Federal Apostille Requirements
Getting a federal document apostilled by the U.S. Department of State requires meeting specific eligibility and submission criteria. This comprehensive guide covers every requirement you need to know — from which documents qualify to exactly what you need to include with your submission. Whether you are apostilling an FBI background check for overseas employment, authenticating a federal court order for international legal proceedings, or preparing USCIS documents for immigration abroad, this page has you covered.
Who Needs a Federal Apostille?
Anyone who needs to use a U.S. federal document in a foreign country that is a member of the Hague Apostille Convention. Common situations include international employment, immigration, overseas education, foreign business registration, and legal proceedings abroad.
Federal vs. State Apostille
Federal apostilles are issued by the U.S. Department of State for documents originating from federal agencies. State apostilles are issued by the Secretary of State (or equivalent) in the state where the document was issued. The type of apostille you need depends entirely on the issuing authority of your document.
The Hague Convention Requirement
Apostilles are only valid in countries that are parties to the 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents. If your destination country is not a Hague member, you will need embassy legalization instead, which involves additional steps.
Documents Eligible for a Federal Apostille
The U.S. Department of State Office of Authentications issues apostilles for documents that originate from U.S. federal agencies and bear the signature of a federal official. Below is a comprehensive list of eligible federal documents organized by issuing agency.
| Federal Agency | Eligible Documents | Common Use Cases |
|---|---|---|
| FBI (Federal Bureau of Investigation) | Identity History Summary (background check), FBI clearance letters | International employment, immigration, visa applications, overseas adoption |
| USCIS (U.S. Citizenship and Immigration Services) | Certificates of citizenship, naturalization certificates, immigration records | Dual citizenship applications, immigration abroad, proof of U.S. citizenship |
| USPTO (U.S. Patent and Trademark Office) | Patent certificates, trademark registration certificates, certified copies | International patent/trademark registration, IP protection abroad, business expansion |
| U.S. Federal Courts | Court orders, judgments, certified court records, bankruptcy filings | International legal proceedings, enforcing judgments abroad, foreign litigation |
| IRS (Internal Revenue Service) | Tax return transcripts, IRS letters, tax compliance certificates, EIN confirmations | Foreign tax compliance, international business formation, residency applications |
| USDA (U.S. Department of Agriculture) | Phytosanitary certificates, health certificates, export certificates, inspection reports | Agricultural exports, food product exports, international trade compliance |
| FDA (Food and Drug Administration) | Certificates of Free Sale, export certificates, establishment registration letters | Pharmaceutical exports, medical device exports, international product registration |
| Social Security Administration (SSA) | Benefit verification letters, Social Security statements, SSA-issued letters | Pension transfers abroad, foreign residency applications, proof of benefits |
| Department of Defense (DoD) | DD-214 (discharge papers), military service records, military court records | Veterans benefits abroad, international employment verification, military retirement overseas |
| Department of Education | Federal student records, accreditation letters, federal education certifications | Studying abroad, foreign credential evaluation, international teaching positions |
| Department of Commerce | Certificates of origin, commercial invoices, export documentation | International trade, customs clearance, foreign business registration |
| Department of State | Consular Reports of Birth Abroad (CRBA), passport records (limited) | Citizenship verification, foreign civil registration, identity documentation abroad |
| Other Federal Agencies | Any document bearing the signature and/or seal of a federal officer | Varies by document type and destination country requirements |
Not sure if your document qualifies? Contact us at (760) 469-2997 or email submissions@federalapostille.org — we will confirm eligibility at no charge.
Documents That Do NOT Qualify for a Federal Apostille
Understanding which documents are ineligible is just as important as knowing what qualifies. The following documents cannot be apostilled through the U.S. Department of State and require a different authentication process.
State-Issued Vital Records
Birth certificates, death certificates, marriage certificates, and divorce decrees issued by state or county agencies must be apostilled by the Secretary of State in the issuing state — not the U.S. Department of State.
State Court Documents
Records from state courts, including state court orders, judgments, and certified copies of state court proceedings, must be authenticated through the state where the court is located.
