When people first encounter the word "apostille," they quickly discover there are actually two distinct types in the United States: federal apostilles and state apostilles. Getting the wrong one can mean your application is rejected — costing you months of time and requiring you to start over.
This guide clearly explains the difference between an FBI apostille and a state apostille, when each applies, and how to know which one you need.
An FBI apostille authenticates a federal document (your FBI criminal history). A state apostille authenticates state-issued documents like birth certificates, marriage licenses, or diplomas. If a foreign government requires proof of your U.S. criminal history, you need an FBI apostille — not a state one.
Authenticates your FBI Identity History Summary — a federal document that records your nationwide criminal history based on fingerprints.
Authenticates documents issued by a state government — such as birth certificates, marriage licenses, divorce decrees, diplomas, and notarized documents.
| Document | Apostille Type | Issued By |
|---|---|---|
| FBI Identity History Summary (background check) | Federal (FBI Apostille) | U.S. Dept. of State |
| Birth certificate | State Apostille | Secretary of State (state where issued) |
| Marriage certificate | State Apostille | Secretary of State (state where issued) |
| Divorce decree | State Apostille | Secretary of State (state where issued) |
| University diploma | State Apostille | Secretary of State (state where school is located) |
| Notarized documents | State Apostille | Secretary of State (state of the notary) |
| Federal court documents | Federal Apostille | U.S. Dept. of State |
| State police / local background check | State Apostille | Secretary of State |
A state police background check is NOT the same as an FBI Identity History Summary. Most foreign governments specifically require the federal FBI check because it searches nationwide databases — not just one state's records. Even if you get a state police background check apostilled by your Secretary of State, most immigration authorities will reject it in favor of the federal FBI version.
Foreign immigration authorities prefer the FBI Identity History Summary for one simple reason: it is comprehensive. A state background check only searches records within that state. If someone committed a crime in Texas but is now applying for a visa from California, a California state background check might not reveal the Texas record.
The FBI's Identity History Summary searches all federal and state fingerprint records submitted to the FBI's national database — giving foreign authorities confidence that the background check is complete and reliable.
Yes — many immigration and citizenship applications require multiple apostilled documents from both categories. A common example:
FBI Apostille Group handles the FBI apostille portion of your application. For state-level apostilles on vital records, you would contact the relevant state's Secretary of State office directly, or use a separate document authentication service.
The FBI apostille takes significantly longer because it involves two federal agencies (the FBI and the Department of State) rather than just one state office:
| Type | Processing Time | Cost Range |
|---|---|---|
| FBI Apostille (standard) | 8–10 weeks | $275 (all-inclusive) |
| FBI Apostille (expedited) | 3–5 weeks | $325 (all-inclusive) |
| State Apostille | Days to 3 weeks (varies by state) | $20–$150 (state fees vary) |
Because the FBI apostille takes the longest, we recommend starting it first — before gathering any state-level documents — so all your materials are ready at roughly the same time.
We specialize in FBI background check apostilles for immigration, residency, citizenship, and international employment. Mail-in or digital PDF submission accepted.
Start Your Order TodayYes — a "federal apostille" is another way of describing a U.S. Department of State apostille applied to a federal document. In the context of background checks, this means the FBI Identity History Summary apostilled by the U.S. Department of State. FBI Apostille Group handles this exact service.
No. The FBI Identity History Summary is a federal document issued by a federal agency. It cannot be apostilled at the state level. Only the U.S. Department of State can issue an apostille on a federal document — which is why the FBI apostille process must go through two federal agencies rather than a state Secretary of State.
No — if your birth certificate's apostille is still valid (check the date requirements for your destination country), you do not need a new one. However, you likely still need a separate FBI apostille for your criminal background check, as these are two completely different documents serving different purposes.