Detailed Guide to Requesting an FBI Background Check from Germany

Applicants for an FBI background check from Germany need it for a reason that can't wait. It can be a work visa, a residency permit, or a citizenship application that's been months in the making. Whatever the reason is, one thing remains the same. The process requires them to get fingerprints taken as per the FBI standards and mail them across the Atlantic. All of this is managed from a country where finding the right fingerprinting service is not always an easy task.

Through this blog, we will learn about different ways to apply for this check, the dos and don’ts to apply, and apostilling the FBI background check.

An FBI background check, or FBI identity history summary check, is an official document that shares details of an individual’s criminal history in the United States. This check analyzes fingerprints to find accurate information in the FBI's database, including arrest records, charges, convictions, sentences, etc. The USA Criminal Record Check is conducted by the Federal Bureau of Investigation (FBI).

Whether you're asked for an FBI check depends on what you're applying for and where you've lived. A caseworker will look at your residency history. If the United States appears, they may require an FBI Identity History Summary.

There are different ways to apply for this background check in Germany such as mail, eDO portal, or via a third-party service provider.

1. Applying by Mail

You can choose to mail the USA background check application to the FBI. This conventional method of applying involves the following steps.

Complete the Application Form

Begin the procedure by downloading the application form from the official FBI website and filling it out by adding important details such as your name, birthdate, address, etc. Avoid making errors by double-checking the details added.

Submit a Fingerprint Card

FBI background checks are based on an individual’s fingerprints. Therefore, use an FD-258/FD-1164 fingerprint card to submit your fingerprints for this check. Have your fingerprints taken at a local police department in Germany or a fingerprinting agency.

Make Payment

The fee must be paid through an acceptable mode such as a credit card, money order, or a certified check. Please refrain from paying through cash or personal check as it is not accepted. You will also be required to submit your proof of payment along with the application.

Send the Application

After completing the application, taking fingerprints using the fingerprint card, and making the payment, arrange all the relevant documents and mail these to the following address.

FBI CJIS Division - Summary Request

1000 Custer Hollow Road

Clarksburg, WV 26306

2. Online Application (eDO Portal)

Germany-based applicants can use the FBI's Electronic Departmental Order (eDO) portal to complete their application and pay the processing fee online. However, the eDO portal's electronic fingerprint submission is only available at authorized collection sites within the United States. Germany-based applicants cannot submit fingerprints electronically and must still collect rolled ink fingerprints on official FD-258/FD-1164 cards and mail them to the FBI.

Visit the Portal

Begin by visiting the eDO portal at edo.cjis.gov and creating an account. Register by adding your contact details and login credentials.

Add Your Information

Complete your personal details accurately, exactly as they appear on your passport. Any discrepancy between your application details and your identity documents can cause processing delays.

Pay the Fee

Pay the application fee through an approved method such as a credit card. You will receive a confirmation email once payment is successfully processed. Retain this email- you will need to print it and include it with your physical fingerprint card when mailing.

Get Your Fingerprints Taken in Germany

After completing your online application and receiving your confirmation email, arrange to have your rolled ink fingerprints collected on an official FD-258/FD-1164 fingerprint card by a professional fingerprinting service in Germany. German police stations may not stock the correct FBI fingerprint cards or be familiar with FBI rolling standards- always call ahead to confirm before visiting. Alternatively, Globeia's trained associates can collect your fingerprints at your home or office anywhere in Germany with the correct official cards.

Mail Your Fingerprint Card

Place your completed fingerprint card and printed confirmation email in a single envelope and mail it to the FBI's CJIS Division per the current submission instructions provided in your eDO confirmation email. Always verify the current mailing address before dispatching. Use a tracked international courier service such as DHL or FedEx- standard international post provides no visibility once your package leaves Germany.

Receive Your Results

Once the FBI processes your submission, results are delivered through the method you selected during the online application, either via a secure digital download link or by physical mail. 

3. Third-Party Services

You can also choose to apply through a professional coordination service such as Globeia, which assists with fingerprint collection coordination, application support, and submission management.

Complete the Application

Provide your personal details, upload any required documents, and ensure all information is accurate before submission.

Make Payment

Complete payment using your preferred payment method according to the instructions provided.

Submit Your Fingerprint Card

Have your fingerprints collected on an official fingerprint card. Once the card has been reviewed for quality, mail the original fingerprint card to Globeia Inc. in the United States for processing and submission coordination.

Receive Your Results

Many applicants receive their results within a few business days, while others may experience longer processing times depending on their individual circumstances. For some applicants, processing can take several weeks.

These timelines are estimates only. Processing times are determined solely by the FBI and may vary depending on workload, fingerprint quality, and other factors outside any provider's control.

Follow these tips and avoid certain practices for a smooth USA background check application process.

Dos:

• Use Professional Fingerprinting Services: Ensure that you get your fingerprints taken properly. The standards must adhere to the FBI’s guidelines. Read our detailed guide to learn more.
• Understand Processing Timelines: Please note that the processing timeline could be extended in certain circumstances. If you require your result within a set timeline, you are advised to apply early.
• Request Additional Services: Read about the additional services you may require to apply for along with your USA criminal record check, such as apostilling your document or translating your document into the German language for use, and apply accordingly.

Don’ts:

• Don’t Submit Poor-Quality Fingerprints: You are advised to avoid submitting fingerprints that do not adhere to the quality standards set by the FBI.
• Avoid Submitting Application with Incorrect Details or Documents: You are suggested to review your application and the documents attached before submission.
• Avoid Delaying Application Submission: If you have a deadline to meet, you must consider avoiding a delay in submitting your FBI background check application.

It is highly important to have your public document, such as an FBI background check, apostilled if you are planning to use it in Germany. Since Germany and the USA are members of the Hague Apostille Convention, having your USA Criminal Record Check apostilled would mean that your document is legitimate for usage. An apostille eliminates the need for embassy or consulate legalization. Germany and the United States are both Hague Convention members, meaning a US Department of State apostille on your FBI Identity History Summary is recognized by German authorities without further legalization.

Note: Apostille is obtained in the United States. That means your FBI report travels back across the Atlantic after you receive it. Plan for the extra time.

Your FBI Identity History Summary arrives in English. Many German authorities will not accept it as-is. They want the document translated into German.

What counts as "certified" in Germany?

This means translation must be done by a translator who is officially recognized in Germany. This can be:

• A court-sworn translator.
• A translator recognized by a German court.
• A translation agency that employs such translators.

You can find certified translators through the BDÜ or by searching the database of your regional court. Online services exist, but make sure the translator's credentials are verifiable in Germany.

When should you get the translation?

After you have the apostilled FBI report in hand. Don't translate before the apostille. The apostille itself is a separate page that gets attached to the original, and the full set needs to be translated together if the authority requires it.

The FBI doesn't put an expiration date on its report. German authorities do have a validity window for documents. Many want a document issued within 6 to 12 months. If your application takes longer than expected, you may need a new document.

The timing gets tricky because the document has to go through three steps (depending on the authority that requires the document):

• FBI Identity History Summary.
• U.S. Department of State Apostille.
• Certified German translation.

Because the validity time has already started while your document sits in Washington, D.C. awaiting an apostille, timing is critical. Plan accordingly.

Applying for the FBI Background Check from Germany becomes simple when you know the right steps. Regardless of whether you apply for it by mail, through the eDO platform, or a third party, every step of the process should be done accurately. If you are interested in applying using Globeia’s efficient service for a USA background check, start here. If you are interested in getting your document apostilled, you can also choose to use Globeia’s FBI apostille service.