Reference
Federal Apostille Requirements Checklist
Eight checks to run before you send anything, and exactly what must be submitted for each of the 38 federal documents we handle.
Quick answer
Before sending a federal document for apostille, confirm it's federal, check the destination's Hague status, use the certified version (not a photocopy or printout), never notarize it, keep it in good condition, check recency, complete any prerequisite step, and confirm translation needs.
Before you send anything: 8 checks
Is it federal or state?
Look at the last official signature. Federal officials → U.S. Department of State. State officials or notaries → that state. How to tell.
Is the destination a Hague Convention member?
Members accept an apostille; others need authentication plus embassy legalization. Check the country page for the entry-into-force date.
Is it the right version?
Usually a certified copy from the issuing agency or court — not a photocopy, download or printout. See the table below.
Has anyone notarized it?
A notarized federal document is invalid for federal authentication. Submit federal records exactly as issued.
Is it in good condition?
No lamination, no staples through seals, no highlighting or handwriting, not trimmed.
Is it recent enough?
FBI reports and income letters are often accepted only within a few months of issue.
Does it need a prerequisite step?
Clerk certification, an NPRC certified copy, a USCIS N-565 copy, or county clerk certification for notarized documents in some states.
Does the destination need a translation?
And if so, of the document only, or of the apostille as well? Ask before ordering translation.
What to submit, by document
| Document | What must be submitted | Watch out for |
|---|---|---|
| ATF License | A certified copy of the current licence | Authentication isn't export permission. |
| CDC Documents | A genuinely CDC-issued document (state records take the state route) | Most vaccination records aren't federal. |
| Certificate of Citizenship | A USCIS-issued certified copy (usually via Form N-565) | You cannot photocopy this certificate. |
| Consular Report of Birth Abroad (CRBA) | The issued FS-240 or an official replacement, unlaminated | Never laminate it. |
| DD-214 Military Records | A certified copy, usually from the NPRC | A personal copy usually isn't enough. |
| DEA Registration | A certified copy of the current registration | Authentication isn't authorization. |
| EPA Certificate | The EPA-issued document the foreign authority specified | A database printout isn't an EPA document. |
| FAA Aircraft Registration | Certified records from the FAA Civil Aviation Registry | A registry lookup isn't certified. |
| FAA Airman Certificate | An FAA verification or certified airman record | Your licence card usually isn't the document. |
| FBI Background Check | The FBI Identity History Summary as issued, with the FBI's authentication applied at issuance | Report age is the usual problem. |
| FCC License | The FCC authorization in a form confirmed for authentication | Station and operator licences differ. |
| FD-258 Fingerprint Card | Not apostilled — used to obtain the FBI report | The card itself isn't apostilled. |
| FDA Certificate of Free Sale | The FDA-issued certificate | Certificate type matters. |
| FDA Certificate of Pharmaceutical Product | The FDA-issued CPP, less than two years old | CPPs expire in two years. |
| FDA Certificate to Foreign Government | The FDA-issued certificate | Certificate type matters. |
| Federal Corporate Documents | The IRS CP-575, or a 147C letter if the CP-575 is lost | The IRS won't reissue a CP-575. |
| Federal Court Documents | A copy certified by the clerk of the issuing court | A PACER download isn't certified. |
| Federal Employment Records | A copy certified by the agency or the NPRC | A personal copy usually isn't enough. |
| Federal Marriage Record | A consular or federally issued record (county certificates take the state route) | Check who issued it first. |
| Form I-94 | The official record printed from CBP's website | Print the official record. |
| Green Card Copy | A notarized copy, authenticated by the state where it was notarized | Never mail your card. |
| IRS Form 6166 | The original Form 6166 letter for the required tax year | You need Form 8802 first. |
| IRS Tax Transcript | The IRS transcript, printed from your IRS account | A tax-software printout won't work. |
| NARA Records | Certified copies from the National Archives | A genealogy-site printout won't do. |
| Naturalization Certificate | A USCIS-issued certified copy (usually via Form N-565) | You cannot photocopy this certificate. |
| Non-Existence of Record | The certificate issued by the agency that searched its records | Search parameters decide everything. |
| OPM Annuity & Pension Letter | A recent OPM annuity verification letter | Use a recent letter. |
| Power of Attorney | The signed, notarized original, authenticated by the notarizing state | This routes through your state. |
| SEC Documents | Certified copies from the SEC | An EDGAR download isn't certified. |
| Social Security Letter | A recent benefit verification letter | Recency matters more than you'd think. |
| U.S. Passport Copy | A notarized copy, authenticated by the state where it was notarized | Don't notarize before checking. |
| USCIS Records | A USCIS-certified record, not a plain FOIA release | A plain FOIA release usually can't be apostilled. |
| USDA Animal Health Export Certificate | The APHIS-endorsed certificate | These are time-critical. |
| USDA Export Certificate | The USDA-issued certificate for the shipment | Paperwork has to keep up with the cargo. |
| USDA Phytosanitary | The APHIS-issued certificate for the consignment | Validity windows are short. |
| USPTO Patent | A certified copy ordered from the USPTO | A database PDF isn't a certified copy. |
| USPTO Trademark | A certified copy ordered from the USPTO | A status printout isn't a certified copy. |
| VA Benefit Letter | A recent VA letter printed from VA.gov | Download a fresh letter. |
Do’s and don’ts
- Do keep originals of identity documents — passports and green cards are never mailed.
- Do confirm notarial wording before signing anything that will be apostilled by a state.
- Do plan backward from your filing or shipping date.
- Don’t photocopy naturalization or citizenship certificates.
- Don’t send a state background check when a foreign authority asks for an FBI report.
- Don’t go to an embassy before the Department of State has authenticated a federal document.
Frequently asked questions
Can I apostille a photocopy?
Almost never for federal documents. The Department of State authenticates an official signature and seal, which a photocopy doesn't carry. Use a certified copy from the issuing agency.
What's the most common reason for rejection?
Sending the document to the wrong office — a federal document to a state, or a state document to the U.S. Department of State.
Do I need to notarize my federal document first?
No — and don't. Notarization invalidates a federal record for federal authentication.
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