Moving Abroad

Apostille for US Documents: What It Is and How to Prepare Yours for Use Abroad

4 min read

In this guide
  1. Quick answer
  2. Which documents can the State Department apostille?
  3. What does your document need before you submit it?
  4. What about state documents, like a birth certificate?
  5. What about an FBI background check for a visa or job abroad?
  6. Common mistakes
  7. FAQ
    1. Is an apostille the same as notarization?
    2. Does every country accept an apostille?
    3. How do I know if my destination is a Hague country?
  8. Key takeaways
  9. Related guides
  10. Sources

What is an apostille and when do you need one? An apostille is a certificate attached to a document so another country can accept it as genuine. The US Department of State says countries in the 1961 Hague Convention Treaty may require an apostille certificate for US federal documents. If you are moving abroad and a foreign authority asks for an FBI background check, a naturalization certificate or a tax residency certificate, this is the step in between.

Quick answer

  • The State Department issues apostilles for federal documents signed by a US federal official, a US consular officer, a registered foreign consul or a military notary or judge advocate.
  • Examples include federal court documents, FBI background checks, naturalization certificates and IRS tax residency certifications.
  • Submit an original or certified copy, with original seals and signatures, and Form DS-4194 through the authentication services request.
  • Do not notarize the original. The State Department says doing so makes it no longer valid.
  • State-issued documents follow a different route, explained below.

Which documents can the State Department apostille?

Only federal documents. The Department of State lists these categories of signer:

Signed by Examples given by the State Department
A US federal official Federal court documents, FBI background checks, naturalization certificates, IRS tax residency certifications, patent and trademark applications
A US consular officer Documents signed by US consular staff
A foreign consul registered with the Office of Protocol Documents signed by that consul
A military notary or judge advocate Military legal documents

If your document is an IRS residency certificate, see our guide to Form 6166.

What does your document need before you submit it?

  1. It must be an original or a certified copy.
  2. It needs a legible official signature, the official’s printed name and title, and the agency seal. Seals and signatures must be originals.
  3. It must show the issue date and be on agency letterhead.
  4. If the destination country requires English translations, use a professional translation and have the translated copy notarized.
  5. Submit a request through the authentication services with Form DS-4194, the fees and the documents.

The State Department page mentions fees but the page I checked did not give an amount or a processing time, so check the current figures on the official site before you send anything.

What about state documents, like a birth certificate?

These follow a different path. The State Department says that for a state document used in a Hague Convention country, the issuing state certifies it and no federal apostille is needed. For a state document used in a non-Hague country, an authentication certificate is required.

What about an FBI background check for a visa or job abroad?

The State Department’s steps are: get fingerprints taken (US embassies and consulates abroad do not provide fingerprinting), request the FBI Identity History Summary, then send the FBI record to the Office of Authentications for an apostille if needed. You must say which country you will use the document in, because the apostille depends on it. If that country is not an Apostille country, you also need authentication from its embassy after the US authentications are complete. For the wider picture, see our guide to police clearance certificates for immigration.

Common mistakes

  • Notarizing the original. The State Department says not to.
  • Sending a photocopy. It must be an original or certified copy with original seals.
  • Not naming the destination country. The apostille depends on where you will use the document.
  • Applying to the federal office for a state document. State documents are certified by the issuing state.
  • Skipping the translation step when the destination country needs English translations.

FAQ

Is an apostille the same as notarization?

No. A notary signs a document. An apostille is issued by a government authority to certify the document for use in another country. The State Department tells you not to notarize an original federal document.

Does every country accept an apostille?

Countries in the 1961 Hague Convention may require one. For other countries you may need authentication, including from that country’s embassy.

How do I know if my destination is a Hague country?

The State Department page links to the Hague Conference directory of authorities rather than listing countries, so check there.

Key takeaways

  • Federal documents go to the State Department; state documents go to the issuing state.
  • Submit originals or certified copies with Form DS-4194.
  • Name the destination country and never notarize the original.

Last updated: October 2026. This guide is general information, not legal advice. Fees and rules change, so check the US Department of State before you apply.

Sources

  • US Department of State: Preparing a Document for an Apostille Certificate
  • US Department of State: Criminal Records Checks

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