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U.S. Dept of State · Office of Authentications · Washington D.C.
Federal Apostille
Federal documents — FBI background checks, USCIS records, federal court orders — are authenticated by the U.S. Department of State, not the California Secretary of State. We manage the full federal route from our San Francisco office, so your document reaches the right authority the first time.
What a Federal Apostille Is
An apostille is a certificate that makes a public document valid for use in another country that belongs to the Hague Apostille Convention. The catch is which authority issues it. Documents issued by the U.S. federal government are authenticated only by the U.S. Department of State, Office of Authentications in Washington, D.C. — never by a state office.
This is the single most common and most costly mistake we see: a federal document, most often an FBI background check, sent to the California Secretary of State and rejected. We confirm the correct route up front and handle the federal filing for you.
Federal vs. California — Know the Difference
U.S. Dept of State
Federal Documents (This Page)
Issued by a U.S. federal agency. Authenticated only by the Office of Authentications in Washington, D.C. The California SOS cannot apostille these.
Documents: FBI Identity History Summary · USCIS records · Federal court orders · Naturalization-related documents · Social Security Administration records
California SOS
California Documents
Issued by California state or county officials, or notarized in California. These go through the California Secretary of State, not the federal route.
Documents: Birth · Death · Marriage certificates · Court records · Diplomas (notarized first) · Notarized affidavits
California SOS Process →
California documents that need notarizing first?
Federal documents skip notarization, but California paperwork — powers of attorney, affidavits, diploma copies — must be notarized before its apostille. Apostille San Francisco is a proud partner of Sacramento Notary Co — a trusted Sacramento mobile notary since 2017, with 123 verified 5-star Google reviews — for that first step.Federal Documents We Handle
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FBI Background Check
Federal
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USCIS Documents
Federal
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Federal Court Orders
Federal
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Social Security Records
Federal
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Naturalization Documents
Federal
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Other Federal Records
FederalHow the Federal Apostille Process Works
1
Document Check — $45
We confirm your document is genuinely federal, verify it is in the correct authenticated form, and check your destination country’s requirements before anything is filed. Credited toward your service.Same day
2
Prepare the Federal Document
Federal documents must be obtained correctly first. An FBI Identity History Summary, for example, should come through an FBI-approved channeler and be recent enough for your destination country — many require one issued within 3–6 months.Varies
3
File with the U.S. Department of State
We submit your document to the Office of Authentications in Washington, D.C. — the only office authorized to apostille federal documents.Day of filing
4
Federal Authentication Issued
The Office of Authentications attaches the apostille certificate. The government authentication fee is $20 per document. Processing times are set by the Department of State and currently run several weeks for mail-in.Gov’t timeline
5
Document Returned
Your apostilled document is returned by tracked courier or forwarded directly to your destination, ready for international use.On completion
Why Federal Apostilles Get Rejected
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Filed With the California SOS
The most common error. The California Secretary of State cannot authenticate federal documents. An FBI check filed there will be returned unprocessed.✕
FBI Check Too Old
Many countries require a background check issued within the last 3–6 months. An older report is often refused at the destination, even after it is apostilled.✕
Wrong Form of the Document
The Department of State authenticates the properly issued federal document with its seal — not an uncertified copy or a printout that lacks the required federal certification.✕
Destination Isn’t a Hague Country
Countries outside the Hague Convention need a full legalization chain — federal authentication plus embassy or consulate legalization — not a simple apostille.Federal Apostille Pricing
$45
Document Check
Credited toward service
$20
Gov’t Fee / Document
U.S. Dept of State authentication
CALL
Federal Service Quote
By document, country & timeline
Federal handling depends on document type, destination country, and how quickly you need it. Start with the $45 Document Check or call (415) 439-0289 for a full federal quote — we confirm every cost before any document is filed.
Federal Apostille FAQ
1
What is a federal apostille and who issues it?
A federal apostille is an authentication certificate issued by the U.S. Department of State, Office of Authentications in Washington, D.C. It is placed on federally issued documents — FBI background checks, USCIS records, federal court orders — so they are recognized in Hague Convention countries.
2
Can the California Secretary of State apostille my FBI background check?
No. An FBI Identity History Summary is a federal document and must go through the U.S. Department of State — not the California SOS. Filing a federal document with the state office results in rejection. We manage the federal route so it’s filed correctly the first time. See the FBI background check apostille guide.
3
How do I get my FBI background check ready for apostille?
Order your FBI Identity History Summary through an FBI-approved channeler or directly from the FBI, and keep it recent — many countries require a check issued within the last 3–6 months. We confirm the exact requirement for your destination country during the $45 Document Check before anything is filed.
4
How long does a federal apostille take?
Processing times at the U.S. Department of State are set by the government, not by us. Mail-in federal authentication currently takes several weeks. Because timelines shift, call (415) 439-0289 for the current estimate before you plan around a deadline.
5
My destination country isn’t in the Hague Convention. What then?
Countries that are not party to the Hague Apostille Convention require a full legalization chain instead of an apostille: federal authentication followed by legalization at that country’s embassy or consulate. We can advise on the correct steps for your specific country.
6
How much does a federal apostille cost?
The U.S. Department of State government authentication fee is $20 per document. Our service begins with the $45 Document Check, credited toward your service. Because federal handling depends on document type, country, and timeline, call (415) 439-0289 for a full quote — every cost is confirmed before filing.
Related Pages & Document Guides
Apostille San Francisco · 416 Bryant Street, San Francisco, CA 94107 · Mon–Fri 9am–5pm PT (emergency line after hours) ·
Apostille facilitation and document authentication service. We are not the U.S. Department of State and do not issue apostilles;
we prepare and submit your documents to the issuing authority. Not a law firm; does not provide legal advice.
Government fees and processing times are set by the issuing authority and subject to change. © 2026 Apostille San Francisco ·
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