If you are applying for a work visa, residency permit, or citizenship abroad, chances are you have been asked for an FBI background check with an apostille. Unlike state-issued documents like birth or marriage certificates, the FBI Identity History Summary is a federal document. This means it cannot be apostilled by any state Secretary of State — only the U.S. Department of State in Washington, D.C. has the authority to authenticate it[reference:0][reference:1]. Submitting your FBI report to a state office is the single most common — and costly — mistake applicants make[reference:2]. This guide provides a complete, step‑by‑step walkthrough of the entire process, from obtaining your FBI report to receiving your apostilled document, so you can avoid delays and meet your international deadlines with confidence.
Golden Rule (July 2026): An FBI background check must be apostilled by the U.S. Department of State — no state office has the authority to authenticate it[reference:3][reference:4]. The fee is a flat $20 per document[reference:5]. Plan for 8–10 weeks if mailing, or 1–3 weeks if using an in‑person appointment or a specialized courier service[reference:6].
Understanding the FBI Identity History Summary and the Apostille Requirement
The FBI Identity History Summary — commonly referred to as the FBI background check — is a federal criminal record report issued by the Federal Bureau of Investigation[reference:7]. It contains arrests, charges, and convictions from FBI databases, and is used by foreign governments to screen visa applicants, prospective employees, and adoptive parents[reference:8].
Because the report is issued by a federal agency, its signature and seal must be authenticated by the federal level. An apostille is the internationally recognized certification that confirms the document is genuine[reference:9]. Without it, most foreign authorities will reject your FBI background check outright[reference:10].
As of 2026, 125+ countries are members of the Hague Apostille Convention, meaning they accept apostilles in place of more complex legalization chains[reference:11]. However, if your destination country is not a Hague member, you will need full consular legalization instead — a separate, longer process[reference:12].
Step 1: Obtain Your Official FBI Identity History Summary
Before you can apply for an apostille, you must have the official FBI report in hand. There are three primary ways to obtain it:
- Option A — FBI‑approved channeler (recommended): Channelers are private companies authorized by the FBI to submit fingerprint requests electronically. Results typically arrive within 2 to 5 business days for U.S. residents[reference:15]. This is the fastest option for most applicants.
- Option B — FBI eDO portal with mailed fingerprints: You can request the report directly through the FBI's Electronic Department Order (eDO) portal. If you mail physical fingerprint cards, expect a turnaround of 2 to 4 weeks from the time the FBI receives your card[reference:16].
- Option C — USPS fingerprinting service: Many UPS Stores and other authorized locations offer electronic fingerprinting services that submit directly to the FBI[reference:17]. This is often fast and convenient — one user reported receiving their report via email within 48 hours[reference:18].
Important: The FBI report must be issued within 6 months of your visa application for most countries[reference:19]. Some countries require it to be no older than 3 months at the time of submission[reference:20]. Always confirm the validity window with your destination authority before you start.
Step 2: Prepare Your Apostille Submission Package
Once you have your FBI Identity History Summary, you need to assemble a complete package for the U.S. Department of State's Office of Authentications. Missing any item will cause delays or rejection.
Required checklist:
- Your printed FBI Identity History Summary — the official PDF from the FBI, printed on standard paper. Do not alter or staple it.
- DS‑4194 Request for Authentication Services form — available on the U.S. Department of State website. Fill it out completely, including the destination country[reference:22].
- Payment — a $20 check or money order payable to "U.S. Department of State" for each document[reference:23][reference:24]. Personal checks are accepted if they have your pre‑printed address.
- A self‑addressed prepaid return envelope — with tracking (FedEx, UPS, or USPS Priority Mail). The Department of State will use this to return your apostilled document[reference:25].
- Cover letter (optional but recommended) — include your contact information and the destination country for faster processing[reference:26].
If you are using a third‑party service: You can email your FBI report as a PDF to the service, and they will prepare the DS‑4194 form and submission package on your behalf[reference:27]. However, you are still responsible for providing the correct, unaltered FBI report.
Step 3: Submit to the U.S. Department of State
Once your package is ready, mail it to:
U.S. Department of State
Office of Authentications
CA/PPT/S/TO/AUT
44132 Mercure Circle
P.O. Box 1206
Sterling, VA 20166-1206
This is the only office in the United States with the authority to apostille federal documents[reference:28]. Do not send your FBI report to any other address.
