Getting an Apostille for Federal Documents in the United States
If you need to use a U.S. federal document overseas, you will usually be required to obtain an apostille or authentication to confirm its legitimacy. This process is governed by international treaty and U.S. federal law and differs from apostilles issued for state-level documents. Understanding the distinction is essential to avoid delays or rejection abroad.
What Is an Apostille?
An apostille is a standardized certificate issued under the Hague Apostille Convention that verifies the origin of a public document so it can be recognized in another member country. For non-Hague countries, a different process known as authentication followed by consular legalization is required.
What Are Federal Documents?
Federal documents are issued by agencies of the United States federal government, not by individual states. Common examples include:
- FBI Identity History Summary (FBI background check)
- Certificates of Naturalization or Citizenship
- Social Security Administration letters
- Federal court documents
- Documents issued by U.S. embassies or consulates
- Documents signed by a federal official in their official capacity
These documents cannot be apostilled by a state Secretary of State.
Who Issues Apostilles for Federal Documents?
All apostilles and authentications for U.S. federal documents are issued exclusively by the United States Department of State, through its Office of Authentications in Washington, D.C.
State authorities have no jurisdiction over federal documents.
Hague vs Non-Hague Countries
Before applying, confirm whether the destination country is a Hague Convention member:
- Hague Convention country → Apostille issued by the U.S. Department of State
- Non-Hague country → Authentication by the U.S. Department of State, followed by legalization at the destination country’s embassy or consulate
This distinction affects both the process and the final form of certification.
Step-by-Step: How to Get an Apostille for Federal Documents
1. Obtain the Original Federal Document
Request the document directly from the issuing federal agency. Photocopies are generally not accepted unless certified by the issuing authority.
2. Ensure Proper Signature
The document must bear the original signature (or authorized digital signature) of a federal official whose signature is on file with the U.S. Department of State.
3. Complete the Authentication Request Form
Fill out the Department of State’s authentication request form, specifying:
- The destination country
- Whether the country is a Hague member
- Your return shipping details
4. Submit the Application
Send the document, completed form, and applicable fee to the Office of Authentications. Submissions are typically made by mail or courier.
5. Processing and Return
Once processed, the apostille (or authentication certificate) is attached to the document and returned to you or your courier.
Processing Times
Processing times vary depending on demand and submission method. They can range from several business days to multiple weeks. Expedited handling is limited and often handled via professional apostille service providers.
Common Mistakes to Avoid
- Sending a federal document to a state Secretary of State
- Submitting an unsigned or improperly signed document
- Choosing “apostille” when the destination country is not a Hague member
- Using a document that has been altered or laminated
- Assuming a notarization replaces federal authentication (it does not)
Apostille vs Notarization
A notarization only verifies the identity of the signer. An apostille verifies the authority of the issuing public official for international use. For federal documents, notarization alone is almost never sufficient.
When Professional Assistance Helps
Using a professional apostille service can be beneficial if:
- You are overseas
- Time is critical
- Multiple documents are involved
- You are unfamiliar with Hague vs non-Hague requirements
- The destination country has strict formatting or translation expectations