How to Get an FBI Background Check Apostille

You have received your FBI Identity History Summary, and your international application seems to be on the right track, until you learn that the document also needs an apostille. Now, you need to figure out how to get an FBI apostille and what is required to make the document acceptable for use in another country.

The process of getting an apostille for an FBI Identity History Summary from outside the U.S. can involve more than only submitting the report for authentication. The correct submission route, document requirements, processing time, fees, and any additional legalisation or translation can depend on where the document will be used and what the requesting authority requires.

This guide explains the FBI apostille process, including what to prepare, where to submit your FBI report, available processing options, expected costs and timelines, and when additional authentication or translation may be required. Many applicants also prefer professional assistance, like Globeia for a hassle-free application submission.

Here’s what you need to know before applying for an FBI apostille:

An FBI background check apostille is a certificate issued by the U.S. Department of State for an FBI Identity History Summary intended for use abroad. It authenticates the signature and seal on the federal document for presentation in countries that accept apostilles under the Hague Apostille Convention.

Why Is the FBI Apostille a Federal Process?

An FBI background check is a federal document because it is issued by the Federal Bureau of Investigation (FBI). Its authentication therefore follows a federal process rather than the procedure used for documents issued by individual states.

Distinction between a state document and federal document:

Why the Submission Route Matters

One of the most common mistakes to make is sending an FBI Identity History Summary to a state Secretary of State for apostille. State offices do not authenticate federal documents, so the submission cannot be processed through the state-level route.

For an FBI document, the authentication request must follow the U.S. Department of State's federal process.

An FBI Identity History Summary may need an apostille when it is being submitted to a foreign government, employer, university, or other authority that requires an authenticated U.S. criminal record.

The requirement is not based on your citizenship alone. It depends on where the document will be used and what the receiving authority requires.

Common Situations That May Require an FBI Apostille

An apostilled FBI Identity History Summary may be requested for:

• Work Visas and Employment Abroad: Employers or government authorities may require an authenticated criminal record as part of a work permit or employment application.
• Residency and Long-Stay Visas: Residency, retirement, and digital nomad visa applications may require an apostilled FBI background check.
• Citizenship Applications: Some citizenship or nationality applications, including applications based on descent, may require an authenticated FBI record.

• International Adoption: Adoption authorities may request an FBI background check with the authentication required for use in the destination country.
• Education and Professional Licensing: Universities, professional bodies, and licensing authorities may require an authenticated criminal record for applicants who have lived in the United States.

The exact requirement can vary by country, visa category, and receiving authority. Therefore, you should always confirm whether an apostille is specifically required before submitting your FBI report.

When Is an FBI Apostille Not Required?

You may not need an apostille when:

• The document is being used in the United States: An FBI Identity History Summary used for a domestic application does not need an apostille.
• The receiving authority does not require authentication: Some foreign employers or institutions may accept the FBI report without an apostille.
• The destination country follows a different legalization process: Countries that are not parties to the Hague Apostille Convention generally use authentication and embassy or consular legalization instead of an apostille.

Important: The receiving authority may also set a time limit for how recently the FBI Identity History Summary must have been issued. This recency requirement is separate from the apostille process, so check the document requirements before you begin.

Check the following points before submitting your FBI Identity History Summary for federal apostille:

1. You have the complete FBI-issued document

Make sure you have the complete FBI Identity History Summary issued by the FBI before starting the authentication process. If you received it electronically, keep the original electronic file rather than relying on a screenshot or altered copy. If you received a paper copy, keep the FBI-issued document intact.

2. The FBI document has not been notarized

Do not add a notary seal or notarization to the original FBI Identity History Summary. Federal documents such as FBI background checks follow a separate authentication process through the U.S. Department of State, and the Department advises applicants not to notarize original federal documents before submission.

3. You have identified the country where the document will be used

The destination country is required on Form DS-4194 and determines the type of authentication needed. A country that accepts apostilles under the Hague Apostille Convention follows a different route from a country that requires traditional authentication and legalization.

4. You have checked for any additional requirements

An apostille may not be the final step. Depending on the destination and receiving authority, you may also need a certified translation, embassy or consular legalization, or a specific document format. Confirm these requirements before submitting the FBI report so you know what needs to be completed after federal authentication.

You must carefully review the required forms, documents, payment, and submission route while submitting your FBI Identity History Summary for federal authentication. Any missing or improperly prepared items can cause the U.S. Department of State to return or delay your submission.

Here are the steps you need to follow to get an FBI Background Check Apostille:

Step 1 - Complete Form DS-4194

Form DS-4194 (Request for Authentication Services) is the official U.S. Department of State form used to request federal authentication.

You also need to provide your complete contact information, accurately identify your document, and clearly state the country where your FBI report will be used.

Before finalizing the form, double-check a few details:

• Contact Information: Your full name, phone number, and return mailing address are complete and legible.
• Document Identification: The federal record is identified as an “FBI Identity History Summary.”
• Destination Country: The country of use is clearly stated so the appropriate certificate can be issued.
• Document Count: The number of documents submitted for authentication is accurate.
• Fee Calculation: The required $20 nonrefundable fee per document is correctly calculated.

