If you are planning to use a U.S.-issued background check—whether from the FBI or a state police agency—for a visa, residency, or work permit abroad, you cannot simply present the original certificate to the foreign authorities. Nearly every country that is a member of the Hague Apostille Convention requires that the background check be accompanied by an apostille certificate to authenticate the document's origin. An apostille is a specialized form of certification issued by the government that confirms the validity of the signature and seal on your document, making it legally recognizable in another member country. Without it, your background check will be rejected outright, and your visa application will be delayed or denied. As of July 2026, the apostille process for background checks has become more streamlined in some states but remains lengthy at the federal level, so understanding the exact steps and timeline is essential.
Key Rule: Federal documents (FBI Identity History Summary) require an apostille from the U.S. Department of State in Washington, D.C.. State police clearance certificates require an apostille from the Secretary of State of the issuing state. You cannot obtain a federal apostille for a state document, nor a state apostille for a federal document. The apostille must be obtained before you submit your visa application.
What Is an Apostille and Why Is It Required for Overseas Use?
An apostille is a certificate attached to a public document that authenticates the signature and seal of the official who issued or certified the document. It is governed by the Hague Convention of 1961, which abolished the requirement for legalization (a more complex, multi-step process) between signatory countries. When you present a background check to a foreign embassy or immigration office, they need to verify that the document is genuine. The apostille serves as a standardized proof of authenticity, eliminating the need for further diplomatic or consular legalization.
For immigration purposes, the apostille is mandatory for all documents issued in the U.S. that will be used in any of the over 125 countries that are party to the Hague Convention. If your destination country is not a member, you will need to go through a different process called "legalization" at that country's embassy, which is typically more time-consuming and expensive.
Step-by-Step Guide to Getting Your Background Check Apostilled
The exact process depends on whether your background check is from the FBI (federal) or a state police agency. Below are the steps for both scenarios. Since most visa applicants need the FBI check, we focus on that, but we also cover state-level apostilles for completeness.
For an FBI Background Check (Federal Document)
- Obtain your FBI Identity History Summary. Ensure the document is an original printed copy issued by the FBI (either a PDF printed or a paper certificate). The document must have an official FBI seal and signature.
- Complete the application for apostille. Visit the U.S. Department of State's Office of Authentications website and download the DS-4194 form (Request for Authentication Services). Fill it out completely, specifying that you need an apostille for a federal document.
- Include a cover letter. Some applicants include a brief cover letter stating the destination country and the purpose (e.g., "Apostille for FBI background check for visa application to South Korea").
- Submit the document and payment. Mail the original FBI report, the completed DS-4194, and a check or money order for the processing fee (currently $20 per document) to the Office of Authentications in Washington, D.C. You can also submit in person if you are in the D.C. area.
- Receive your apostilled document. The State Department will attach a gold certificate (the apostille) to your background check. This can take 6–8 weeks by mail, or 7–10 business days if you use a courier service that hand-delivers to the office.
For a State Police Background Check
- Obtain a certified copy of your state police clearance. Ensure it has an original signature and seal from the issuing authority.
- Have the document notarized (if required). Some states require a notary to certify the document before apostille. Check with your state's Secretary of State office.
- Submit to the Secretary of State of the issuing state. Each state has its own apostille section. You must send the original certificate, a completed request form, the fee, and a return envelope. Some states allow walk-in service.
- Receive the apostille. Processing times vary by state, from 1–2 weeks (e.g., Texas) to 4–6 weeks (e.g., California).
Required Documents and Specifications for Apostille Submission
To avoid delays, ensure you have the following items prepared before mailing your request. Missing even one element can result in your package being returned unprocessed.
- Original background check certificate – copies are not accepted. It must bear the official seal and signature of the issuing agency.
- Completed application form – for federal apostilles, use DS-4194; for state, use the specific apostille request form from that state's Secretary of State.
- Payment – $20 per document for federal apostilles (as of 2026). State fees range from $5 to $20. Acceptable payment methods are check or money order payable to the correct agency. Do not send cash.
