If you are preparing to mail your U.S. background check to a foreign consulate, you may have been told to "get it notarized." This instruction often causes confusion because a background check – such as an FBI Identity History Summary – is an official government document that already carries its own seal and signature. Notaries cannot authenticate the document itself; they can only authenticate signatures on affidavits or certify that a copy is a true and accurate reproduction of the original. This distinction is crucial. Getting the correct type of notarization for your background check – and knowing when notarization is even necessary – can save you from having your application rejected or delayed. This guide provides a clear, step‑by‑step process for notarizing the appropriate parts of your background check package and ensuring it arrives safely at your destination consulate in 2026.
Understanding Notarization Requirements for International Background Checks
Before you run to a notary, you need to understand what can and cannot be notarized, and whether your consulate actually requires notarization or simply a certified copy.
Most foreign consulates that ask for a "notarized background check" are actually asking for one of two things:
- A notarized copy of the original background check – the notary certifies that the copy you present is a true and accurate reproduction of the original document. This is common when the consulate wants to retain a copy and you need to keep your original.
- A notarized translation of the background check – the translator's signature is notarized, or a separate affidavit of translation accuracy is notarized.
In contrast, an apostille is a completely different process – it authenticates the official seal on the original document for international use. An apostille is issued by the U.S. Department of State (for federal documents) or a state Secretary of State (for state documents). It is not a notarization. You may need both an apostille and a notarized copy, depending on the consulate's rules.
Step‑by‑Step: How to Notarize a Copy of Your Background Check
If your consulate requires a notarized copy of your FBI report or state police certificate, follow these precise steps to ensure the notarization is accepted.
- Obtain the original background check. You must have the official document with the FBI seal or state seal to make a copy. A digitally printed PDF from the FBI is considered an original if it includes the FBI's digital signature and the Verification Code (TCN).
- Make a clear, legible photocopy of the entire document. Include both sides if there is any information on the back. The copy must be an exact reproduction – no cropping, no highlighting, no alterations.
- Take the original and the copy to a notary public. You can find notaries at banks, UPS Stores, public libraries, or through online notary services (some states allow remote online notarization). Bring a valid government‑issued photo ID – driver's license, passport, or state ID.
- Present both documents to the notary. State that you need a certified copy or a true copy notarization. The notary will compare the copy to the original and, if satisfied, will attach a notarial certificate to the copy, stamp it with their notary seal, and sign it.
- Pay the notary fee. Fees are regulated by state law – typically $5 to $15 per notarization. Some banks offer free notary services to account holders.
- Verify that the notary's certificate includes the date, the notary's name, commission number, and seal. This is the documentation that proves the copy is certified.
If your consulate asks for a notarized translation, you will need to have the translator sign an affidavit of accuracy in front of a notary. The notary will notarize the translator's signature, not the translation itself. You then attach the notarized affidavit to the translation.
Apostille vs. Notarization: What's the Difference and When Do You Need Both?
Many applicants confuse notarization with apostille. Understanding the distinction is critical to avoid mailing the wrong authentication.
| Process | Purpose | Issuing Authority | When Required |
|---|---|---|---|
| Notarization | Verifies the identity of a signer and witnesses their signature; can certify a copy is true | State‑commissioned notary public | For copies of documents, sworn translations, affidavits |
| Apostille | Authenticates the official seal on the original document for use in Hague Convention countries | U.S. Department of State (federal) or state Secretary of State | Required by all Hague Convention countries to accept the original document; must be obtained before translation or copying |
In practice, if your destination country is a member of the Hague Apostille Convention (over 125 countries, including most of Europe, Japan, South Korea, Australia, etc.), you must get an apostille on your original FBI report before you do anything else. After that, you may still need a notarized copy of the apostilled document for the consulate's files. Always follow the consulate's specific checklist – they will tell you whether they need a notarized copy, an apostille, or both.
Required Document Checklist for Mailing a Notarized Background Check Abroad
To ensure your package is not returned or rejected, gather every item on this checklist before you seal the envelope.
