Federal Apostille from the U.S. Department of State: The Complete 2026 Guide (5–6 Weeks by Mail vs. 9 Business Days)

October 20, 2026 · DC Mobile Notary™ — Washington, DC

Quick answer

A federal apostille is issued only by the U.S. Department of State's Office of Authentications, for documents signed by a U.S. federal official, such as FBI background checks, USCIS and National Archives records, Social Security letters, IRS Form 6166, and FDA, USDA or USPTO documents. No state office can apostille them.

If you mail your document yourself, the State Department processes it within 5 weeks of receiving it. Add shipping both ways and it takes about 5–6 weeks door to door. DC Mobile Notary™ hand-delivers your documents from our office, minutes from the State Department, and completes expedited federal apostilles in 9 business days. Pricing starts at $195 plus $25 per apostille certificate, with government fees and UPS shipping included. Call 202-247-0837.

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Your options at a glance

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What a federal apostille is, and which documents need one

An apostille is a certificate that makes a U.S. public document valid in the 120+ countries of the Hague Apostille Convention. Who issued your document decides who apostilles it. A state-issued document (a birth or marriage certificate, a diploma, anything notarized) goes to that state's Secretary of State. A document signed by a federal official goes to the U.S. Department of State, and only there.

Common federal documents we apostille:

• FBI Identity History Summary (FBI background check). This is the most requested. See FBI background check apostille.
• National Archives (NARA) records: naturalization records, Certificates of Arrival and Certificates of Non-Existence. See NARA apostille.
• USCIS documents, such as Certificates of Naturalization. See USCIS apostille.
• Social Security letters: benefit verification and proof-of-income letters. See SSA letter apostille.
• IRS letters, including Form 6166 (certification of U.S. tax residency)
• FDA Certificates to Foreign Government and USDA export and health certificates
• USPTO patent and trademark documents, federal court documents, and documents signed before a federal official

Apostille or embassy legalization? For Hague Convention countries such as Spain, Portugal, Italy, Germany, Brazil and Colombia, the State Department's apostille is the final step. For countries outside the Convention, such as the UAE, Qatar, Kuwait and Thailand, the State Department issues an authentication certificate instead, and the document then goes to that country's embassy or consulate. We handle both. See embassy legalization.

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How to get a federal apostille yourself by mail

1. Check your document. It must be an original or certified copy, dated, on agency letterhead, with a legible signature, the official's printed name and title, and the agency's seal.
2. Complete Form DS-4194 and name the country where you'll use the document.
3. Pay $20 per document by check or money order payable to the U.S. Department of State. The State Department notes that the check number must be over 100. Don't send cash or card details.
4. Include a prepaid return envelope (USPS or UPS).
5. Mail everything to Office of Authentications, U.S. Department of State, 44132 Mercure Circle, PO Box 1206, Sterling, VA 20166-1206, using USPS with tracking.
6. Wait. The State Department processes mailed requests within 5 weeks of receiving them. It warns that tracking may show "delivered" several days before your request is ready for review.

Dropping it off in person instead? The State Department accepts drop-offs at 600 19th Street NW from 7:30 to 9:00 a.m., Monday to Thursday, with no appointment, and processes them within 7 business days. In person it takes cards and contactless payments only, not cash, checks or money orders. Someone else may drop off and pick up for you, with their name or company written on the receipt.

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Why federal apostilles get rejected

• Notarizing a federal document. The State Department warns that an original document is no longer valid once it's notarized.
• Sending it to a state office. State Secretaries of State can't apostille federal documents.
• Missing signature, title, seal or date. All are required on federal documents.
• An old FBI report. The FBI signs results with a watermark and a division official's signature at the time of the request, and it won't re-authenticate previously processed results. Many countries also want a report issued within the last 3–6 months.
• The wrong destination country on Form DS-4194, or an apostille requested for a country that needs embassy legalization.
• Missing translation. Some countries need a certified translation of the document and the apostille.

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Fast: 9 business days instead of 5–6 weeks

• We're minutes from the State Department. Our Washington, DC office at 2001 L Street NW is a short walk from the drop-off window.
• We submit in person, Monday to Thursday. Your documents never sit in a mail queue in Sterling.
• FBI reports need no mailing at all. Email us the electronic FBI PDF and we take it from there.
• Need the FBI report too? Get fingerprinted at our DC or Arlington office. Most reports come back the same business day, and the apostille starts right away. See same-day FBI background check.

Affordable: one clear price

• Expedited: $195 plus $25 per apostille certificate, 9 business days.
• Standard: $125 plus $25 per apostille certificate, about 3 weeks.
• Government fees included, plus free UPS shipping in the U.S.
• No wasted fees. Our free pre-check confirms your document is eligible before you pay or ship anything.

