Guide
U.S. Department of State Apostille: How the Office of Authentications Works
Where the Office of Authentications is, what it charges, which form it needs, how long each route takes — and which documents it will and won’t apostille.
Quick answer
A U.S. Department of State apostille is issued by the Office of Authentications in Washington, D.C. — the only office that apostilles U.S. federal documents. You submit Form DS-4194 with a $20 fee per document. Mailed requests are processed within 5 weeks of receipt; drop-off requests at 600 19th Street NW within 7 business days.
Key takeaways
- Issued only by the Office of Authentications, U.S. Department of State — never by a state Secretary of State.
- Government fee: $20 per document (not per page), with Form DS-4194.
- Mail: 44132 Mercure Circle, P.O. Box 1206, Sterling, VA 20166-1206 — processed within 5 weeks.
- Drop-off: 600 19th Street NW, Washington, D.C. 20006, Monday–Thursday 7:30–9:00 AM — processed within 7 business days.
- Hague countries get an apostille; non-Hague countries get an authentication certificate, then embassy legalization.
On this page
- What is a U.S. Department of State apostille?
- Which documents does the Department of State apostille?
- Office of Authentications addresses, hours and phone
- How long does a Department of State apostille take?
- How to pay the $20 fee
- How to submit it yourself, step by step
- Why the Office of Authentications rejects documents
- Doing it yourself vs. using a service
- FAQ
What is a U.S. Department of State apostille?
An apostille is a certificate that confirms the signature and seal on a public document are genuine, so the document is accepted in another country that belongs to the 1961 Hague Apostille Convention. For documents signed by U.S. federal officials — the FBI, IRS, USCIS, a federal court clerk, the FDA and other agencies — the only office that can issue that certificate is the U.S. Department of State’s Office of Authentications.
If the destination country is not a Hague member, the same office issues an authentication certificate instead, and the destination country’s embassy or consulate then legalizes it. You can check any country on the countries page or the official HCCH status table.
Which documents does the Department of State apostille?
| Document | Who authenticates it |
|---|---|
| Federal documents (FBI Identity History Summary, IRS Form 6166, USCIS certified copies, SSA letters, clerk-certified federal court records, FDA/USDA export certificates, CRBA) | U.S. Department of State — apostille or authentication certificate |
| State documents (birth, marriage, death certificates, state court records, documents notarized in a state) going to a Hague country | That state’s Secretary of State (or equivalent) — not the Department of State |
| State documents going to a non-Hague country | The state first, then the U.S. Department of State, then the embassy |
Sending a state document to the Department of State for a Hague country is one of the most common reasons requests come back unprocessed. Our federal vs. state apostille guide covers the tricky cases.
Office of Authentications addresses, hours and phone
| Details | |
|---|---|
| Mailing address | U.S. Department of State, Office of Authentications, 44132 Mercure Circle, P.O. Box 1206, Sterling, VA 20166-1206 (send by USPS with tracking) |
| Walk-in drop-off | 600 19th Street NW, Washington, D.C. 20006 — Monday–Thursday, 7:30–9:00 AM, no appointment needed |
| Emergency appointments | Monday–Thursday, 10:00 AM–2:30 PM — only for a life-or-death family emergency with travel within 2 weeks, requested by email with proof |
| Phone | 202-485-8000 (listed on Form DS-4194) |
| Pick-up | Photo ID required; someone else can drop off or pick up if their name or company is on the receipt |
Federal Apostille USA’s headquarters at 1050 Connecticut Ave NW is a private office, not a government one. Never mail documents meant for the Department of State to a private company’s address unless you have placed an order with that company.
How long does a Department of State apostille take?
The U.S. Department of State is the only office that issues a federal apostille. Mailed in yourself, it is processed within 5 weeks of receipt; dropped off in person in Washington, D.C., within 7 business days. Through us it takes 10–12 business days, or 15–17 business days for a non-Hague country that also needs embassy legalization.
| Route | How | Processing time | Cost |
|---|---|---|---|
| Mail it yourself | Form DS-4194 + check to the Office of Authentications, Sterling, VA | Within 5 weeks of receipt | $20 per document + shipping |
| Drop it off yourself | 600 19th Street NW, Washington, D.C. — Mon–Thu, 7:30–9:00 AM, no appointment | Within 7 business days | $20 per document + travel |
| Emergency appointment | Only for a life-or-death family emergency with travel within 2 weeks | Same day | $20 per document |
| Through Federal Apostille USA | We review it, drop it off in D.C. and return it to you with tracking | 10–12 business days total | $299 all-in ($399 non-Hague) |
How much does a Department of State apostille cost?
