Can a state apostille an FBI background check?

No. An FBI background check is a federal document. State Secretaries of State can only apostille documents issued or notarized within their own state. Federal documents must be apostilled by the U.S. Department of State in Washington, DC.

What is the difference between a state apostille and a federal apostille?

Both produce a Hague apostille. The difference is WHO issues it: state-issued documents (birth certificates, notarized powers of attorney, diplomas) are apostilled by that state's competent authority, while federal documents (FBI checks, federal court records) are apostilled by the U.S. Department of State.

How long does a federal apostille take?

U.S. Department of State processing times vary and can run several weeks by mail. Check the official Office of Authentications page for current timelines and any expedited or in-person options before you submit.

Federal · Washington, DC

Apostille for federal documents & FBI background checks

Federal documents are not apostilled by a state Secretary of State. They are apostilled by the U.S. Department of State — Office of Authentications (Washington, DC). This is the single most common mistake people make with FBI background checks.

Draft — pending source verification. Confirm the current form, fee, and processing time on the official Department of State page below.

Step-by-step: a federal apostille

01
Identify whether your document is federal. FBI Identity History Summaries (background checks), documents signed by a federal official, federal court records, and certain USDA/FDA export documents are FEDERAL — they go to the U.S. Department of State, not a state.
02
Obtain the document in the correct form. For an FBI background check, get the Identity History Summary directly from the FBI or an FBI-approved channeler; it must show the official FBI signature the Department of State can authenticate.
03
Complete Form DS-4194 (Request for Authentications Service) and identify the country where the document will be used.
04
Submit the document, the fee, and a prepaid return envelope to the U.S. Department of State Office of Authentications by mail (or use the in-person/courier options where available).
05
Receive the apostille (for Hague Convention countries) or an authentication certificate (for non-Convention countries).

Federal apostille facts

Competent authority	U.S. Department of State — Office of Authentications (Washington, DC)
Form	DS-4194 (verify current form)
Fee	Per-document federal fee (verify current amount)
Processing time	Several weeks by mail; check the official page for current timelines and expedited options.

Source: U.S. Department of State — Office of Authentications (Washington, DC) — https://travel.state.gov/content/travel/en/records-and-authentications/authenticate-your-document/office-of-authentications.htmlDraft — verify form, fee, and steps against the official page.

Federal documents commonly apostilled

FBI Identity History Summary (FBI background check / criminal record check)
Documents issued or signed by a U.S. federal agency or federal official
Federal court documents
Naturalization / immigration documents bearing a federal seal (where eligible)
Certain federal export, agricultural, and FDA documents

State-issued documents (birth certificates, notarized documents, diplomas) go to your state’s Secretary of State instead.

Specimen

What a federal apostille looks like

A federal apostille uses the same standard 10 Hague fields, naming the U.S. Department of State as the issuing authority. Below is an illustrative specimen.

APOSTILLE

(Convention de La Haye du 5 octobre 1961)

1.Country United States of America
2.has been signed by [NAME OF SIGNER]
3.acting in the capacity of [CAPACITY — e.g. Notary Public]
4.bears the seal / stamp of [ISSUING OFFICIAL / SEAL]
5.at [CITY / PLACE]
6.the [DATE]
7.by U.S. Department of State — Office of Authentications (Washington, DC)
8.No. 0000000
9.Seal / Stamp [OFFICIAL SEAL]
10.Signature [SIGNATURE]

SPECIMEN — NOT A VALID DOCUMENT. Illustrative example only, showing the standard apostille layout for federal documents. Contains no real names, numbers, signatures, or government seal. Not legal advice.

Federal apostille FAQ

Can a state apostille an FBI background check?: No. An FBI background check is a federal document. State Secretaries of State can only apostille documents issued or notarized within their own state. Federal documents must be apostilled by the U.S. Department of State in Washington, DC.
What is the difference between a state apostille and a federal apostille?: Both produce a Hague apostille. The difference is WHO issues it: state-issued documents (birth certificates, notarized powers of attorney, diplomas) are apostilled by that state's competent authority, while federal documents (FBI checks, federal court records) are apostilled by the U.S. Department of State.
How long does a federal apostille take?: U.S. Department of State processing times vary and can run several weeks by mail. Check the official Office of Authentications page for current timelines and any expedited or in-person options before you submit.

Not legal advice. This is general information about the federal apostille process and may not reflect the latest forms, fees, or procedures — always confirm with the U.S. Department of State via the official source above. The specimen shown is illustrative, not an official document.

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