Step 2 - Prepare Your Submission Packet

Your submission packet must have all the required documentation, payment, and return envelope.

Ensure your packet contains the following:

• FBI Identity History Summary: Submit the FBI-issued document in the form required for federal authentication. Do not alter, stamp, or notarize the document.
• Completed Form DS-4194: Ensure all required sections are completed, readable, and signed.
• Payment: The U.S. Department of State charges a $20 nonrefundable fee per document. Make sure your payment method complies with the current requirements for your chosen submission route.
• Prepaid Return Envelope: For standard mail submissions, include a self-addressed, prepaid return envelope according to the Department of State's current shipping instructions.

Note: Always verify the current U.S. Department of State requirements immediately before sending your packet, as submission and payment procedures may change.

Step 3 - Choose Your Submission Route

The U.S. Department of State offers different submission options depending on your circumstances and timeline.

Note: Department of State processing times are government estimates based on current guidelines on the U.S. Department of State Request Services Hub and do not include postal transit times.

For international applicants residing outside the United States, managing this federal process independently can also involve international shipping, payment arrangements, and coordinating the return of the completed document. Professional coordination can simplify these logistical steps.

Step 4 - Receive and Check the Authenticated Document

Once document processing is complete, the U.S. Department of State will return your FBI document with the appropriate apostille or authentication certificate.

1. Verify Attachment: Make sure the apostille or authentication certificate remains attached to the document. Do not remove the staples or otherwise separate the certificate from the document.
2. Check Personal Details: Confirm that your name and other identifying information are accurate and consistent with your application documents.
3. Verify Destination Country: Check that the destination country shown on the certificate is correct.
4. Complete Secondary Requirements: Determine whether your destination country requires a certified translation or additional embassy or consular legalization before the document can be submitted.

Globeia understands that arranging an apostille for an FBI Identity History Summary can involve various steps, beginning from document review, submission , shipping to follow-up requirements.

Globeia coordinates these steps through its online platform, so applicants can manage the process without arranging each part separately.

Here’s how the process work:

• Submit your FBI report: Upload your FBI Identity History Summary through Globeia’s SmartForm. The document is reviewed to determine the appropriate service and next steps.
• Send the required document: Globeia confirms whether an original document or a clear scan is needed and provides instructions for submission.
• Federal processing: Globeia coordinates submission to the appropriate U.S. authority and handles the document through the apostille process.
• Track and receive your document: Progress can be monitored through SmartPortal, and the completed document is returned by courier.

Do not have your FBI Identity History Summary yet? Globeia can also assist with fingerprinting and the FBI background check before the apostille stage.

Important: Globeia coordinates the process but does not issue the FBI Identity History Summary or the apostille. These are issued by the relevant U.S. government authorities, and their processing times are outside Globeia’s control.

If you are using your FBI Identity History Summary in a country that is not a party to the Hague Apostille Convention, an apostille is usually not the applicable form of authentication. Instead, the document may need to go through federal authentication followed by embassy or consular legalization, depending on the destination country's requirements.

How Does the Process Work for Non-Hague Countries?

For a non-Hague destination, the process may involve:

FBI Identity History Summary → U.S. Department of State Authentication → Embassy or Consular Legalization

Where embassy or consular legalization is required, the FBI Identity History Summary is generally authenticated by the U.S. Department of State before being submitted to the destination country’s embassy or consulate.

1. U.S. Department of State Authentication: The FBI Identity History Summary is submitted to the U.S. Department of State Office of Authentications for a federal Authentication Certificate rather than an apostille.
2. Embassy or Consular Legalization: After federal authentication, the document may need to be submitted to the destination country's embassy or consulate for further legalization. The exact requirements depend on the country and the authority receiving the document.

Why Can Embassy Legalization Take Longer?

Unlike the standardized apostille route, embassy legalization can involve additional requirements set by the destination country.

These may include:

• Different Fees and Processing Times: Each embassy or consulate establishes its own fees, procedures, and processing times.
• Translation Requirements: Some destinations may require the FBI document and/or authentication certificate to be translated before further legalization.
• Additional Authentication Steps: Certain countries may require additional document processing before or after embassy legalization.

Always check the current requirements of the destination country's embassy or the authority requesting your FBI background check before submitting the document.

Need help with the process? Globeia can coordinate federal authentication and, where required, additional legalization services for an FBI Identity History Summary intended for international use.

The final step is not only getting an apostille on an FBI Identity History Summary. It is making sure the document follows the authentication route and submission requirements of the country where it will be used. For Hague countries, that may mean a federal apostille; for others, additional authentication and embassy legalization may be required.

Checking these requirements before submitting the application can save time, particularly when your FBI report is being prepared for a visa, residency, employment, or other international application.

Ready to prepare your FBI Background Check for international use? Get started with Globeia and have your apostille process coordinated from submission to delivery.