Federal Apostille Document Checklist
Submitting the right documents the first time saves you days — sometimes weeks — of delays. Use our interactive checklist below to verify that you have everything needed for your federal apostille submission. Whether you are preparing an FBI background check for international employment, a patent for overseas registration, or a federal court order for use abroad, this checklist ensures your submission is complete and ready for processing.
Why a Checklist Matters
Incomplete submissions are the number one cause of apostille processing delays. Missing signatures, wrong document formats, or absent order details can add weeks to your timeline. Our checklist walks you through every requirement so nothing gets overlooked.
How to Use This Checklist
Select your federal document type below, then review each item on the checklist. Check off each requirement as you confirm it. Once every item is marked, your documents are ready to submit to our Washington, DC office for apostille processing.
Requirements That Apply to Every Federal Apostille
☐ Original document or agency-certified copy
☐ Document issued by a U.S. federal agency
☐ Legible text with no alterations or damage
☐ Document issued by a U.S. federal agency
☐ Legible text with no alterations or damage
☐ Visible agency seal and authorized signature
☐ Completed order form with destination country
☐ Payment for apostille processing ($120 flat rate)
☐ Completed order form with destination country
☐ Payment for apostille processing ($120 flat rate)
✓ Pre-Submission Document Review
✓ Washington, DC Processing
✓ Rejection Prevention
✓ $120 Flat Rate
Check Your Documents Below
Select your document type and verify each requirement before submitting.
Federal Document Requirements Checklist
Select your federal document type and destination country to see exactly what you need. All original documents must be mailed to our office for processing.
Document Requirements by Federal Agency
Each federal agency has specific document formats and requirements that must be met before the U.S. Department of State will issue an apostille. Below are the key requirements for the most commonly apostilled federal document types.
FBI Background Check (Identity History Summary)
- Original FBI Identity History Summary or No Record response
- Must be on official FBI letterhead with seal
- Cannot be a photocopy or digital printout
- Channeler results (e.g., Fieldprint, Accurate Biometrics) are accepted if they bear the FBI seal
- No expiration — but some countries require results within 6 months
USCIS Immigration Documents
- Certificates of Citizenship (N-560, N-561)
- Certificates of Naturalization (N-550, N-570)
- Must be the original certificate — not a photocopy
- USCIS seal and authorized signature must be visible
- Replacement certificates can be requested from USCIS if original is lost
USPTO Patent & Trademark Documents
- Certified copies of patents, trademarks, or registrations
- Must be obtained directly from the USPTO
- Requires the USPTO ribbon seal or embossed seal
- Status certificates and assignment records are also eligible
- Downloads from the USPTO website are not accepted — certified copies must be ordered
Federal Court Records
- Certified copies of judgments, orders, or decrees
- Must bear the court clerk's certification and seal
- Issued by a U.S. District Court, Circuit Court of Appeals, or Supreme Court
- PACER downloads are not accepted — must obtain a clerk-certified copy
- Bankruptcy court documents also require clerk certification
IRS Tax Documents
- IRS Tax Return Transcripts or Verification of Non-Filing letters
- IRS Letter 6166 (Certification of U.S. Tax Residency)
- Must be on official IRS letterhead
- Self-prepared tax returns (1040, etc.) are not federal documents and cannot be apostilled at the federal level
- Request certified documents directly from the IRS
USDA, FDA & SSA Documents
- USDA export certificates, phytosanitary certificates, and health certificates
- FDA Certificates of Free Sale or export certificates
- SSA benefit verification letters and Social Security statements
- Each must bear the issuing agency's official seal and signature
- Documents must be originals — agency website printouts are not accepted
Common Mistakes That Delay Your Apostille
We review every document before submitting it to the Department of State to catch these issues early. Here are the most common problems we see — and how to avoid them.
✕ Sending photocopies instead of originals
The Department of State only apostilles original documents or certified copies issued by the federal agency. Regular photocopies, even notarized ones, will be rejected.
