Steps to apostille federal documents are a necessary step when you plan to use official U.S. government paperwork in a foreign country that is a member of the Hague Apostille Convention. These documents may include FBI background checks, IRS letters, FDA certificates, documents from the Social Security Administration, or naturalization records. To ensure that your federal document is recognized abroad, it must be certified through an apostille issued by the U.S. Department of State.
The process begins by confirming that your document is indeed federal. Only documents issued by a U.S. federal agency, and signed by an authorized federal official, are eligible. State-issued documents follow a different apostille process handled at the state level. Next, ensure the document is an original and bears the appropriate official signature and seal—photocopies are not accepted unless they have been notarized and properly certified.
Step-by-Step Process for Apostilling Federal Documents
Once your document is ready, the next step is to complete Form DS-4194, the Request for Authentication Services. This form can be downloaded from the U.S. Department of State website and must include all necessary contact details and the country in which the document will be used. A processing fee of $20 per document is required, payable by check or money order made out to “U.S. Department of State.”
You will then need to mail your original document, the completed DS-4194 form, the payment, and a prepaid return envelope to the Office of Authentications in Sterling, Virginia. Standard processing time typically ranges from two to four weeks. Once completed, the apostille will be attached to your document, officially certifying its authenticity for international use. At the center of this process is the apostille itself, a form of certification defined under the Hague Apostille Convention, making the document legally recognized in over 100 countries.