What is a Federal Apostille?

FAQ
Simple answer: A federal apostille is a certificate from the U.S. Department of State. It proves a federal document is real so another country will accept it.

What a Federal Apostille Does

Many countries ask for proof that your U.S. documents are genuine. An apostille is that proof. A federal apostille applies to documents issued by U.S. federal agencies. The certificate is attached to your document so foreign authorities can verify the seal and signature.

You need a federal apostille if your document was issued by a federal office. The most common example is an FBI background check for visas or residency abroad.

Federal vs. State Apostille (Know the Difference)

Federal Apostille

  • Issued by the U.S. Department of State (Washington, D.C.).
  • Used for federal documents (FBI, SSA, USPTO, USDA, FDA, etc.).
  • Typical need: visas, immigration, work or study overseas.

State Apostille

  • Issued by a state’s Secretary of State.
  • Used for state or local documents (birth, marriage, diplomas, notarized papers).
  • Each state has its own rules and fees.

Common Documents That Need a Federal Apostille

  • FBI Background Checks
  • Social Security Administration letters
  • U.S. Patent and Trademark Office records
  • USDA / FDA certificates and other federal agency letters
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How the Process Works (Step by Step)

  1. Get your federal document. For example, download your FBI background check.
  2. Submit it for a federal apostille. The U.S. Department of State attaches the apostille certificate.
  3. Use it abroad. The receiving country can now confirm it is authentic.
Tip: If the country is not in the Hague Apostille Convention, you will need consular legalization instead of an apostille.

Timing, Delays, and Common Mistakes

Mailing your own paperwork can take weeks. Small errors cause rejections and more waiting. The most common mistakes are sending the wrong document type, missing pages, or using the wrong kind of apostille (state instead of federal, or vice versa).

  • Right document: Confirm it came from a federal agency if you need a federal apostille.
  • Complete pages: Include all pages, including any cover letters.
  • Clear copies: Make sure printed PDFs are sharp and readable.

Why People Choose Expedited Filing

We file at the U.S. Department of State in person. That means no mail delays and fewer errors. Our team reviews your documents twice before filing. We scan the finished apostille the same day we pick it up and ship the original to your door.

  • In-person filing at the Department of State
  • Two checks to catch errors before submission
  • Same-day scan on pickup; tracked shipping of originals

Quick Answers (FAQs)

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