You have finally received your FBI Identity History Summary or state police clearance, and you have obtained the apostille and translation. Now comes the final—and often the most nerve‑wracking—step: submitting your U.S. background check to the foreign consulate as part of your visa, residency, or adoption application. Many applicants mistakenly believe that once they have the document in hand, the rest is simple. In reality, consulates have strict rules about how they accept documents—from the type of envelope to the order of pages to the exact translations required. As of July 2026, many embassies have implemented digital submission portals, while others still require physical mail. Misunderstanding these requirements can lead to your application being returned unprocessed, delayed by weeks, or even rejected outright. This guide walks you through exactly how to package, certify, and submit your background check to ensure it is accepted on the first try.
Key Rule: Always submit your background check with the apostille attached and, if required, a certified translation. The consulate will not accept the raw background check alone. Verify whether the consulate requires the original document to be mailed or if they accept scanned copies through an online portal—this varies by country.
Follow These Steps to Submit Your Background Check to the Consulate
The submission process can be broken down into a clear sequence. The exact steps depend on whether the consulate requires physical or electronic submission, but the preparatory steps are the same.
- Confirm the consulate's submission method. Visit the official website of the embassy or consulate of your destination country. Look for specific instructions on how to submit supporting documents. Some consulates require you to mail physical copies, while others accept scanned uploads through their visa application portal.
- Gather all required components. Your submission package should include the original (or certified copy) of the background check, the apostille certificate attached, and the certified translation (if required). Also include a copy of your passport biographical page and the visa application form.
- Check the packaging requirements. Some consulates require documents to be sent in a specific way—e.g., in a large envelope, with a cover letter, or with a return envelope if you need the documents back. Always read the instructions carefully.
- If submitting by mail, use a trackable shipping method. Use USPS Priority Mail with tracking, FedEx, or DHL. Consulates often do not accept regular first‑class mail without tracking. Include a self‑addressed return envelope if the consulate needs to return your passport or documents.
- If submitting online, scan the documents clearly. Most portals require PDF files at a specific resolution (e.g., 300 DPI). Ensure that the entire document, including the apostille and translation, is readable. Do not crop or alter the documents.
- Pay the visa fee and include the receipt. Many consulates require proof of payment with your submission. Include the payment confirmation slip or reference number.
- Keep copies of everything. Before submitting, make photocopies or digital scans of your entire package. This is essential in case the consulate loses your documents or you need to reference them later.
What Documents Must You Include in Your Submission Package?
Your background check is one of many documents in your visa application. A complete package ensures that the consulate has everything they need to process your case efficiently. Below is a standard checklist, but always defer to the specific requirements of your destination country.
| Document | Requirement | Notes |
|---|---|---|
| FBI or State Background Check | Original or certified copy | Must be issued within the validity period (usually 6 months). |
| Apostille | Attached to the background check | Issued by U.S. Department of State (federal) or state Secretary of State (state). |
| Certified Translation | If required by the consulate | Must be done by a professional translator with a certificate of accuracy. |
| Passport Copy | Clear copy of the biographical page | Ensure the photo and personal details are legible. |
| Visa Application Form | Completed and signed | Fill out neatly; some consulates require it to be printed, not handwritten. |
| Fee Payment Receipt | Proof of visa fee payment | Keep a copy for your records. |
| Cover Letter | Optional but recommended | Briefly explain the purpose of your application and list the enclosed documents. |
Make sure all documents are organized in the order specified by the consulate. Some consulates provide a checklist—print it and check off each item as you include it.
Verify Your Apostille and Translation Before Submission
Two of the most common reasons for consulate rejection are missing or incorrect apostille and inadequate translation. Here is what to check before you send your documents.
Check the apostille: Ensure that the apostille is attached to the original background check (usually with a staple or ribbon). It must have the official seal and signature of the issuing authority. For FBI checks, the apostille comes from the U.S. Department of State; for state checks, from the Secretary of State. Verify that the apostille is dated and that the background check is still within the validity period (typically 6 months from issuance).
Check the translation: If the consulate requires a translation into their official language, you must provide a certified translation. The translation must be attached to a copy of the original document (not the original itself) and must include a statement from the translator attesting to its accuracy. Some consulates also require the translator's credentials or notarization. Always check the exact requirements.
Do not fold or staple additional items to the apostille. The apostille is a legal certificate; altering it can invalidate the document. If you need to attach a translation, place it alongside the original package, not on top of the apostille.
Common Errors That Lead to Consulate Rejection
Even after you have the correct documents, simple mistakes during submission can cause your application to be rejected or returned. Here are the most frequent errors to avoid.
- Submitting an un‑apostilled background check. Many applicants forget that the apostille is mandatory for Hague Convention countries. Without it, the consulate cannot verify the document's authenticity and will reject it.
- Submitting the wrong type of check. Some consulates require the FBI check, while others accept state checks. Submitting a state check when the FBI is required—or vice versa—will lead to rejection.
- Failing to include the translation. Even if you think the consulate officer can read English, many countries legally require a translation. Omitting it is a common mistake.
- Using an expired background check. If the certificate was issued more than 6 months ago, the consulate will not accept it. You will need to obtain a new one.
- Sending the wrong number of copies. Some consulates require one original and one copy, while others want two copies. Check the instructions.
- Submitting via an unapproved courier. Some consulates only accept mail from specific carriers (e.g., DHL or FedEx). Using USPS regular mail may result in non‑delivery.
- Missing the visa fee or using an incorrect payment method. If the fee is not paid correctly (e.g., wrong amount, wrong payee), your application will be held until corrected.
- Not including a return envelope for your passport. If the consulate needs to return your passport, they may require a prepaid, self‑addressed envelope. Without it, you may have to pay extra shipping fees later.
To minimize these risks, create a checklist based on the consulate's official guidelines and review your package three times before sending.
Related Guides
- How to Get a Background Check Apostilled for Overseas Use
- How to Get a No Criminal Record Certificate for Immigration
- State vs Federal Background Check: Which One Do You Need?
Frequently Asked Questions
Q: Can I submit my FBI background check to the consulate by email?
A: It depends on the consulate. Some embassies have online portals where you can upload scanned copies. However, many still require the original physical document with the apostille attached. Always check the consulate's specific submission guidelines.
Q: What should I do if the consulate rejects my background check?
A: If the consulate rejects your background check, they will usually provide a reason. Common reasons include missing apostille, incorrect translation, or expired document. You will need to correct the issue and resubmit. This may require obtaining a new background check if the original has expired.
Q: Do I need to notarize the background check before submitting to the consulate?
A: No. The apostille replaces the need for notarization for international use. Notarization is not required and may confuse the consulate. Only provide the background check with its attached apostille.
Q: How long does the consulate take to process my application after receiving the background check?
A: Processing times vary by consulate and visa type. Typically, it ranges from a few days to several weeks. The background check is just one component; the consulate must also verify other documents. Check the consulate's estimated processing times on their website.
Q: Can I use the same background check for multiple visa applications?
A: Yes, as long as the document is still within the validity period required by each consulate. However, each consulate will keep the original or a copy, so you may need to request multiple certified copies if you are applying to multiple countries simultaneously.
Q: Should I send the background check separately from the rest of my visa application?
A: No. You should include all required documents in one package unless the consulate explicitly instructs otherwise. Sending documents separately can lead to confusion and delays.