Reliable: 10 years, 100,000+ documents

• Since 2016 we've handled more than 100,000 documents for use in 90+ countries.
• Real specialists. Daveys A. manages federal submissions end to end, and Jules D. handles apostilles and legalizations for clients worldwide.
• Tracking and status updates at every step, and trackable delivery anywhere in the world.
• Full refund guarantee. If we don't deliver your apostille, you don't pay.
• A+ BBB rating and a 4.9-star average across Google, Yelp and Trustpilot.

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How to order a federal apostille from DC Mobile Notary™

1. Fill out the form on our federal apostille page, or upload your document for a free 24-hour pre-check.
2. We confirm eligibility and email you exact instructions.
3. Send your document. Email electronic FBI PDFs. Mail physical documents by UPS or FedEx to our Arlington office: 5315 Langston Boulevard, Suite B, Arlington, VA 22207.
4. We prepare Form DS-4194 and hand-deliver your document to the State Department.
5. We ship it back to any address in the U.S. or worldwide, with tracking.

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Who uses our federal apostille service

• People moving abroad: visas, residency, citizenship by descent, work permits and teaching jobs in Spain, Portugal, Italy, Korea, the Gulf and elsewhere.
• Companies: IRS Form 6166 for foreign tax treaties, FDA and USDA export certificates, USPTO filings.
• Law firms and relocation companies handling immigration and international family matters.
• Apostille agencies nationwide that need a dependable partner in Washington.

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Contact DC Mobile Notary™

Washington, DC office: 2001 L Street NW, Suite 545, Washington, DC 20036
Arlington, VA office: 5315 Langston Boulevard, Suite B, Arlington, VA 22207
Phone: 202-247-0837 | Email: support@dcmobilenotary.com

→ Start your federal apostille
→ Free 24-hour pre-check
→ FBI background check apostille

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Frequently asked questions

What is a federal apostille?
An apostille issued by the U.S. Department of State that certifies a U.S. federal document, such as an FBI background check, a USCIS or NARA record, or an IRS letter, for use in Hague Convention countries.

How long does the U.S. Department of State take to apostille a document by mail?
It processes mailed requests within 5 weeks of receiving them. With shipping both ways, expect about 5–6 weeks door to door. In-person drop-offs are processed within 7 business days.

How fast can DC Mobile Notary™ get a federal apostille?
Expedited federal apostilles take 9 business days. Standard service takes about 3 weeks.

How much does a federal apostille cost?
The State Department charges $20 per document. Through DC Mobile Notary™, expedited service is $195 plus $25 per apostille certificate, and standard service is $125 plus $25 per certificate, with government fees and UPS shipping included.

Can a state Secretary of State apostille an FBI background check?
We don't recommend it. FBI reports are federal documents, and many countries, such as Spain, Portugal and South Korea, typically reject state apostilles on them. The U.S. Department of State is the reliable route.

Can I apostille an electronic FBI background check?
Yes. Email us the electronic FBI PDF. You don't need to mail anything.

Should I notarize my federal document first?
No. The State Department warns that notarizing an original federal document makes it invalid.

Where is the U.S. Department of State apostille office?
Mail goes to 44132 Mercure Circle, PO Box 1206, Sterling, VA 20166-1206. In-person drop-off is at 600 19th Street NW, Washington, DC, Monday to Thursday, 7:30 to 9:00 a.m.

What if my country isn't in the Hague Convention?
The State Department issues an authentication certificate, and your document then needs legalization at the destination country's embassy or consulate. We handle both steps.

Do I need to be in Washington, DC?
No. We serve clients in all 50 states and abroad. Email electronic documents or mail physical ones to our Arlington office, and we ship the finished apostille anywhere.

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Official sources

• U.S. Department of State — Requesting authentication services: https://travel.state.gov/content/travel/en/records-and-authentications/authenticate-your-document/requesting-authentication-services.html
• U.S. Department of State — Preparing a document for an apostille certificate: https://travel.state.gov/content/travel/en/records-and-authentications/authenticate-your-document/apostille-requirements.html
• U.S. Department of State — Criminal records checks: https://travel.state.gov/en/international-travel/living-abroad/criminal-records.html
• FBI — Identity History Summary Checks FAQs: https://www.fbi.gov/how-we-can-help-you/more-fbi-services-and-information/identity-history-summary-checks/identity-history-summary-checks-faqs

This article is general information about document authentication and fingerprinting procedures, not legal advice. Government hours, fees and requirements change. Confirm what your receiving authority requires before you submit.