FBI Background Check Apostille: Do You Really Need Notarization? [2025 Guide]

Many people believe they need to notarize their FBI background check before getting an apostille. This misconception causes unnecessary delays and extra steps when you need international document validation. Whether you're moving abroad for work, applying for foreign residency, or handling other international matters, getting the process right saves time and hassle.

An FBI background check apostille confirms that your document is genuine and was issued by a valid US authority. The U.S. Department of State in Washington, DC, is the only authority that can issue an apostille for FBI background checks. The apostille ensures your document can be accepted for official purposes overseas by verifying the signature and origin of the FBI report. Most European citizenship by descent programs and all foreign citizenship by investment programs require FBI reports from US citizens.

Here's what might surprise you: you do not have to notarize an official government-issued document before submitting it for an apostille to the U.S. Office of Authentications. This guide will walk you through the correct process, explain exactly when notarization is needed, and give you step-by-step instructions for different countries, including Spain, South Korea, Portugal, and many Latin American nations where these documents are frequently required.

The biggest confusion when getting an FBI background check apostilled comes from widespread misconceptions about notarization. Applicants waste time and money on unnecessary steps because of this persistent myth.

Common misconceptions about notarization

The most common mistake is thinking apostille certification and notarization are the same thing. They serve completely different purposes. A notary public verifies the signature on a document, while an apostille authenticates it for international use.

Many people incorrectly believe that:

• All documents require notarization before an apostille
• Notarization can replace an apostille
• Any notary public can issue an apostille certification

Here's the reality: if you have a government-issued document with a wet-ink signature (like an FBI background check), it can typically receive an apostille without notarization. Only authorized agencies, such as the Secretary of State's office, can issue apostille certifications, never a notary public.

What the U.S. Department of State actually requires

The U.S. Department of State treats different document types differently. Government-issued documents with official signatures generally don't need notarization before apostille. If you submit a document for apostille that requires notarization but lacks it, your application will be rejected.

The distinction between state and federal apostilles matters here. FBI background checks fall under federal jurisdiction, so they require federal apostille processing through the U.S. Department of State in Washington, DC.

How misinformation spreads online

Wrong information about apostille requirements spreads through outdated websites, third-party services with hidden agendas, and incorrect advice in online forums. Apostille procedures change occasionally, so information from even a few years ago might be wrong.

Some third-party services may suggest unnecessary steps to increase their fees. Getting an apostille for FBI background checks might seem complicated, but the process is actually straightforward. Understanding what's truly required versus what's myth saves you time, money, and frustration.

When dealing with FBI background checks for international use, knowing which apostille type you need is essential. Two distinct types of apostilles apply to FBI background checks, each with specific requirements and limitations.

Federal apostille: direct on the original document

The federal apostille is issued directly by the U.S. Department of State in Washington, DC, and is the primary method for authenticating FBI background checks. This official certification verifies the authenticity of your document for use in countries that participate in the 1961 Hague Convention. The process is straightforward; you submit your original FBI background check to the Office of Authentications without requiring notarization. Typically, federal apostilles are processed within 3-5 business days, though standard processing may take longer depending on volume.

State apostille: requires a notarized copy

State apostilles work differently. This involves getting your FBI background check notarized and then submitting it to a state's Secretary of State office. This creates a notarized copy that the state then apostilles. State apostilles for FBI background checks aren't always accepted internationally, as they create an additional layer of authentication on what is inherently a federal document.

Which countries accept which type?

Most Hague Convention countries prefer federal apostilles for FBI background checks specifically because they come directly from the U.S. Department of State. However, acceptance varies:

• Federal apostilles are universally accepted by all Hague Convention countries for FBI background checks
• State apostilles have limited acceptance and may be rejected by countries like Spain and Portugal
• Non-Hague Convention countries require a different authentication altogether, called "embassy or consular legalization."

For international employment or immigration purposes, the federal apostille route is typically the safest choice. Using the correct apostille type from the start helps avoid delays, additional costs, and potential rejection of your documents by foreign authorities.

Getting your FBI background check apostilled involves several clear steps. Follow this process to ensure your document meets international requirements:

1. Obtain your FBI background check (IdHS)

Request your FBI Identity History Summary (IdHS) directly through the FBI or via an approved channeler. The direct FBI method costs but takes 12-14 weeks. Using a professional service like Globeia can speed this up to just 48 hours. Make sure to get either a hard copy or the official PDF version with a digital signature. For more information regarding an FBI check, read our blog here.

2. Complete DS-4194 form correctly

Download and fill out Form DS-4194 from the Department of State website once you receive your background check. This authentication request form must be completed accurately; errors or missing information are the main reasons applications get rejected. Include the destination country name, as this determines whether you'll receive an apostille or an authentication certificate.

3. Choose your submission method

You have three main options:

• Mail: Send documents to Sterling, VA processing takes 5+ weeks
• Walk-in: Submit in person at the Washington, DC office (7:30-9:00 AM, Mon-Thu), approximately 9 business days
• Emergency appointment: Available only for urgent travel within two weeks due to serious family emergencies
• Expert Apostille Services: Globeia’s apostille services in USA help to get results faster, as little as 48 hours. 

4. Track processing time and fees

Standard processing typically takes 2-3 weeks through the Department of State, plus shipping time. The federal apostille fee can be paid by credit card, check, or money order, depending on the submission method. To easily complete an FBI check apostille, read our full guide here.

The federal apostille is the standard route, but there are some situations where a state apostille might work for your FBI background check.

Rare cases where a state apostille is accepted

State apostilles for FBI background checks work only in very specific situations. Some countries with less strict requirements might accept state-level authentication, especially for non-official purposes. These cases are rare, though.

Destination country requirements

Different countries have different rules for document authentication. Check with your destination country's embassy or consulate about their specific requirements before you start the process. Some nations might accept state apostilles for certain applications, but most Hague Convention countries require federal apostilles for FBI records.

How third-party services can help with notarization

Third-party apostille services understand when notarization is actually required versus when it's unnecessary. These professionals can handle the complexities for you. Many offer package deals that include notary services for cases where state apostilles are allowed by your destination country.

Why a federal apostille is the safer choice

The federal apostille route typically has fewer complications. This process eliminates an extra layer of authentication, which reduces rejection risks and processing delays. Federal apostilles come directly from the U.S. Department of State, so they get universal acceptance among Hague Convention countries. As long as you follow the correct steps, the federal route is more reliable and saves you potential headaches down the road.

Getting an FBI background check apostille is straightforward once you know the facts. Most people don't need notarization for their FBI background checks before obtaining an apostille. The federal apostille route through the U.S. Department of State remains the most reliable option for international document validation.

This guide has cleared up common myths about notarization requirements and shown you when each type of apostille works best. Federal apostilles offer greater certainty and acceptance worldwide, which can save you weeks of processing time and prevent document rejection by foreign authorities. 

Always check your destination country’s specific requirements before starting, as each nation has different standards for document authentication. Confirming these details early helps prevent costly mistakes. With accurate information about FBI background check apostilles, you can confidently prepare your documents for international use.

Whether you need an FBI apostille or a state apostille, a professional service like Globeia can be extremely helpful. With years of experience, Globeia understands the ins and outs of the entire process.