When preparing documents for use in a foreign country, the apostille process often goes through state agencies. But for certain types of federal documents, the Apostille US Department Of State is the only authority that can issue a valid apostille. If you’re not sure which level your document requires—or how to begin—this guide will walk you through it step-by-step.

At Rais Apostille, we specialize in managing the complexities of federal document authentication, including the Apostille from the US Department of State. We help individuals, companies, and law firms navigate federal apostille requirements quickly and correctly.

What Is an Apostille from the US Department of State?

An apostille is a form of international document authentication accepted by over 120 countries under the Hague Apostille Convention. When issued by the U.S. Department of State, it certifies the authenticity of a federal document or federal agency-issued signature or seal.

This type of apostille is specifically for documents that were issued by U.S. federal agencies—not state or local offices.

When Do You Need a US Department of State Apostille?

You need an apostille from the U.S. Department of State if your document is:

• Issued by a federal agency, such as the FBI, FDA, or IRS

• Used for official business abroad (e.g., background checks for immigration)

• Required by a foreign embassy, consulate, or international employer

• Part of an adoption, visa, or citizenship process in a Hague Convention country

The apostille makes your federal document legally acceptable abroad without further embassy or consulate authentication (for Hague countries).

Examples of Federal Documents That Require a US Department of State Apostille

Rais Apostille helps clients authenticate a wide range of federal documents, including:

Personal Federal Documents

• FBI Background Checks (Identity History Summary)

• Social Security Administration letters

• Naturalization certificates (certified copies only)

• USCIS immigration records (certified)

Business & Legal Federal Documents

• IRS tax forms and status letters

• FDA certificates and registrations

• USPTO patent and trademark filings

• U.S. Department of Agriculture export documents

• U.S. Department of Education documents (such as verification letters)

• Court documents from U.S. federal courts

Only documents issued by a recognized federal agency and bearing a federal official’s signature and seal are eligible for a US Department of State apostille.

Apostille vs. Authentication: What’s the Difference?

Both apostille and authentication serve to verify a document’s legitimacy for foreign use. The difference lies in the destination country:

Rais Apostille helps with both processes and will determine which is appropriate based on the destination country.

How the US Department of State Apostille Process Works

The federal apostille process is slightly more involved than the state-level version. Here’s how Rais Apostille manages it for you:

Step 1: Document Review

We review your document to ensure it is:

• Issued by a federal agency

• Certified by a federal officer

• Properly signed with an official seal

If your document does not meet these requirements, we can advise on obtaining a valid version.

Step 2: Submission to the U.S. Department of State

Once verified, we submit your document to the Office of Authentications at the U.S. Department of State in Washington, D.C.

Step 3: Apostille Issuance

The Department of State attaches the apostille certificate, confirming the authenticity of the signature and seal on your federal document.

Step 4: Secure Delivery

We ship your apostilled documents back to you—or directly to your destination country—using trackable, secure couriers.

US Department of State Apostille Processing Time

Federal processing can take longer than state-level services. Typical timelines include:

• Standard processing: 10 to 15 business days

• Expedited service (via walk-in or courier): 3 to 7 business days (when available)

Due to high demand or government backlog, delays are possible. Rais Apostille monitors current timelines and offers realistic estimates and fast-tracking when possible.

Apostille for FBI Background Checks

One of the most common federal apostille requests involves FBI Identity History Summary Checks, often used for:

• Foreign work visas

• Immigration or residency applications

• Marriage or adoption abroad

• International background verification

We assist with:

• Requesting an electronic FBI report (via channeler)

• Printing and notarizing (if needed)

• Submitting to the U.S. Department of State for apostille

• Returning documents internationally

This is one of our most requested services and is available with expedited processing.

Apostille for Business and Commercial Use

Rais Apostille supports corporations and law firms that require:

• Apostille for U.S. Patent and Trademark Office documents

• Apostille for FDA product registrations or certificates

• Apostille for IRS Form 6166 (Letter of U.S. Residency)

• Authentication for export documents and government approvals

These are often required for:

• Setting up foreign entities

• Registering trademarks internationally

• Proving U.S. business status in tenders or licensing abroad

We manage bulk apostille projects and provide dedicated support for commercial clients.

Apostille for Hague Convention Countries

Documents apostilled by the US Department of State are accepted in any Hague Convention country, including:

• France

• Spain

• India

• Germany

• Italy

• Portugal

• Colombia

• South Korea

• Australia

• Mexico

For countries not in the Hague Convention—such as China, UAE, or Egypt—we offer full embassy legalization services.

Why Choose Rais Apostille for US Department of State Apostille Services?

Expert Handling

We know the exact document requirements, submission formats, and updates from the Office of Authentications.

Nationwide Service

We serve clients across the U.S. and internationally who need federal document apostille services.

Complete Package

From FBI reports to tax forms, we handle retrieval, preparation, apostille, and delivery under one roof.

Fast and Transparent

We offer both standard and expedited options with real-time updates, secure handling, and clear communication.

Frequently Asked Questions (FAQs)

1. Can I apostille a federal document myself?

Yes, but the process can be complex and time-consuming. Many clients choose Rais Apostille to avoid errors and reduce processing time.

2. How much does it cost to apostille a document through the US Department of State?

Costs vary depending on the document type, number of pages, and turnaround time. Contact us for a customized quote.

3. Can I apostille a copy of a federal document?

Only certified or original copies bearing the signature and seal of a federal official can be apostilled. Photocopies are not accepted unless certified.

4. Can Rais Apostille apostille my documents if I live outside the U.S.?

Yes. Clients worldwide use Rais Apostille by mailing their U.S.-issued documents to us. We apostille them in the U.S. and ship them back internationally.

5. Is translation required?

If the document will be used in a non-English-speaking country, you may need a certified translation. We offer document translation into 100+ languages.

Start Your US Department of State Apostille Request Today

Federal document authentication doesn’t have to be confusing or slow. Whether you’re submitting an FBI background check, IRS letter, or FDA document abroad, Rais Apostille is here to make the process fast, secure, and stress-free.

Let our experts manage the paperwork while you focus on what matters most—your travel, legal, or business goals.