If you are a U.S. citizen living abroad, you may find yourself in possession of a document issued by a U.S. consulate – such as a Consular Report of Birth Abroad (CRBA), a Consular Report of Death Abroad, or a notarized affidavit from a consular officer. When you need to use one of these consular-issued documents in another foreign country (for example, to register a marriage, apply for dual citizenship, or enroll a child in school), you will often need an apostille to authenticate it. However, the process for obtaining an apostille on a consular document is different from the process for state-issued or even other federal documents. This guide explains exactly how to get an apostille for a document issued by a U.S. consulate, including which office to contact, what forms to use, and how to avoid common pitfalls.
Key Rule: Documents issued by a U.S. consular officer – such as Consular Reports of Birth Abroad (FS-240) and Consular Reports of Death Abroad (DS-2060) – are federal records. They do not go to a state Secretary of State for an apostille. Instead, they must be apostilled by the U.S. Department of State’s Vital Records Section (for birth and death reports) or the Office of Authentications (for other consular documents). As of August 2026, the standard processing time for these federal apostilles is 10–15 business days.
What Types of Consular-Issued Documents Can Receive an Apostille?
U.S. consulates and embassies abroad issue several types of official documents. The most common ones that require an apostille for use in a third country are:
- Consular Report of Birth Abroad (CRBA, Form FS-240): This document serves as proof of U.S. citizenship for a child born abroad to U.S. citizen parents.
- Certification of Birth Abroad (Form DS-1350): An older version of the CRBA, no longer issued but still in use.
- Consular Report of Death Abroad (Form DS-2060): A document issued when a U.S. citizen dies abroad.
- Consular Notarized Documents: Affidavits, powers of attorney, or other documents notarized by a U.S. consular officer.
- Passport Records: Certified copies of passport applications or records, when requested for legal purposes.
It is important to note that U.S. embassies and consulates do not have the authority to issue an apostille themselves. The apostille must be obtained from the designated U.S. authority in Washington, D.C. – specifically, the U.S. Department of State.
Identifying the Correct Competent Authority for Your Consular Document
One of the most common mistakes is sending a consular document to the wrong office. Because consular documents are federal records, they are not apostilled by a state Secretary of State. Instead, you must identify the correct division within the U.S. Department of State.
According to the Hague Conference on Private International Law, the competent authorities for U.S. documents are as follows:
- For Consular Reports of Birth, Death, and Marriage: The U.S. Department of State’s Bureau of Consular Affairs, Passport Services, Vital Records Section issues apostilles for these specific consular vital records.
- For other documents issued by a federal agency or signed by a U.S. consular officer: The U.S. Department of State’s Office of Authentications issues apostilles.
As a rule of thumb: if your document is a CRBA (FS-240), DS-1350, or DS-2060, it goes to the Vital Records Section. For any other consular-issued document (e.g., a notarized affidavit), it goes to the Office of Authentications.
Step-by-Step Process to Obtain an Apostille for a Consular Document
Follow this workflow to successfully obtain an apostille for your consular-issued document. The process differs slightly depending on whether you are requesting an apostille on a CRBA/Death Report or on another consular document.
- Obtain a Certified Copy of the Consular Document (if needed): If you do not already have the original or a certified copy of the consular document, you must request one from the issuing consulate or from the Vital Records Section. For CRBAs, you can request a certified copy directly from the Vital Records Section.
- Identify the Correct Department: As outlined above, determine whether your document goes to the Vital Records Section or the Office of Authentications.
- Prepare Your Request Letter (for Vital Records Section): For CRBA and Death Report apostilles, the Vital Records Section requires a notarized request letter. The letter must:
- Clearly state what is being requested (e.g., “apostille on Consular Report of Birth Abroad”).
- Identify the child’s or deceased person’s full name, date and place of birth, and parents’ names (if applicable).
- Include a clear copy of a government-issued photo ID (e.g., driver’s license or passport).
- Include your contact information and return address.
- Be notarized by a U.S. notary public or a consular officer.
- Complete Form DS-4194 (for Office of Authentications): For consular documents that are not vital records (e.g., notarized affidavits), you must complete the Application for Authentication Services (Form DS-4194). The form is available on the Department of State’s website.
- Pay the Fee: The fee for notarizing the request letter (if done at a U.S. embassy or consulate) is $50.00 per document. The apostille itself is issued by the Vital Records Section or the Office of Authentications; the fee for the apostille is typically included in the processing fee (often around $20). Check the current fee schedule on the Department of State’s website.
