Guides
Federal Apostille Guides
Plain-English guides to federal apostilles — what they are, which office handles your document, how long it takes, and how to avoid the mistakes that cost weeks.
Quick answer
A federal apostille is issued by the U.S. Department of State to authenticate documents signed by federal officials, such as FBI background checks and USCIS certificates. Start with what a federal apostille is, or jump to your specific document.
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What Is a Federal Apostille?Who issues a federal apostille, what it looks like, which U.S. documents need one and how to get it for use abroad.8 min readFederal vs. State ApostilleWhich office authenticates your document — U.S. Department of State or your state — and how to avoid a rejected filing.7 min readApostille vs. LegalizationHague countries accept an apostille; non-Hague countries need embassy legalization. How each route works and what it costs.7 min read
Process & timing
Apostille Processing TimeRealistic 2026 timelines for Department of State processing, embassy legalization and translation — and how to save time.8 min readWhy Apostilles Get RejectedThe 12 most common reasons federal apostille requests come back unprocessed, and how to fix each one before you send.8 min readState Department ApostilleWhere to send it, the $20 fee, walk-in hours, mail times and Form DS-4194 — everything the Office of Authentications asks.8 min readForm DS-4194, ExplainedHow to fill out the Request for Authentications Service section by section, what to enclose, and mistakes that cause rejections.6 min readTranslation RequirementsWhen an apostilled document needs a certified or sworn translation, and the official rules by country.4 min readHow Much an Apostille CostsThe $20 State Department fee, state fees, embassy legalization and FBI checks — every apostille cost, line by line.5 min read
FBI checks by visa
FBI Background Check From AbroadFingerprints, the FBI request and the authenticated version when you live outside the U.S.5 min readFBI Check: Spain’s Non-Lucrative VisaSpain’s non-lucrative visa needs an FBI check with the federal apostille, a Spanish translation, issued within 6 months. Here is how to get it right.4 min readFBI Check: Spain’s Digital Nomad VisaSpain’s telework (digital nomad) visa needs an apostilled FBI check, translated into Spanish and under 6 months old, for you and adult family members.4 min readFBI Check: Portugal’s D7 VisaThe Portugal D7 visa needs an FBI criminal record certificate with an apostille. What VFS Global USA asks for, and how to get the report ready.4 min readFBI Check: Portugal’s D8 Digital Nomad VisaPortugal’s D8 digital nomad visa needs an apostilled FBI police clearance issued less than 90 days before you apply. How to time it.4 min readFBI Check: a Colombia VisaColombia requires an apostilled, translated police record for the V Rentista visa and may request one for others. What Resolution 5477 says.4 min readFBI Check: the Korea E-2 Teaching VisaKorea’s E-2 visa needs a national FBI check with the federal apostille. State checks and state apostilles are rejected. EPIK wants it within 6 months.4 min readFBI Check: Korea’s F-4 VisaThe Korea F-4 overseas Korean visa needs an FBI check with the federal apostille, issued within 6 months. A state apostille is not accepted.4 min readFBI Check: a China Work PermitChina’s work permit needs a no-criminal-record certificate issued within 6 months. Since November 2023, an apostille replaces embassy legalization.4 min readFBI Check: a Vietnam Work PermitVietnam’s work permit needs a criminal record under 6 months old, translated into Vietnamese. Since 11 September 2026, an apostille replaces legalization.4 min read
Documents
FBI Report Apostille RequirementsWhy the State Department needs the original FBI report with its watermark and signature, and what gets rejected.4 min readFBI Background Check GuideHow to request an FBI Identity History Summary, get fingerprinted, and make sure the report can be apostilled.9 min read
Getting your document
Certified SEC FilingsHow to order certified SEC filings for foreign securities, banking and corporate transactions, ready for apostille.3 min readFAA Aircraft & Pilot RecordsHow to order certified FAA aircraft registry records for an export sale, or pilot certificate verification abroad.5 min readIRS Form 6166 (via Form 8802)How to file Form 8802 for a U.S. tax residency certificate, how long the IRS takes, and when to apostille it.6 min readVaccination Records AbroadWhere your vaccination records are held, which ones are federal or state documents, and how to get them authenticated.4 min readI-94 Record & Travel HistoryHow to download your official I-94 and U.S. travel history free from CBP, and which version a foreign authority wants.5 min readSF-50 & Personnel RecordsHow current and former federal employees get SF-50s and Official Personnel Folder records certified for use abroad.4 min readNon-Existence of RecordHow to request official proof that a U.S. record does not exist, which agency to ask, and how to scope the search.5 min readCertified Copy of Your DD-214How veterans and next of kin request a DD-214 from the National Personnel Records Center using eVetRecs or SF-180.5 min readFederal Court DocumentsHow to get a clerk-certified copy of a federal judgment, order or bankruptcy record that can be apostilled.5 min readNaturalization CertificatesHow to get a USCIS-certified copy of a Certificate of Naturalization or Citizenship with Form N-565, legally.7 min readCopy of Your FCC LicenseHow to pull your FCC station or operator license from the FCC licensing system, and which one a foreign authority means.3 min readMarriage Certificates AbroadFederal or state? How to get a certified marriage record a foreign authority will accept, and who authenticates it.5 min readPassport or Green Card CopyHow to prepare a certified copy of a U.S. passport or green card that a foreign bank, registry or lawyer will accept.6 min readSocial Security Benefit LetterHow to download your SSA benefit verification (proof of income) letter instantly, or request it by phone, for use abroad.4 min readUSDA Export CertificatesFSIS, phytosanitary or animal health: which USDA export certificate you need, how it is issued, and how to authenticate it.5 min readVA Benefit LetterHow to download a VA benefit summary or verification letter from VA.gov for a residency or retirement visa abroad.4 min readEIN Verification Letter (147C)Lost your CP-575? How to get an IRS 147C EIN letter for foreign subsidiaries, bank accounts and contracts abroad.4 min readFDA Export CertificatesCFG, CPP or Certificate of Free Sale: which FDA export certificate you need, how to request it, and how to authenticate it.6 min readIRS Tax TranscriptsHow to get an IRS tax transcript online or by mail, which type a foreign authority asks for, and how to authenticate it.5 min readOPM Annuity LetterHow federal retirees get an OPM annuity or pension verification letter for a residency or retirement visa abroad.4 min readUSPTO Certified CopiesHow to order certified copies of patents, applications and trademark registrations for foreign filings and apostille.5 min readNARA Certified RecordsHow to find and order certified NARA records for citizenship by descent and genealogy files that need an apostille.5 min readPower of Attorney AbroadHow to draft, sign and notarize a power of attorney that a foreign notary, registry or court will accept.5 min readReplace a CRBA (FS-240/545)How to request a replacement Consular Report of Birth Abroad from the U.S. Department of State, and who can ask.5 min readUSCIS Records (Form G-639)How to request your A-file or USCIS records with a FOIA request, and which certified record can be apostilled.5 min read
Reference
Apostille ChecklistEight checks before you send anything, plus exactly what to submit for each of the 38 federal documents we handle.9 min readFederal Apostille GlossaryPlain-English definitions of apostille, authentication, legalization, Hague Convention and the other terms you will meet.7 min readSample ApostilleWhat an apostille looks like: the 10 numbered fields of the Hague model certificate and how to check one is genuine.4 min readDo Apostilles Expire?Apostilles have no expiry date, but foreign offices often want recent documents. How to time yours so it is accepted.3 min read
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Order online in minutes, or call and we will walk you through it. Federal documents from anywhere in the U.S. — one flat price, all government fees included.