Federal Apostilles from the U.S. Department of State

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By the notaries at Mar Vista Cheap Mobile Notary, commissioned by the California Secretary of State · Updated October 26, 2026 · Sources: U.S. Department of State: Authenticate Your Document, Hague Apostille Convention status table

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Documents that need a federal apostille

• FBI Identity History Summary (FBI background check), the most common by far. See FBI background check apostille.
• IRS Form 6166 (certification of U.S. residency for tax treaty purposes)
• Certificates from federal agencies such as FDA certificates to foreign governments, USDA export certificates and other agency-issued records
• Documents signed by federal officials, including some federal court documents and records from federal agencies
• Documents issued by U.S. consulates abroad, such as a Consular Report of Birth Abroad

If the document was signed by a state or county official, or by a notary, it goes to that state instead. See California apostilles.

How the federal process works

1. Confirm the document is signed by a federal official and is the original or an official certified copy.
2. Complete form DS-4194 (Request for Authentication Service), listing the destination country.
3. Include the fee ($20 per document at the time of writing; confirm on the State Department’s website) and a prepaid return envelope.
4. Send it to the Office of Authentications. In-person appointments in Washington, D.C. are limited and generally reserved for urgent travel.
5. For countries outside the Hague Convention, the State Department issues an authentication certificate instead, and the document then goes to that country’s embassy for legalization.

Common mistakes

• Notarizing a federal document and getting a California apostille. Some countries accept this, many do not. The apostille then authenticates only the notary, not the FBI or agency signature, and the receiving authority may reject it.
• Altering the document. Stapling, unstapling, adding pages or signing a federal document can invalidate it for authentication.
• Sending a state document to the State Department. It will be returned. California documents go to the California Secretary of State.

How we help

We prepare and check your federal apostille request, make sure it’s routed to the right office, and track it until it comes back, alongside any California apostilles, notarizations or translations the same case needs. Call (424) 484-9268 or book an apostille consultation.

Common questions

What is the difference between a state and federal apostille?

A state apostille authenticates the signature of a state official (including notaries); a federal apostille, issued by the U.S. Department of State, authenticates a federal official’s signature. Which one you need depends on who signed the document.

How long does a federal apostille take?

Usually several weeks by mail, depending on the State Department’s current workload. Check their current processing times before you plan.

Can the California Secretary of State apostille an FBI background check?

No. FBI background checks are federal documents and are authenticated by the U.S. Department of State.