Some documents cannot be replaced by a scan or an electronic signature: the party on the other end needs the paper original, signed in ink, or a certified copy with a seal. Sending that one-of-a-kind paper is different from sending a brochure, because if it is lost there may be no quick way to recreate it. This guide explains how to think about wet-ink originals, notarized and certified documents, and apostilles in Québec, and what a courier can and cannot do for you. It is general information, not legal advice.
When a Scan Is Not Enough
Many transactions now accept electronic documents, but others still require paper. Typical reasons include a registry, court, bank, or foreign authority that insists on an original, a signature that must be witnessed in person, or a seal that cannot be reproduced on a photocopy. If you are unsure, ask the receiving party exactly what they will accept before you ship anything. The answer decides whether you need a courier at all, and which kind of delivery.
Original, Certified Copy, or Photocopy?
| Type | What it is | Courier handling |
|---|---|---|
| Wet-ink original | The document signed by hand on paper | Treat as irreplaceable: signature on delivery, tracked handoffs, scan a copy first |
| Notarial act | A document drawn up by a notary, often kept as the original ("minute") at the notary's office, with certified copies issued | Ask which version the recipient needs; the copy is often what travels |
| Certified copy | A copy confirmed as true by the person or body authorized to certify it | Ship flat and unmarked, because stamps and signatures must stay legible |
| Apostilled document | A document that carries an apostille certificate for use abroad | Keep the certificate attached exactly as issued |
| Photocopy or scan | An uncertified duplicate | Usually does not need a courier |
What an Apostille Is
Canada became a party to the Hague Apostille Convention, which took effect for the country in January 2024, replacing a longer process of embassy legalization for documents going to other member countries. In Québec, the provincial government issues apostilles, in French only, for documents originating in the province: originals or certified copies of items such as birth certificates, diplomas, court judgments, and notarial acts. Federal documents and documents from other provinces follow different channels, and some items, including driver's licences, health cards, and passports, cannot be apostilled at all. The rules, fees, and addresses change, so check the Québec government apostille pages before you send anything.
At the time of writing, the government's page says the application is made by mail: you complete the online form, print it, and send it with the document to the apostille office in Montréal. Returns go by regular mail without tracking unless you arrange a courier at your own cost. That is the gap a courier fills. Sending the package with a signed proof of delivery, and arranging a tracked return, gives you a record at each step for a document you cannot easily replace.
Packing an Original Properly
- Copy first. Scan or photograph every page before it leaves your hands, including seals and signatures.
- Do not staple or fold unless the issuing office told you to. Use a paper clip and a rigid envelope or flat mailer.
- Keep the original sealed in a clear sleeve if the recipient needs to see it undamaged.
- Label the outside with a reference, not the contents. Put names and case details on a cover sheet inside.
- Include a return envelope if the office requires one, and confirm the size and the postage rules.
- Write a packing list naming each document, so the recipient can confirm the count on opening.
Which Delivery Service to Ask For
For originals, the useful features are not speed alone. Ask for a named recipient, signature on delivery, a photo or timestamp at pickup and drop-off, and a sealed envelope that is not left with a neighbour or a front desk without authorization. Our overview of secure document delivery and our guide to chain of custody describe how those handoff records are built, and the legal service page describes what we provide for law firms and notaries.
What a Courier Cannot Do
- A courier cannot notarize, certify, or witness a document.
- A courier cannot decide which version of a document the recipient needs.
- A courier cannot give legal advice about whether an apostille or other certification applies.
- A courier cannot recover a document that was never copied; it can only give you a verified record of where it was.
Your lawyer, notary, or the receiving authority answers those questions. The courier handles movement and records.
Frequently Asked Questions
What is a wet-ink signature?
It is a signature made by hand on paper, as opposed to an electronic signature. Some recipients still require wet-ink originals, so confirm what they accept before you choose a delivery method.
Can a courier take my documents to be apostilled in Québec?
A courier can deliver your package and bring the documents back with tracked handoffs, but you must meet the application rules published by the Québec government. At the time of writing, requests are made by mail to a Montréal office, so check the current instructions first.
Does an apostille certify what the document says?
No. It confirms the origin of the document and the authenticity of the signature or seal, not its content.
Should I send the original or a certified copy?
Ask the receiving party. Many requests are satisfied by a certified copy, and the original of some documents, such as notarial acts, is kept by the notary who drew them up.
What if an original is lost in transit?
Replacement depends on the document and the issuing body, and it can take weeks. That is why you should scan before sending, use signature on delivery, and keep handoff records. See our guide to courier insurance and liability for what coverage means.
Treat the Paper as the Only Copy
Wet-ink originals reward a simple habit: assume the document cannot be replaced, and handle it that way. Copy it, pack it flat, name the recipient, and keep a record of each handoff. Check the requirements with the receiving authority before you book, and verify the apostille process on the government's page rather than relying on any third party summary, including this one.
Rush Expedited Courier delivers original documents for firms and individuals across the Montréal area. Tell us who must sign, what must arrive, and by when through the quote form. You can also read more about our legal courier service and how our insurance and liability works.
See also: courthouse document delivery in Montréal and tamper-evident packaging for courier shipments.