Notarized Private Documents
Private documents that have been notarized (such as power of attorney, affidavits, or corporate resolutions) are apostilled at the state level through the Secretary of State in the state where the notary is commissioned.
University Diplomas & Transcripts
Academic documents from private or state universities are not federal documents. These typically need to be notarized first, then apostilled at the state level. Only documents from federally-operated institutions may qualify for federal apostille.
Driver's Licenses & State IDs
State-issued identification documents are not eligible for any apostille. These documents are generally not accepted for international authentication purposes. Passport copies may be used as identity verification abroad instead.
Foreign Documents
Documents issued by foreign governments cannot be apostilled in the United States. Foreign documents must be authenticated by the issuing country's competent authority. The U.S. Department of State only apostilles U.S. federal documents.
What You Need to Submit — Complete Checklist
To ensure your federal apostille request is processed without delays, make sure you include all of the following items with your submission. Missing items are the most common cause of processing delays.
Required Items Checklist
✓ Original Federal Document
The original document bearing the original signature and/or seal of the federal officer. Photocopies, faxes, and scanned printouts are not accepted. If your document is a certified copy from the federal agency, it must include the agency's original certification stamp or seal.
✓ Completed Order Form
Include your full legal name, email address, phone number, mailing address for return delivery, the destination country where the apostille will be used, and any special instructions. You can submit your order online at our secure portal or include a printed order form with mail-in submissions.
✓ Payment — $120 Per Document
Our flat rate of $120 per document covers processing and hand-delivery to the U.S. Department of State. Payment can be made online via credit card, or by money order/cashier's check for mail-in orders. The $20 Department of State authentication fee is included in our service fee.
✓ Return Shipping Instructions
Indicate your preferred return shipping method. Options include USPS Priority Mail, FedEx, DHL, and UPS. For mail-in orders, you may include a prepaid return shipping label. Shipping fees are separate from the processing fee. International shipping is available to virtually any country. See our Shipping & Delivery page for full details.
✓ Destination Country (Required)
You must specify the country where the apostille will be used. This determines whether an apostille (Hague Convention countries) or embassy legalization (non-Hague countries) is needed. If you are unsure, contact us and we will verify the correct process for your destination.
Document Condition Requirements
The U.S. Department of State will reject documents that do not meet certain condition standards. Before submitting your document, verify that it meets all of the following criteria.
No Alterations or Corrections
Documents must be free of whiteout, cross-outs, handwritten corrections, or any unauthorized alterations. If your document contains errors, request a corrected version from the issuing federal agency before submitting for apostille.
Original Signatures & Seals Intact
The document must display the original signature of the federal officer and/or the raised or embossed seal of the federal agency. Stamped signatures are acceptable if that is the standard method used by the issuing agency. Digital signatures are accepted for agencies that issue documents electronically (such as the FBI).
No Physical Damage
Documents must not be torn, water-damaged, excessively wrinkled, or otherwise physically compromised. Laminated documents may be rejected if the lamination obscures or appears to have altered the content. When mailing your document, use rigid cardboard or a padded envelope to prevent transit damage.
Legible and Complete
All text, signatures, and seals must be clearly legible. If your document has faded or become difficult to read, request a new copy from the issuing agency. Every page of a multi-page document must be present and in the correct order.
Requirements by Document Type
Each type of federal document has specific requirements you should be aware of before submitting. Below are detailed requirements for the most commonly apostilled federal documents.