- Self-addressed return envelope – with sufficient postage and tracking. The agency will not cover return shipping. For international addresses, check if they can mail directly to an overseas address; some require a U.S. address.
- Cover letter (optional but recommended) – stating the destination country and the purpose of the apostille.
Estimated Fees, Processing Time, and Expedited Options
The table below summarizes typical costs and timelines as of July 2026. Remember that processing times can fluctuate based on seasonal volume (e.g., visa application peaks).
| Type of Apostille | Issuing Authority | Processing Time (Mail) | Processing Time (Walk-in/Courier) | Fee |
|---|---|---|---|---|
| Federal (FBI) | U.S. Dept. of State, Washington D.C. | 6–8 weeks | 7–10 business days (courier service) | $20 per document |
| State – Texas | TX Secretary of State | 2–3 weeks | Same-day (Austin) | $15 |
| State – California | CA Secretary of State | 4–6 weeks | Not available; walk-in by appointment only | $20 |
| State – New York | NY Dept. of State | 4–6 weeks | 1–2 weeks (expedited mail) | $10 |
| State – Florida | FL Secretary of State | 2–4 weeks | Walk-in in Tallahassee | $10 |
If you need the apostille urgently, consider using a professional courier service that specializes in hand-delivering documents to the U.S. Department of State or state offices. These services can reduce the federal apostille time to 7–10 business days and are worth the extra cost if your visa interview is approaching.
Common Mistakes That Cause Apostille Rejection
Even a small error can lead to your apostille request being rejected, wasting weeks of time. Here are the most frequent pitfalls:
- Submitting a copy instead of the original. The apostille must be attached to the original certified document. Photocopies or scanned prints are not accepted.
- Choosing the wrong issuing authority. Sending a state background check to the federal Department of State, or vice versa, will result in a rejection. Federal documents go to D.C., state documents go to the state capital.
- Missing notarization for state documents. Some states require the document to be notarized before apostille. Verify the requirements on the Secretary of State's website.
- Using an expired document. While the apostille itself does not expire, the underlying background check must be valid for the visa application. If the background check is older than the allowed period, the apostille will be useless.
- Incorrect payment or insufficient postage. Double-check the exact fee and acceptable payment methods. If the fee is wrong, your application will be returned unprocessed.
- Folding or damaging the document. The apostille is attached to the upper-left corner; do not fold the certificate or staple additional materials to it.
Related Guides
- How to Get an FBI Background Check for Immigration Purposes
- State vs Federal Background Check: Which One Do You Need?
- How Long Is a Criminal Background Check Valid for a Visa?
Frequently Asked Questions
Q: How long does it take to get an apostille for an FBI background check?
A: Through standard mail submission to the U.S. Department of State, processing takes 6–8 weeks. If you use a courier service that hand-delivers to the office, you can get it back in 7–10 business days. Walk-in service is not available for federal apostilles as of 2026.
Q: Can I expedite my apostille request?
A: The U.S. Department of State does not offer an official expedited service for apostilles. However, you can use a private courier service that has a dedicated representative to drop off and pick up documents, which significantly reduces turnaround time. State offices may offer expedited processing for an additional fee.
Q: Do I need to notarize my FBI background check before getting an apostille?
A: No. The FBI Identity History Summary is a federal document and does not require notarization before apostille. You send the original FBI report directly to the U.S. Department of State.
Q: What is the difference between an apostille and a notarization?
A: A notarization verifies the identity of the signer of a document. An apostille certifies the document itself for international use. For immigration, an apostille is the only form of authentication accepted by foreign governments that are parties to the Hague Convention—notarization alone is insufficient.
Q: Will my background check be valid after the apostille is attached?
A: The apostille does not change the validity of the background check. The background check's validity period is still determined by the receiving embassy (usually 3–6 months from the date of issuance). The apostille only authenticates the document, it does not extend its acceptance window.
Q: Can I get an apostille for a background check that has already been translated?
A: No. You must obtain the apostille on the original English-language document before any translation. Translating the document before apostille may cause the apostille to be rejected because the foreign authorities need to see the original certificate with the apostille attached.