✕ Missing or illegible agency seals
Faded, smudged, or partially visible seals are a frequent cause of rejection. If your seal is not clearly legible, request a replacement document from the issuing agency.
The Department of State only apostilles original documents or certified copies issued by the federal agency. Regular photocopies, even notarized ones, will be rejected.
✕ Missing or illegible agency seals
Faded, smudged, or partially visible seals are a frequent cause of rejection. If your seal is not clearly legible, request a replacement document from the issuing agency.
✕ Not specifying the destination country
The apostille certificate references the Hague Convention member country where the document will be used. You must indicate the destination country on your order form.
✕ Submitting state documents for federal apostille
State-issued documents (birth certificates, marriage licenses, state court records) require a state-level apostille from the Secretary of State — not a federal apostille from the Department of State.
The apostille certificate references the Hague Convention member country where the document will be used. You must indicate the destination country on your order form.
✕ Submitting state documents for federal apostille
State-issued documents (birth certificates, marriage licenses, state court records) require a state-level apostille from the Secretary of State — not a federal apostille from the Department of State.
How to Prepare Your Federal Documents — Step by Step
Follow these steps to ensure your submission is complete and ready for processing on day one.
Step 1
Identify Your Document Type
Determine which federal agency issued your document. This dictates the specific format, seal, and certification requirements your document must meet.
Step 2
Verify Document Authenticity
Confirm you have an original or agency-certified copy — not a photocopy. Check that the agency seal, signature, and all text are clearly legible and undamaged.
Step 3
Complete the Order Form
Fill out the submission form with your destination country, the number of apostilles needed, your preferred processing speed, and your return shipping method.
Step 4
Submit to Our DC Office
Mail or deliver your originals and order form to 400 8th St NW, Washington, DC 20004. You can also upload documents through our secure online portal to begin the review process while your originals are in transit.
Frequently Asked Questions About Apostille Document Requirements
What documents do I need for a federal apostille?
You need the original federal document (or a certified copy issued directly by the federal agency), a completed order form specifying the destination country and number of apostilles, and payment. The document must bear an original signature and seal from the issuing federal agency. Photocopies, scans, and notarized copies are not accepted.
Can I apostille a photocopy of my federal document?
No. The U.S. Department of State requires original documents or certified copies issued directly by the federal agency. Regular photocopies — even notarized ones — cannot receive a federal apostille. If you have lost your original, you will need to request a replacement or certified copy from the issuing agency before submitting for apostille.
What is the difference between a federal apostille and a state apostille?
A federal apostille is issued by the U.S. Department of State for documents originating from federal agencies (FBI, USCIS, USPTO, federal courts, IRS, etc.). A state apostille is issued by a state's Secretary of State for state-level documents (birth certificates, marriage licenses, state court records, notarized documents). You must use the correct authority based on which level of government issued your document.
What happens if my document is rejected?
If the Department of State cannot apostille your document, we contact you immediately to explain the reason and discuss your options. Common reasons for rejection include missing agency seals, unsigned documents, documents not from a recognized federal authority, or damaged/altered documents. We professionally review every document before submission to catch these issues early and minimize the risk of delays.
Do I need to include a cover letter with my submission?
While a separate cover letter is not required, you should include a completed order form with every submission. Your order form should specify the destination country where the document will be used, the number of apostilles needed, your preferred processing speed and return shipping method, and your contact information for status updates.
How do I know if my document needs a federal or state apostille?
Check which entity issued your document. If it was issued by a federal agency (FBI, USCIS, USPTO, IRS, SSA, USDA, FDA, or a federal court), it requires a federal apostille from the U.S. Department of State. If it was issued by a state or local government (vital records office, state court, county clerk, notary), it requires a state apostille from the relevant Secretary of State. Contact us at (760) 469-2997 if you are unsure.
Documents Ready? Start Your Federal Apostille Today.
Professional federal apostille processing from our Washington, DC office. $120 flat rate with pre-submission document review to prevent delays and rejections.
Or call us at (760) 469-2997 | Email: submissions@federalapostille.org
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