FBI Background Check & Federal Document Apostille Guide
U.S. Department of State-Issued Apostille Requirements
Federally-issued documents for use in countries that are members of the 1961 Hague Convention may need to be authenticated with an apostille issued by the U.S. Department of State. Documents signed by the following officials require an apostille issued by the U.S. Department of State:
- U.S. federal official
- U.S. consular officer
- A military notary, judge advocate (10 USC 1044a), or a foreign consul diplomatic official registered with the U.S. Department of State's Office of Protocol
Note: All certifications must include a legible signature of the official's name, title, and seal of the agency.
Examples of federally-issued documents include:
- Animal/Plant Certifications (issued by U.S. Department of Agriculture, or USDA)
- Animal Health certifications (issued by USDA)
- FBI – Background check (issued by U.S. Department of Justice, or DoJ)
- U.S. Federal Court Documents check (issued by DoJ)
- U.S. Bankruptcy Court check (issued by DoJ)
- Immigration Certifications (issued by U.S. Department of Homeland Security)
- Certificate of Foreign Governments (issued by U.S. Department of Health and Human Services, or HHS)
- Certificate of Pharmaceutical/Export (issued by HHS)
- Trademark (Issued by U.S. Patent and Trademark Office)
- Other documents issued by Environmental Protection Agency, Social Security Administration, or Office of Personnel Management
Requirements for federally-issued documents include:
- Must be executed by U.S. federal agencies
- Must include a legible signature of the official's name, printed name and title, and seal of the agency
- Must be on agency letterhead
What Documents:
Federally Issued Documents (Census Records, Shipping Manifests, Immigration Records)
Who:
The U.S> Dept of State Office of Authentications issues both apostilles and authentication certificates.
The Office of Authentications provides signed certificates of authenticity for a variety of documents to individuals, institutions, and government agencies to be used abroad. Apostilles authenticate the seals and signatures of officials on public documents such as birth certificates, court orders, or any other document issued by a federal agency or certified by a U.S. or foreign consul.
The country in which the document will be used determines the type of certificate needed:
- An apostille is for documents to be used in countries that participate in the 1961 Hague Convention Treaty.
- Authentication certificates are for documents to be used in countries that do not participate in the 1961 Hague Convention Treaty.
How to Request Authentication Services:
- Step 1) Complete Form DS-4194. Follow instructions. Be sure to include the document's country of use in Section 4 of Form DS-4194.
*Form DS-4194 has expired and includes the previous fee. Please use the expired form and include the new
fee of $20 for all services.
- Estimated timeline: Requests in 10 to 11 weeks from the date received. We are offering mail-in service but we are not currently offering in-person appointment service.
Mailing Address:
U.S. Department of State
Office of Authentications
CA/PPT/S/TO/AUT
44132 Mercure Cir.
PO Box 1206
Sterling, VA 20166-1206
You'll need to obtain an FBI background check, also known as a "identification history summary ("IHS")," if you've lived in the US for at least six months and are seeking for citizenship in another nation.
If you are requesting your FBI background check from within the United States, you have three ways of giving your fingerprints, which thankfully, none of them involve walking into an FBI office.
Step 1) Registering with FBI
Prior to choosing one of the below options, you must first create an account on the FBI website.
Step 2) Choose most suitable option
Option 1: Approved US Postal Office (fastest)
The first way is to go to one of the 181 approved U.S. postal offices to submit your fingerprints. This is the easiest, fastest option if available. If you have no criminal record, you’ll usually receive an email with the PDF results on the same day, and a copy in the mail within a week
Option 2: Approved FBI Channeler (second fastest)
The second way is to go to an FBI approved channeler to get your fingerprints taken and on a livescan machine and submitted to the FBI.
FBI-approved Channelers receive the fingerprint submission and relevant data, collect the associated fee(s), electronically forward the fingerprint submission with the necessary information to the CJIS Division for a national Identity History Summary check, and receive the electronic summary check result for dissemination to the individual. An FBI-approved Channeler simply helps expedite the delivery of Identity History Summary information on behalf of the FBI
Option 3: Mail Directly to FBI (slowest)
The third option is to physically submit your fingerprints to the FBI using an FD-1164 and mail it to them. This choice tends to be tedious because it involves physically shipping the documents, as well as attempting to ink your own fingerprints. This is the slowest option and can take weeks to receive your FBI report.
Step 3) Apostilling your FBI Background Check
Apostilling a document is a second step that requires you to send a paper copy of your FBI background check to the U.S. department of state, office of authentications. With the FBI background check, you’ll have to also include:
- Completed Form DS 4194
- A self-addressed envelope with postage (or shipping label);
- The appropriate fee for the apostille (currently $20)
After submitting the FBI background check to the office of authentications, you’ll typically have to wait three to six weeks to receive it back (assuming you properly made your request).
The form DS-4194 has detailed instructions on the third page. Read them and follow them carefully.
Apostilles vs Authentication Certificates
- Apostilles authenticate the seals and signatures of officials on public documents such as birth certificates, court orders, or any other document issued by a federal agency or certified by a U.S. or foreign consul. An apostille certifies the document(s), so the document can be recognized in foreign countries that are members of the 1961 Hague Convention Treaty.
The U.S. Department of State only issues apostilles for federal documents
to use in countries that are members of the 1961 Hague Convention.
- Authentication certificates are issued by the U.S. Department of State for the same purpose as Apostilles but for use in countries that are not members to the 1961 Hague Convention Treaty.