- Original background check – the official FBI Identity History Summary or state police certificate, with the original seal and signature.
- Notarized copy of the background check – if the consulate requested a copy, ensure the notary's seal and signature are clearly visible and dated.
- Apostille (if required) – if your destination country is a Hague Convention member, you must obtain the apostille before you send the document. The apostille will be attached to the original, not to the copy.
- Notarized translation (if required) – if the consulate's official language is not English, include a certified translation of the background check and the apostille, with a notarized affidavit from the translator.
- Cover letter – a brief letter addressed to the consulate explaining the contents of your package (e.g., "Enclosed is my original FBI Identity History Summary, a notarized copy, and the required apostille").
- Proof of mailing – use a trackable courier service (FedEx, DHL, UPS) or USPS Priority Mail Express International with tracking and signature confirmation.
Do not staple any documents together – use paperclips or separate folders. Staple marks can damage the official seals. If you are sending multiple pages, place them in a clear plastic sleeve to protect them during transit.
Common Mistakes That Can Invalidate Your Notarized Document
Even a properly notarized document can be rejected if you make one of these common errors. Avoid them to save time and frustration.
- Not checking the consulate's specific notarization requirements. Some consulates require the notarization to be done by a specific type of notary (e.g., a "commissioned notary" or a "consular officer"). Others require the notary's signature to be further authenticated by the county clerk. Always read the consulate's instructions carefully.
- Submitting a photocopy without the notary's seal. A simple stamp that says "certified copy" without the notary's signature and commission number is not valid. Ensure the notary completes the full notarial certificate.
- Failing to include the original along with the notarized copy. Many consulates want to see the original to compare with the copy. If you send only the copy, they may reject it.
- Notarizing the wrong document. Some applicants mistakenly get the original notarized – but you cannot notarize an official government document. The notary can only notarize a copy or a sworn statement. If you ask the notary to stamp the original, they will refuse.
- Using an expired notary commission. Notary commissions expire. Check that the notary's commission number and expiration date are current. An expired notary seal invalidates the notarization.
- Mailing the document without tracking. If your notarized package is lost in the mail, the consulate will not know and you will have to start over. Always use trackable international shipping with a receipt.
If you are unsure about any step, contact the consulate's visa section directly via email or phone. They are often happy to clarify their requirements, and getting it right the first time will save you weeks of delays.
Related Guides
- How to Get a Background Check Translated for a Foreign Consulate
- How to Get a US Background Check While Living Abroad
- What Shows Up on an FBI Identity History Summary?
Frequently Asked Questions
Q: Can I notarize my FBI background check at a UPS Store?
A: Yes, many UPS Stores and other notary services can certify a copy of your FBI background check. They will compare the copy to the original and attach a notarial certificate. However, they cannot notarize the original document itself – only a copy or a sworn statement.
Q: Do I need a notarized copy if I already have an apostille?
A: Not necessarily – it depends on the consulate. An apostille authenticates the original document's seal for international use. Some consulates accept the apostilled original without a notarized copy, while others require a notarized copy for their files. Always check the specific visa requirements for your country.
Q: How much does it cost to get a copy notarized?
A: Notary fees are regulated by state law – typically $5 to $15 per signature or per notarized copy. Many banks offer free notary services to their customers. Remote online notarization may have additional fees.
Q: Can I notarize a digital copy (PDF) of my FBI report?
A: Yes, if you print the digital PDF and present the printout as a copy. The notary will compare the printout to the original digital file (if you can show it on a screen) and certify the printout as a true copy. Some states allow remote online notarization (RON) where the notary can witness the signing and certification electronically – check if your consulate accepts RON.
Q: What if my consulate requires a notarized translation of the background check?
A: You will need to have a certified translator translate the document. Then, the translator must sign an affidavit of accuracy in front of a notary. The notary will notarize the translator's signature, not the translation itself. You then attach the notarized affidavit to the translation and submit it alongside the original.