FBI Identity History Summary (Background Check)
- Must be the original document received directly from the FBI, either by mail or downloaded from the FBI's electronic portal
- Electronic FBI background checks printed from the FBI website are accepted — these carry a digital signature that the Department of State recognizes
- The document does not expire for apostille purposes, but many receiving countries require the FBI check to have been issued within 6 months
- Channeler results (third-party FBI-approved background checks) are also accepted if they bear the FBI's certification
- No notarization is required before submitting for apostille
- Important: If your destination country requires a recent check, obtain a new FBI background check before submitting for apostille to avoid rejection by the foreign authority
USCIS Immigration Documents
- Naturalization certificates and certificates of citizenship must be the original document — not a photocopy
- If your original has been lost or damaged, request a replacement from USCIS using Form N-565 before submitting for apostille
- USCIS documents typically carry a raised seal and officer signature that the Department of State verifies
- Green cards and Employment Authorization Documents (EADs) are not eligible for apostille as they are identification cards, not certificates
- Approval notices (I-797) may or may not be eligible — contact us to confirm for your specific notice type
USPTO Patent & Trademark Certificates
- Original patent grants and trademark registration certificates are eligible
- If you need to apostille a copy, it must be a certified copy obtained directly from the USPTO
- Request certified copies through the USPTO's Office of Patent Legal Administration or Trademark Assistance Center
- The document must include the USPTO seal and signature of the certifying officer
- Common for international patent filings under the Patent Cooperation Treaty (PCT) and Madrid Protocol trademark applications
Federal Court Records
- Must be certified copies issued by the clerk of the federal court
- The certification must include the clerk's signature and the court's seal
- PACER printouts are not eligible — you must obtain a certified copy from the court clerk's office
- Bankruptcy records from U.S. Bankruptcy Courts are eligible when properly certified
- Federal court records from any U.S. District Court, U.S. Court of Appeals, or specialized federal court qualify
IRS Tax Documents
- Tax return transcripts must be the original transcript issued directly by the IRS — not a copy of your filed return
- IRS letters (such as compliance letters, EIN confirmation letters, or determination letters) must bear the IRS officer's signature
- Self-prepared tax returns are not eligible for federal apostille — you need an IRS-issued document
- Request transcripts through IRS Form 4506-T or online through the IRS website
- Some countries require tax documents less than 1 year old — verify with the receiving institution
USDA & FDA Export Documents
- Phytosanitary certificates, health certificates, and Certificates of Free Sale must be originals issued by the agency
- USDA documents must bear the signature of an authorized USDA official
- FDA Certificates of Free Sale and export certificates must include the FDA seal
- These documents are time-sensitive — many countries require them to be less than 30 days old
- Tip: Request apostille processing immediately upon receiving these documents to maximize their validity window in the destination country
Military Service Records (DD-214 & DoD Documents)
- DD-214 discharge papers must be certified copies obtained from the National Personnel Records Center (NPRC)
- The copy must bear the certification stamp or seal of the NPRC or the issuing military branch
- Personal copies of the DD-214 (Member-4 copy) may or may not be accepted — contact us to verify your specific copy
- Request certified copies through the NPRC using Standard Form 180 or online at eVetRecs
- Other DoD documents must carry the official seal and signature of the issuing military authority
Apostille vs. Embassy Legalization — Which Do You Need?
The authentication process you need depends on whether your destination country is a member of the Hague Apostille Convention. Using the wrong process will result in your document being rejected by the foreign authority.
| Apostille (Hague Convention) | Embassy Legalization (Non-Hague) | |
|---|---|---|
| Accepted By | 125+ Hague Convention member countries | Non-Hague countries (China, UAE, Canada, etc.) |
| Process | Single-step authentication by Dept. of State | Dept. of State authentication + embassy/consulate certification |
| Processing Time | 10-12 business days (standard) | 2-6 weeks (varies by embassy) |
| Result | Apostille certificate attached to document | Authentication certificate + embassy stamp/sticker |
| Cost | $120 per document (our service fee) | $120 + embassy fees (varies by country) |
Not sure which process you need? Tell us your destination country when you submit your order, and we will confirm whether an apostille or embassy legalization is required — at no extra charge. We handle both processes from our Washington, DC office.
Common Apostille Scenarios & What You Need
Below are the most common situations that require a federal apostille, with specific guidance on what documents and requirements apply to each scenario.
Working Abroad / International Employment
Most foreign employers and work visa applications require an apostilled FBI background check. Some countries also require apostilled professional licenses or certifications.
Immigrating to Another Country
Immigration applications often require multiple apostilled documents including background checks, USCIS records, and sometimes IRS tax documents.