- Submit Your Package: Mail your request letter (or DS-4194), the consular document (or a certified copy), the required fee, and a self-addressed, prepaid return envelope to the appropriate address:
- Vital Records Section (for CRBA/Death Report): U.S. Department of State, Passport Services, Vital Records Section, 1111 19th Street, NW, Suite 510, Washington, D.C. 20522-1705.
- Office of Authentications (for other consular documents): U.S. Department of State, Office of Authentications, 600 19th Street NW, Washington, DC 20006.
- Wait for Processing and Receive Your Apostille: Standard processing for federal apostilles is 10–15 business days. Once processed, the apostille will be attached to your document and returned via your prepaid envelope.
Required Document Checklist for a Consular Document Apostille
Use this checklist to ensure your submission package is complete and meets all requirements. Missing any item can cause a rejection or significant delay.
| Required Item | Specification | Which Office? |
|---|---|---|
| Consular Document | Original or certified copy (e.g., FS-240, DS-1350, DS-2060, or notarized affidavit) | Both |
| Request Letter (for Vital Records) | Notarized letter with full details of the subject and return address | Vital Records Section |
| Form DS-4194 (for other consular docs) | Completed and signed application for authentication services | Office of Authentications |
| Copy of Photo ID | Clear copy of driver’s license or passport | Vital Records Section |
| Payment | Check or money order for the correct fee (check current rates) | Both |
| Return Envelope | Self-addressed, prepaid, trackable envelope | Both |
Estimated Costs and Processing Times for 2026
The cost and time for obtaining an apostille on a consular document are similar to other federal apostille requests. However, if you need to have your request letter notarized at a U.S. embassy or consulate, there is an additional fee. Use the table below as a guideline.
| Service | Estimated Fee (USD) | Processing Time |
|---|---|---|
| Notarization of Request Letter (if done at a U.S. consulate) | $50.00 | Immediate (by appointment) |
| Federal Apostille (Vital Records Section) | $20 (estimated) | 10–15 business days |
| Federal Apostille (Office of Authentications) | $20 (estimated) | 10–15 business days |
| Return Shipping (trackable) | $10 – $50+ | 1–5 business days |
Note that processing times do not include mailing transit days. Plan for a total calendar time of 3–4 weeks from the day you mail your request.
Common Mistakes to Avoid When Apostilling a Consular Document
Based on guidance from the U.S. Department of State and feedback from applicants, these are the most frequent errors that lead to rejection or delay.
- Sending a consular document to a state Secretary of State: This is the most common mistake. Consular documents are federal, not state, records. They must go to the U.S. Department of State.
- Not including a notarized request letter for CRBA/Death Report apostilles: The Vital Records Section requires a notarized letter. A simple note or email will not suffice.
- Failing to include a copy of a photo ID: For Vital Records requests, a clear copy of a government-issued ID is mandatory.
- Notarizing the consular document itself: As noted above, notarizing a federal document can invalidate it.
- Using the wrong address: The Vital Records Section and the Office of Authentications have different addresses. Sending to the wrong office will cause significant delays.
- Forgetting the return envelope: The Department of State will not return your document without a prepaid, self-addressed, trackable envelope.
If you are unsure about any step, consult the official U.S. Department of State website or contact the Office of Authentications directly at (202) 485-8000.
Frequently Asked Questions
Q: Can I get an apostille on a Consular Report of Birth Abroad (CRBA) at a U.S. embassy or consulate?
A: No. U.S. embassies and consulates do not have the authority to issue apostilles. Apostilles for CRBAs must be obtained from the Vital Records Section of the U.S. Department of State in Washington, D.C.
Q: What is the difference between a Consular Report of Birth Abroad (FS-240) and a Certification of Birth Abroad (DS-1350)?
A: Both are documents that prove U.S. citizenship for a child born abroad. The FS-240 is the current version; the DS-1350 is an older version that is no longer issued but is still valid. Both can be apostilled by the Vital Records Section.
Q: How long does it take to get an apostille on a consular document?
A: Standard processing for federal apostilles is 10–15 business days. This does not include mailing time. Including shipping, the total process typically takes 3–4 weeks.
Q: Do I need to translate my consular document before getting an apostille?
A: No. The apostille is issued on the original English-language document. However, the foreign authority where you will use the document may require a certified translation into their official language. This translation is done after the apostille is obtained.
Q: What if my destination country is not a member of the Hague Apostille Convention?
A: If the destination country is not a Hague member (e.g., UAE, China, Vietnam), an apostille will not be accepted. Instead, you will need to go through the embassy legalization process. For consular documents, this typically involves first obtaining an authentication certificate from the U.S. Department of State, then having it legalized by the foreign embassy in Washington, D.C.