Processing times (July 2026):
| Submission Method | Typical Processing Time | Total Timeline (including shipping) |
|---|---|---|
| Standard mail‑in | 3–6 weeks | 8–10+ weeks[reference:29] |
| In‑person appointment (Washington, D.C.) | Same‑day or 1–2 business days | 1–3 weeks (subject to appointment availability)[reference:30] |
| Expedited courier / private service | 1–3 business days (after hand‑delivery) | 2–4 weeks (depending on service)[reference:31] |
Note: The Department of State does not offer official expedited processing. However, private courier services can hand‑deliver your documents to the Office of Authentications and pick them up, effectively reducing the federal processing portion to 1–3 business days[reference:32].
Step 4: Verify Your Apostille and Arrange Translation (If Required)
Once you receive your apostilled FBI background check, take a few minutes to verify its completeness before forwarding it to the foreign authority.
- Check the apostille certificate: It should be securely attached to your FBI report. It will include a unique serial number, the signature of an authorized DOS official, and the official U.S. Department of State seal.
- Confirm the destination country: Ensure the apostille correctly references the country where you will use the document.
- Check for any damage: The apostille and the FBI report must be intact and legible.
Translation: Many countries require a certified translation of the FBI report and the apostille certificate into their official language[reference:33]. This is a separate step that should be done after the apostille is issued, so the translation can reference the apostille's stamps and seals[reference:34]. Some countries, such as South Korea, require the translation to be notarized as well[reference:35].
Seven Common Mistakes That Delay or Reject Your FBI Apostille
Even with careful preparation, errors can occur. Here are the most frequent mistakes — and how to avoid them[reference:36].
- Applying to a state Secretary of State: This is the #1 mistake[reference:37]. State offices have zero authority over federal documents[reference:38]. Your application will be rejected and returned unprocessed.
- Submitting a photocopy or scanned print without the official FBI seal: The Department of State requires the official FBI Identity History Summary as issued by the FBI. A screenshot or unofficial printout will be rejected.
- Using an expired or incorrect payment: The fee is $20 per document, payable to "U.S. Department of State"[reference:39]. Checks with incorrect payees or wrong amounts will cause delays.
- Missing the return envelope: The Department of State will not return your document without a self‑addressed prepaid return envelope with tracking.
- Not specifying the destination country: The apostille certificate must reference the country where the document will be used[reference:40]. If omitted, the apostille may be invalid for your specific purpose.
- Waiting too long to apply: Many countries require the FBI report to be issued within 6 months of your application[reference:41]. If your report is older, you must obtain a new one before the apostille process.
- Forgetting translation requirements: Some applicants complete the apostille but then discover the destination country requires a certified translation. This adds time and cost at the last minute[reference:42].
To avoid these pitfalls, work backward from your visa deadline and build in at least 10–12 weeks for the entire FBI + apostille process if using standard mail[reference:43]. If you are under time pressure, consider using a specialized apostille service that can hand‑deliver your documents to the Department of State.
Frequently Asked Questions
Q: Can I get an apostille for my FBI background check at my state Secretary of State's office?
A: No. State Secretaries of State can only apostille state‑issued documents (birth certificates, marriage licenses, etc.)[reference:44]. The FBI is a federal agency, so only the U.S. Department of State in Washington, D.C., can apostille your FBI report[reference:45][reference:46].
Q: How long does the FBI apostille process take?
A: Standard mail‑in processing takes 3 to 6 weeks at the Department of State, plus shipping time — total 8–10+ weeks[reference:47]. In‑person appointments in D.C. can reduce this to 1–3 weeks[reference:48]. Private courier services can also expedite the federal processing portion to 1–3 business days[reference:49].
Q: How much does an FBI apostille cost?
A: The U.S. Department of State charges a flat fee of $20 per document[reference:50][reference:51]. If you use a private service, expect additional service fees ranging from $100 to $300.
Q: Do I need to have my FBI background check notarized before apostille?
A: No. The FBI Identity History Summary is a federal document with an official seal. It does not require notarization before apostille. Only private documents (like powers of attorney) require notarization.
Q: Can I get an apostille for an FBI background check if I am outside the United States?
A: Yes. You can request your FBI report online from anywhere, print it, and mail the apostille request package to the U.S. Department of State. Be sure to include a return envelope with sufficient international postage if you are outside the U.S.
Q: What if my destination country is not a member of the Hague Convention?
A: If your country is not a Hague member, an apostille will not be accepted[reference:52]. You will need to complete the full consular legalization chain: state certification (if applicable), U.S. Department of State authentication, and final legalization by the destination country's embassy[reference:53]. This process takes significantly longer — plan for 12–16 weeks or more[reference:54].