The government fee is $20 per document, paid with Form DS-4194. Our all-in price is $299 per document, covering the government fee, review, D.C. drop-off and U.S. return shipping; non-Hague destinations are $399 with embassy legalization.
Government figures: U.S. Department of State — Request Authentication Services (checked October 2026).
How to pay the $20 fee
- By mail: check or money order payable to “U.S. Department of State”, with your name and address printed in the upper-left corner and a check number over 100. No cash and no card details by mail.
- In person: credit or debit card, or contactless payment, per the Department’s current instructions. (Older editions of Form DS-4194 also list cash for walk-ins — follow the website.)
- Exact amount: the fee is $20 per document, not per page, and it is charged whether you receive a certificate or a correspondence letter explaining why the document couldn’t be authenticated.
How to submit it yourself, step by step
- Confirm the document is federal and properly certified. Many federal records must be agency-certified copies; a plain photocopy is rejected.
- Check the destination country. Hague member → apostille. Not a member → authentication certificate plus embassy legalization.
- Complete Form DS-4194 — one per individual or company, with the country of use for each document.
- Prepare payment — $20 per document, exact amount.
- Include a prepaid return envelope. Everything is returned to one address; the Department does not return documents by FedEx or in multiple envelopes.
- Mail it with tracking, or drop it off in Washington, D.C. Monday–Thursday between 7:30 and 9:00 AM.
Why the Office of Authentications rejects documents
- A plain or notarized photocopy of a federal record instead of an agency-certified copy.
- A state document sent for a Hague country (it belongs with the state).
- No country of use on Form DS-4194, or no DS-4194 at all — the form says that results in a denial.
- The wrong fee amount, or cash sent by mail.
- A FedEx return label, or a return split across several envelopes.
- Laminated or altered documents, where the seal or signature can’t be verified.
See why apostilles get rejected for the full list and fixes.
Doing it yourself vs. using a service
Doing it yourself is the cheapest route — $20 plus postage — and works well when your document is correct and you have five weeks or more. A service makes sense when the deadline is shorter, the destination is non-Hague and needs an embassy step, or you’re unsure the document will be accepted. We review the document, drop it off in Washington and return it in 10–12 business days for $299 all-in, or 15–17 business days for $399 with embassy legalization.
Frequently asked questions
Where is the U.S. Department of State Office of Authentications?
Mail goes to 44132 Mercure Circle, P.O. Box 1206, Sterling, VA 20166-1206. In-person drop-off is at 600 19th Street NW, Washington, D.C. 20006, Monday to Thursday from 7:30 to 9:00 AM.
How much does a Department of State apostille cost?
The government fee is $20 per document, not per page, paid with Form DS-4194. Through Federal Apostille USA it is $299 all-in for Hague countries, including the $20 fee and U.S. return shipping.
How long does a Department of State apostille take?
Mailed requests are processed within 5 weeks of receipt. Drop-off requests are processed within 7 business days. Same-day appointments are only for life-or-death family emergencies with travel within 2 weeks. Through us it takes 10–12 business days.
Can I walk in to the Office of Authentications?
Yes, for drop-off: 600 19th Street NW, Monday to Thursday, 7:30 to 9:00 AM, no appointment needed. Requests are processed within 7 business days and picked up with photo ID.
Does the Department of State apostille birth certificates?
Not for Hague countries. State-issued documents such as birth certificates are apostilled by the state that issued them. The Department of State only authenticates a state document after the state has, when it is going to a non-Hague country.
Is Federal Apostille USA part of the Department of State?
No. We are a private company that prepares, submits and tracks documents with the Office of Authentications. Government fees are set by the Department of State.
Official sources: U.S. Department of State — Request Authentication Services · Form DS-4194 (eforms.state.gov) · U.S. Department of State — Apostille Certificates · HCCH — Apostille Convention status table. Federal Apostille USA is a private service, not a government agency.
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