{"stateName":"Federal documents","slug":"federal-document","summary":"Prepare eligible federal documents for a Department of State apostille or authentication. Compare this DIY packet with the existing Notary Geek federal service when preparation or logistics help is useful.","commonDocuments":"FBI Identity History Summaries, eligible federal agency certificates, federal court records and consular life-event records; authority and preparation vary.","timing":"State\u2019s current page publishes five-week mail processing and seven-business-day routine drop-off processing. Narrow life-or-death travel emergencies may qualify for an approved appointment. These are government handling descriptions, not end-to-end delivery promises. [US-01]","caveat":"U.S. Department of State, D.C. ONCA and federal court clerks are different authorities. Do not notarize an original federal record. Consular life-event records and federal court records have distinct competent-authority paths. [US-03; HCCH-01]","officialResourceName":"U.S. Department of State \u2014 Request Authentication Services","officialResourceUrl":"https://travel.state.gov/en/replace-certify/authenticate-documents/request-services.html","micrositeUrl":null,"lawResourceName":null,"lawResourceUrl":null,"secondaryLawResourceName":null,"secondaryLawResourceUrl":null,"legalNotes":["US-01 | Department of State \u2014 Request Authentication Services | official agency guidance or directory, not transaction acceptance evidence | checked 2026-11-06 | publication/revision: 2026-10-01; effective date not independently established | fees/payment, mail, routine drop-off/pickup, emergency and status sections | https://travel.state.gov/en/replace-certify/authenticate-documents/request-services.html","US-02 | DS-4194 \u2014 Request for Authentications Service | official agency guidance or directory, not transaction acceptance evidence | checked 2026-11-06 | publication/revision: form 01-2023; current displayed OMB expiration 2026-11-30; prior 2026-10-28 observation recorded 2026-10-31; effective date not independently established | PDF pp. 1\u20133: sections 1\u20135, shipping/representative, continuation and payment conflict | https://eforms.state.gov/Forms/ds4194.PDF","US-03 | State \u2014 Authentication Certificate preparation | official agency guidance or directory, not transaction acceptance evidence | checked 2026-11-06 | publication/revision: 2026-06-16; effective date not independently established | Federal documents; do not notarize originals; separate state preparation | https://travel.state.gov/en/replace-certify/authenticate-documents/authentication-certification.html","US-04 | State \u2014 Apostille Certificate preparation | official agency guidance or directory, not transaction acceptance evidence | checked 2026-11-06 | publication/revision: 2026-06-16; effective date not independently established | original/certified output, official signature/title/seal/date and examples | https://travel.state.gov/en/replace-certify/authenticate-documents/apostille-certificate.html","US-05 | FBI \u2014 Identity History Summary FAQs | official agency guidance or directory, not transaction acceptance evidence | checked 2026-11-06 | publication/revision: not stated; effective date not independently established | payment, electronic copies and General Questions: watermark/signature; return-envelope restriction | https://www.fbi.gov/how-we-can-help-you/more-fbi-services-and-information/identity-history-summary-checks/identity-history-summary-checks-faqs","HCCH-01 | HCCH \u2014 United States competent authorities | official agency guidance or directory, not transaction acceptance evidence | checked 2026-10-28 | publication/revision: 2026-09-02; effective date not independently established | agency, federal court clerk and consular life-event distinctions | https://www.hcch.net/en/states/authorities/details3/?aid=353","US-06 | FBI \u2014 Identity History Summary Checks | official agency guidance, not recipient acceptance evidence | checked 2026-11-06 | publication/revision not stated; effective date not established | Online, Mail and Overview: current fingerprints, matching names, overseas mailing, issued result versus application; personal-review scope | https://www.fbi.gov/how-we-can-help-you/more-fbi-services-and-information/identity-history-summary-checks","US-07 | Department of State \u2014 Contact Authentications | official agency guidance, not a submission receipt | checked 2026-11-06 | publication/revision 2026-06-26; effective date not established | information/status form; do not submit another request while awaiting response; response wording differs from US-01 | https://travel.state.gov/en/replace-certify/authenticate-documents/contact-authentications.html","HCCH-02 | HCCH \u2014 Apostille Convention full text | treaty text, distinct from agency guidance | checked 2026-11-06 | concluded 1961-10-05; general entry into force 1965-01-24; transaction-specific applicability must be checked | Articles 1\u20135: scope, exemption from diplomatic/consular legalization and what the certificate authenticates | https://www.hcch.net/en/instruments/conventions/full-text/?cid=41","NG-01 | Notary Geek \u2014 Existing handled federal service | first-party service-scope guidance; not government authority | checked 2026-11-06 | current repository source at base 627abb74; deployed revision not attested | compare handling, review, quote and shipping scope | https://notary.cx/federal-authentication-legalization.html","NG-02 | Notary Geek \u2014 Existing document request path | first-party intake path; not an acceptance