If you have lived in multiple U.S. states and are applying for a visa, work permit, or residency abroad, you may need to obtain a police clearance certificate from each state where you resided—not just your current state of residence. This is a requirement for many countries that accept state-level background checks, particularly for short-term visas or for applicants who have not lived in the U.S. for more than five years. Requesting a police clearance from a state where you no longer live is a very different process from walking into your local police station. As of July 2026, most states have moved to online or mail-based systems for out-of-state applicants, and the rules, fees, and processing times vary dramatically. Without a clear roadmap, you risk delays, rejected applications, or even missing your visa interview deadline.
Key Rule: Most states require a notarized application and a set of fingerprint cards (FD-258) for out-of-state requests. The certificate is typically mailed directly to you, but some states will only send it to a physical address within the U.S.. You must plan for 2–8 weeks of processing time, plus additional time for apostille and international shipping.
Follow These Steps to Request a Police Clearance Certificate from Another State
Each state has its own designated agency for issuing criminal history records. In most cases, it is the state police, the department of public safety, or the state bureau of investigation. The process for out-of-state applicants generally follows this workflow, though the specific forms and fees will vary.
- Identify the correct issuing authority. Locate the official state police or public safety website for the state from which you need the clearance. Do not use third-party services that charge inflated fees—go directly to the state government site.
- Download the required application form. Most states have a specific "Request for Criminal History Record" or "Police Clearance Application" form. Some states require you to complete it online, while others provide a PDF that you must print and fill out by hand.
- Complete your fingerprint card. Nearly all states require a completed FD-258 fingerprint card for out-of-state requests, even if they do not require fingerprints for in-state applicants. You must have your fingerprints taken by a qualified fingerprinting agency—many local police departments and private fingerprinting services offer this. Ensure the fingerprints are clear and legible; smudged prints are the #1 reason for rejection.
- Notarize your application (if required). Many states, including Texas, Florida, and California, require a notary public to witness your signature on the application form. You will need a valid government-issued photo ID for the notary to verify your identity.
- Submit your application, payment, and fingerprint card. You will typically mail the entire package to the state's designated address. Some states, such as Pennsylvania and Ohio, now allow out-of-state applicants to submit online and upload digital fingerprints, but this is the exception rather than the rule. Always include a pre-paid return envelope (preferably with tracking) so the state can send the certificate back to you.
- Wait for processing. Once submitted, the state will run your fingerprints against its criminal database and issue a certificate. Processing times range from 2 weeks to 8 weeks, depending on the state and the volume of requests. You will receive the certificate by mail—most states do not email results to out-of-state applicants.
What Documents Do You Need to Request an Out-of-State Clearance?
Submitting a complete and accurate package is essential to avoid delays. Below is a standard checklist, but you must always cross-reference with the specific requirements of the state you are applying to.
- Completed application form – signed and dated, with all fields filled in (especially your full name, date of birth, Social Security number, and current mailing address).
- FD-258 fingerprint card – with rolled impressions of all ten fingers. The card must be the official FBI version, which you can order from the FBI or obtain from a fingerprinting service.
- Notarized signature – if the state requires it, ensure the notary's seal and signature are present and the notary's commission has not expired.
- Payment – check or money order payable to the designated state agency. Most states do not accept personal checks from out-of-state banks; a money order or cashier's check is safer.
- Self-addressed return envelope – with sufficient postage. Use a priority mail envelope with tracking so you can monitor when the certificate is sent back to you.
- Copy of your government-issued photo ID – many states require a copy of your driver's license or passport for identity verification.