Teaching English Abroad (TEFL/ESL)
Countries like South Korea, Japan, China, and Middle Eastern nations require apostilled FBI background checks for teaching positions. Some also require degree apostilles (state-level).
International Adoption
International adoption processes require extensive document authentication, including FBI background checks for all adults in the household and various federal approvals.
Exporting Goods Internationally
Agricultural exports, pharmaceutical products, and food items often require apostilled USDA or FDA certificates for customs clearance in the destination country.
Registering a Business Abroad
Foreign business registration often requires apostilled federal documents such as patent/trademark certificates, IRS EIN confirmations, and sometimes FBI background checks for company directors.
Retiring Abroad
Retirees moving overseas often need apostilled documents for residency visa applications, pension transfers, and proof of income in their new country of residence.
Foreign Legal Proceedings
If you need to submit federal court records or other federal documents as evidence in a foreign court or legal proceeding, apostille or legalization is required.
Common Mistakes That Cause Delays
Avoid these frequently encountered issues to ensure your apostille request is processed without unnecessary delays. Each of these mistakes can add days or weeks to your timeline.
Sending a Photocopy Instead of the Original
The Department of State requires original documents. Photocopies, even high-quality ones, will be rejected and returned, adding weeks to your timeline.
Submitting a State Document for Federal Apostille
Birth certificates, marriage certificates, and state court records need state apostille, not federal. We can guide you to the correct authority for state documents.
Not Specifying the Destination Country
Without a destination country, we cannot determine if you need an apostille or embassy legalization. This will hold your order until we can reach you for clarification.
Sending a Damaged or Altered Document
Torn, stained, or altered documents will be rejected. Request a replacement from the issuing agency before submitting for apostille.
Missing Return Shipping Information
If you mail in your documents without return shipping instructions or a prepaid label, we will need to contact you before we can return your completed apostille.
Using an Expired Document for Time-Sensitive Applications
While apostilles themselves do not expire, many countries require the underlying document (especially FBI checks) to be recent. Verify the recency requirement with the requesting institution before submitting.
How to Submit Your Documents
We offer three convenient ways to submit your federal documents for apostille processing. Choose the method that works best for your situation.
Option 1: Online Submission
Submit your order and upload document scans through our secure online portal. This allows us to begin reviewing your documents immediately while you ship the originals to our office. This is the fastest way to get started.
Option 2: Mail-In Submission
Mail your original document(s), completed order form, payment, and return shipping instructions to our Washington, DC office. Use a trackable shipping method and a rigid envelope to protect your documents in transit.
Mailing Address:
Federal Apostille and Notary Processing
400 8th St NW
Washington, DC 20004
Option 3: In-Person Drop-Off
Visit our Washington, DC office to drop off your documents in person. This eliminates inbound shipping time and allows you to ask questions directly. An appointment is recommended but not required.
Call (760) 469-2997 to schedule a drop-off
Frequently Asked Questions About Federal Apostille Requirements
What documents are eligible for a federal apostille?
+Any document issued by a U.S. federal agency that bears the original signature and/or seal of a federal official is eligible. This includes FBI background checks, USCIS immigration documents, USPTO patents and trademarks, federal court records, IRS tax documents, USDA/FDA export certificates, SSA benefit letters, military records (DD-214), and documents from virtually any other federal agency. State-issued documents (birth certificates, marriage certificates, state court records) are not eligible for federal apostille.
What do I need to submit with my federal apostille request?
+You need the original federal document, a completed order form with your contact information and destination country, payment of $120 per document, and return shipping instructions or a prepaid return shipping label. Documents must be in good condition with no alterations or damage. You can submit online through our portal or mail everything to our Washington, DC office.
Do I need to notarize my document before getting a federal apostille?
+No. Federal documents issued directly by a U.S. federal agency do not require notarization before apostille. The U.S. Department of State authenticates the signature of the federal official on the document directly. Notarization is only required for certain private documents (such as affidavits or corporate resolutions) that go through a different state-level authentication chain.