receipt | checked 2026-11-06 | current repository source at base 627abb74; deployed revision not attested | request handled help; no submission or workflow change in this guide | https://notary.cx/request.html"],"misconceptionTitle":null,"misconceptionIntro":null,"misconceptionNotes":null,"whatWeKnow":["Identify the source before choosing the certificate \u2014 FBI and other eligible federal agency records ordinarily use the State Office of Authentications; federal court clerks can issue apostilles for their own court documents. HCCH identifies a separate Passport Services Vital Records Section for consular birth/death/marriage reports. Do not send every record to one desk just because it is federal. [HCCH-01]","Prepare the eligible agency original \u2014 State asks for an original or certified copy with the official\u2019s legible signature, printed name/title, agency seal, issue date and letterhead. Confirm agency-specific certification first. A notarized photocopy does not convert the underlying federal record into a state-apostille record. State explicitly warns against notarizing the federal original. [US-03; US-04]","FBI result: separate issuance from apostille \u2014 FBI\u2019s direct request fee is $18, with fingerprint costs separate. Its results carry an FBI watermark and division official\u2019s signature; electronic results can be printed. Send eligible FBI output to State if authentication is needed. FBI does not accept prepaid return envelopes for its own departmental-order process; State\u2019s later packet does require a prepaid return envelope. Keep the original agency file rather than a customer scan. [US-05; US-01]","Choose apostille or authentication for the actual destination \u2014 Use the existing foundations guide to check the origin/destination relationship and document scope. Outside that route, State authentication and destination-specific consular steps may be needed. State\u2019s preparation page separates federal records from state/notarized documents that first need their own issuing-state authentication. Do not add embassy legalization after a proper applicable apostille. [US-03]","Complete DS-4194 carefully \u2014 Supply customer contact information, country of use, document types/counts and projected cost. Use shipping details when shipping; identify a representative when applicable. Mail orders exceeding 15 documents use the continuation sheet. The form instructs black ink and a fresh form after errors. The November 6 source refresh still shows revision 01-2023, now with OMB expiration November 30, 2026 (the earlier observation recorded October 31, 2026). Download the currently linked form before sending; an OMB date is not a promised acceptance period. [US-02]","Use current payment instructions over conflicting old form text \u2014 State\u2019s October 1 page requires $20 per document, nonrefundable. Mail uses a check/money order payable to U.S. Department of State; checks need printed name/address and number over 100. Counter payment uses card/contactless. The older DS-4194 instructions still mention counter cash/checks; this guide follows the newer service page and flags the conflict. [US-01; US-02]","Mail to Sterling with a usable return \u2014 Send the form, eligible documents, fees and prepaid USPS/UPS return envelope by tracked USPS to Office of Authentications, U.S. Department of State, 44132 Mercure Circle, PO Box 1206, Sterling VA 20166-1206. Postal delivery in Sterling precedes receipt for review in Washington. Confirm any onward international shipping separately. [US-01]","Routine counter is drop-off and later collection \u2014 Monday\u2013Thursday 7:30\u20139 a.m. at 600 19th Street NW, Washington DC 20006; no appointment for routine drop-off. Bring DS-4194, documents, fees and a self-addressed prepaid envelope. The current page allows a representative whose name/company is recorded on the receipt; photo ID is required at collection. Do not describe this seven-business-day route as routine same-day service. [US-01]","Emergency appointments have a narrow purpose \u2014 The published exception concerns urgent international travel for an immediate family member\u2019s death or life-threatening condition. It requires travel/emergency evidence and approval. A commercial deadline or paid courier is not evidence of eligibility. Use the current official appointment instructions rather than buying a purported federal rush guarantee. [US-01]","Example: one direct FBI check and one State certificate \u2014 $18 FBI issuance plus $20 State authentication totals $38 before fingerprinting, postage, copies or optional private help. This is a two-stage arithmetic example, not a service quote or promise that a particular file is eligible. [US-05; US-01]","Recover a returned packet without altering originals \u2014 Practical preparation: retain the return explanation, form and tracking; identify whether the defect is source certification, destination, fee or return arrangement. Obtain a corrected agency record when needed. Use State\u2019s status contact for a pending request rather than sending a duplicate. [US-01; US-03]","FAQ: Can a service make the government queue disappear? \u2014 A private helper may review the file, prepare submissions and arrange agreed collection/return. Verify its scope, government fees and shipping separately. The published government estimates and representative permission do not prove a provider\u2019s current capacity, priority access or guaranteed completion. [US-01]","FBI recovery: 1. Identify the document actually requested \u2014 Read the receiving office\u2019s written