Processing Times and Fees for Each State
There is no uniform fee or timeline across all 50 states. The table below provides a snapshot of typical fees and processing times for out-of-state requests as of 2026, but these figures can change. Always check the official state website for the most current information.
| State | Processing Time (Out-of-State) | Fee | Notes |
|---|---|---|---|
| California | 4–6 weeks | $32 | Live Scan not available for out-of-state; must mail ink cards. |
| Texas | 3–5 weeks | $27.50 | Requires notarized form and FD-258 cards. |
| Florida | 2–4 weeks | $24 | Online portal available for some applicants, but out-of-state often requires mail. |
| New York | 6–8 weeks | $22 | One of the slowest states; plan accordingly. |
| Pennsylvania | 2–3 weeks | $22 | Accepts electronic fingerprints for out-of-state applicants via approved vendors. |
| Illinois | 4–6 weeks | $25 | Requires notarized form and ink cards. |
Common Mistakes When Requesting from Another State
Because you are not physically present in the state, small errors can cause significant delays. Avoid these common pitfalls:
- Using the wrong fingerprint card. Some states require the FBI FD-258 card, while others accept state-specific cards. Always verify the correct card type on the official state website.
- Failing to include the notarized signature. If the state requires notarization and you skip it, your application will be returned unprocessed, adding weeks to your timeline.
- Not including a return envelope with tracking. The state will not pay for postage to return your certificate. If you do not include an envelope, they will not send your document.
- Incorrect payment amount or method. State fees change frequently. Double-check the current fee on the official site and ensure your check or money order is made payable to the correct agency.
- Applying to the wrong agency. Some states have separate agencies for state-level checks and county-level checks. Ensure you are submitting to the state police or public safety department, not the local county sheriff.
Apostille and Authentication for Out-of-State Certificates
If you are using a state police clearance certificate for an international visa, you must have it apostilled by the Secretary of State of that same state. This is a critical step that many out-of-state applicants overlook. The apostille certifies the state's seal and signature on your certificate so that foreign governments can verify its authenticity.
The process is not automatic. You must submit your original state police certificate (or a certified copy) to the Secretary of State's office in the capital city of that state. You can do this by mail, but you must include the correct fee and a cover letter explaining that you need an apostille for international use. Importantly, many states require that the police certificate be notarized before they will issue an apostille—but others do not. Check the specific rules for your issuing state.
If your destination country is not a member of the Hague Convention, you will need to go through the legalization process at that country's embassy, which adds additional time. As of 2026, the apostille process for state documents takes 2–4 weeks by mail, or you can use a courier service to hand-deliver the document to the Secretary of State's office for faster turnaround (often 1–3 business days).
Related Guides
- State vs Federal Background Check: Which One Do You Need?
- How Long Is a Criminal Background Check Valid for a Visa?
- Complete Guide to Apostille for FBI Background Check
Frequently Asked Questions
Q: Can I request a police clearance from another state online?
A: It depends on the state. A few states, such as Pennsylvania and Ohio, allow out-of-state applicants to submit online and use electronic fingerprinting. However, the majority still require a paper application, ink fingerprint cards, and a notarized form to be sent by mail. Always check the specific state's official website.
Q: Do I need a police clearance from every state I have ever lived in?
A: This depends on the country you are applying to and the visa type. Some embassies require a certificate from any state where you have lived for more than 6 months or 12 months. Others accept a single FBI federal check instead of multiple state checks. Review the visa document checklist carefully.
Q: How long does it take to get a police clearance from another state?
A: Processing times vary by state, ranging from 2 weeks to 8 weeks. California and New York are among the slower states, often taking 6–8 weeks. Pennsylvania and Florida are generally faster at 2–4 weeks. Plan for the longest possible timeline to avoid missing your visa interview.
Q: Can I get a police clearance from another state if I no longer have a U.S. address?
A: Yes, but you must provide a valid mailing address where the certificate can be sent. Most states will mail the certificate to any address you provide, including international addresses, as long as you include sufficient postage for return shipping. Some states, however, only mail to U.S. addresses, so you may need to use a mail forwarding service.
Q: What if my fingerprints are rejected by the state?
A: If your fingerprints are classified as illegible or unclassifiable, the state will reject your application and return it. You will then need to obtain a new set of fingerprints and resubmit your application, including the full fee again. To minimize this risk, use a professional fingerprinting service and request they check the quality of your prints before you send them.
Q: How do I get an apostille on a state police clearance from another state?
A: You must send your original state police certificate to the Secretary of State's office in the capital of that state. Include a completed apostille request form, the required fee, and a return envelope. Some states require the certificate to be notarized first; others do not. Check the specific guidelines for that state.