Deputy Provincial Secretary’s Office – Edmonton, AB

About the Deputy Provincial Secretary’s Office

The Deputy Provincial Secretary’s Office in Edmonton serves as the designated competent authority for the Authentication of Documents in Alberta. Located in the historic Bowker Building near the Alberta Legislature, this office plays a pivotal role in the international legalization of public documents. Following Canada’s accession to the Hague Apostille Convention in January 2024, this office is now responsible for issuing Apostilles for Alberta-originating documents. This change has significantly streamlined the process for using Alberta documents abroad, replacing the former multi-step chain of authentication that required further legalization by foreign embassies.

Document Authentication and Apostille Services

The primary mandate of this office is to verify the signatures of public officials on documents such as birth certificates, marriage licences, and notarized affidavits. Once verified, an Apostille certificate is attached, making the document valid for use in over 120 member countries of the Hague Convention. For countries not party to the convention, the office continues to issue Certificates of Authentication. Common documents processed here include Vital Statistics records, educational transcripts/degrees, and corporate powers of attorney. It is crucial to note that this office does not validate the contents of the document, but rather the authority of the public official (e.g., Notary Public or Vital Statistics Director) who signed it.

Submission and Processing Guidelines

While the office is physically located on the main floor of the Bowker Building, public access policies have evolved. Currently, the office emphasizes mail-in submissions or the use of a secure drop-box system rather than over-the-counter walk-in service for immediate processing. Applicants are required to complete the “Request for Apostille or Authentication of Documents” form and include it with their original documents. The standard processing fee is typically $10 per document. Users are strongly advised to include a prepaid return envelope to ensure the secure return of their sensitive paperwork. Processing times can vary, so applicants should plan accordingly before their international travel or business deadlines.

Role in the Justice System

Operating under Alberta Justice, the Deputy Provincial Secretary’s Office acts as the guardian of the official signatures of Alberta’s public officers. The staff maintains a comprehensive database of signature specimens for all active Notaries Public and Commissioners for Oaths in the province. If a document is notarized, the notary’s signature and seal must match the records held by this office before an Apostille can be issued. This rigorous verification process maintains the integrity of Alberta’s legal and public documents on the global stage, preventing fraud and ensuring international trust.

Important Visitor Information

For those attempting to visit the Bowker Building, be aware that it is a government facility with security protocols. If in-person document drop-off is permitted, visitors may be subject to security screening. The building itself is a heritage site, and parking in the immediate vicinity (“Government Centre”) is often limited to paid street parking or nearby lots. It is highly recommended to check the official Alberta.ca website for the most current submission instructions, as the transition to the Apostille system has adjusted some procedural workflows regarding which documents (federal vs. provincial) go to this office versus Global Affairs Canada.