Can I get an apostille on a copy of my federal document?
+Generally, no. The Department of State requires the original document. However, there are two exceptions: (1) certified copies issued directly by the federal agency with an original certification stamp/seal are accepted, and (2) FBI background checks downloaded and printed from the FBI's electronic portal are accepted because they carry a verifiable digital signature. Regular photocopies, scans, or unofficial printouts are not accepted.
How much does a federal apostille cost?
+Our service fee is a flat $120 per document. This includes hand-delivery of your document to the U.S. Department of State in Washington, DC, the Department of State's $20 authentication fee, processing, and secure handling. Shipping fees for returning your completed apostille are separate and depend on your preferred shipping method and destination.
How long does it take to get a federal apostille?
+Standard processing at the U.S. Department of State takes 10-12 business days from submission. Total turnaround — including shipping to our office and return delivery — is typically 2-4 weeks for domestic clients. Expedited processing and overnight shipping options are available to reduce total turnaround time. Use our Processing Time Estimator for a personalized timeline.
What is the difference between an apostille and an embassy legalization?
+An apostille is a single certificate that authenticates your document for use in any of the 125+ countries that are members of the Hague Apostille Convention. Embassy legalization is required for non-Hague countries and involves two steps: authentication by the U.S. Department of State followed by certification at the destination country's embassy or consulate in the U.S. Embassy legalization typically takes longer and costs more. We handle both processes.
Does a federal apostille expire?
+The apostille certificate itself does not have an expiration date set by the U.S. Department of State. However, the receiving country or institution may impose its own validity requirements. Some countries require the apostille to be less than 3 or 6 months old. FBI background checks, in particular, are often required to be recent (typically within 6 months). Always verify with the requesting institution or embassy before submitting your documents.
Can I get a federal apostille if I live outside the United States?
+Yes. We process federal apostilles for clients worldwide. You can submit your order online and mail your original documents to our Washington, DC office from anywhere in the world. We offer international return shipping via FedEx, DHL, and UPS to virtually any country. Many overseas clients upload documents through our portal and use international courier services for shipping originals.
Can I apostille multiple documents at once?
+Yes. You can submit multiple federal documents in a single order. Each document receives its own apostille and is charged at the $120 per document rate. Submitting multiple documents together saves on shipping costs and ensures all your documents are processed on the same timeline.
Do I need a translation with my apostille?
+The apostille itself is bilingual (English and French) by Hague Convention design, so the apostille certificate does not need translation. However, if the destination country requires the underlying federal document to be translated, you will need to obtain a certified translation after the apostille is issued. We offer certified translation services as an add-on — contact us for details.
What happens if my document is rejected by the Department of State?
+If the Department of State rejects your document, we will notify you immediately with the specific reason for rejection. Common reasons include submitting a photocopy instead of an original, a damaged document, or a document that does not bear a recognizable federal signature/seal. We will advise you on how to resolve the issue, which typically involves obtaining a replacement or corrected document from the issuing agency.
Is the electronic apostille (e-Apostille) accepted?
+The U.S. Department of State currently issues traditional paper apostilles that are physically attached to your document. While some countries have begun implementing electronic apostille (e-Apostille) programs, the U.S. Department of State has not yet adopted this system for federal documents. All federal apostilles are issued as physical certificates.
What if I need my apostille urgently?
+We offer expedited processing for time-sensitive requests. Contact us at (760) 469-2997 or email submissions@federalapostille.org to discuss expedited options for your specific document. Combined with overnight shipping, we can significantly reduce your total turnaround time.
Can I track the status of my apostille request?
+Yes. Once we receive your documents, we provide status updates via email at each stage of the process: document received, submitted to the Department of State, apostille completed, and shipped back to you. You can also contact our office at any time for a real-time status update on your order.
Ready to Get Your Federal Document Apostilled?
Submit your order online or contact our team to verify your document's eligibility. $120 flat rate per document, hand-delivered to the U.S. Department of State from our Washington, DC office.
Or call us at (760) 469-2997 | Email: submissions@federalapostille.org
