digital Integration: Medical results (via HAP ID) are automatically sent to IRCC.

Read Also: Top 10 Industries in Canada Offering the Greatest Opportunities for Foreign Workers

10. Submit Application via the IRCC Portal and Monitor Progress

Create your Express Entry profile at canada.ca. Once you receive an Invitation to Apply (ITA), you have a limited window to upload all Apostilled scans and pay the processing and biometrics fees (CAD 85).

Tracking: Use your GCKey account to monitor status. Respond to any “Request for Evidence” (RFE) immediately to avoid refusal.

Systematic preparation is the only way to ensure your Canadian dream comes true. By following this legalization chain Sworn Translation, Notarization, AHU Apostille, and WES Assessment you reduce the risk of rejection by 80%. Stay updated with 2026 IRCC regulations to ensure a successful migration.

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