requirement: FBI Identity History Summary, state/local police clearance, or another named record. A fingerprint card, application receipt or private screening report is not the issued FBI result. If the instruction names FBI and you have only one of those items, obtain the FBI result before preparing its federal apostille. If it names a local/state record, use that issuing authority\u2019s route instead; a federal apostille cannot change which office issued the record. Keep the named recipient, purpose, destination and any record-age requirement together. This is a practical document comparison, not a finding that every overseas application requires an FBI check. [US-06; US-03]","FBI recovery: 2. Retrieve the issued result before ordering again \u2014 If you already received an electronic FBI response, retrieve the complete issued file through your original FBI request or issuing channeler and print it legibly. The FBI permits printing electronic results; a photograph or cropped scan may omit the identifying features. Check for the FBI watermark and division official\u2019s signature. The FBI no longer adds its old seal to these results, so a missing embossed seal alone is not a reason to buy a replacement. Do not add a signature, stamp or notarization yourself. If the issued file is missing or its certification is unclear, ask the original issuer for the proper issued output; a channeler\u2019s cover sheet alone does not establish eligibility. [US-05; US-04]","FBI recovery: 3. Resolve missing certification or an actual record error \u2014 For an unusable result, contact FBI Identity History Summary support at identity@fbi.gov or 304-625-5590, identifying the request and the missing output. FBI says it will not authenticate previously processed results on request; do not plan to mail an old result back just to add a seal. If a new request is needed, follow the linked FBI Online or Mail instructions with a current fingerprint card and matching application/card name. Overseas applicants may mail the card with the electronic request confirmation to the address on that confirmation. Repeated illegible prints: have a technician take multiple sets and follow FBI\u2019s instructions. If the criminal-history information itself is inaccurate or incomplete, use the FBI challenge process with supporting evidence; an apostille does not correct that content. [US-05; US-06; US-03]","FBI recovery: 4. Separate a returned packet from a pending request \u2014 Keep any return letter, the submitted form and tracking. Record the rejecting office, reviewer or approval office, stated reason and instructions for correcting it. A phone remark or early screening comment is not a formal rejection. If State still has the packet, use its Contact Authentications status form with the existing request details and wait for its response; State explicitly asks you not to submit another request while waiting. Postal tracking delivered in Sterling can precede Washington review by several days. If an explanation is unclear, ask the named office which document, certification or packet item needs correction before paying or sending it again. These are practical recovery steps, not a guarantee of reversal. [US-01; US-07]","FBI recovery: 5. Rebuild only the defective submission items \u2014 Once the eligible issued result and correction instructions are in hand, prepare a fresh DS-4194 if its entries were wrong: the form says to start again after an error. Name the actual country of use and document count. Compare the return reason against the document, form, fee and return envelope. State currently lists a nonrefundable $20 per document; do not assume a returned request gives a refund or fee waiver on resubmission. Ask the office how its specific return instructions apply to payment. Mail uses the existing Sterling packet instructions below and a prepaid USPS/UPS return envelope; the FBI issuance request has a different no-return-envelope rule. Do not send the FBI source result to a state apostille office or notarize it to manufacture a state route. [US-02; US-01; US-05; US-04]","FBI recovery: 6. Rejoin the correct service path \u2014 For DIY, use the federal submission steps below once the document defect is resolved. For handled help, use Notary Geek\u2019s existing federal authentication service and request route: describe the record type, issuing office, destination, deadline, what was returned and the written reason. Review and logistics must fit an agreed scope and quote; this guide includes no personal DIY consulting. Keep an already issued apostille and its document attached. A proper applicable apostille ends that legalization chain; translation, record-age or recipient filing requirements can remain. Ask the approving recipient for the specific written deficiency and escalation office if it refuses the completed packet, rather than changing the record or automatically buying embassy legalization. [US-03; US-04; HCCH-02; NG-01; NG-02]"],"whatMustBeConfirmed":["Retrieve DS-4194 again before sending. On November 6, 2026 the linked 01-2023 form displays OMB expiration November 30, 2026, replacing the previously observed October 31 date. Payment/carrier conflicts with the newer service page remain; a displayed expiration does not establish a later form or acceptance rule.","Verify the exact agency certification and official output, federal court clerk or consular-record route before mailing.","Destination-specific consular requirements, fees, translations, jurisdiction and return must be confirmed when outside the applicable apostille path."],"sourceConfidence":"Dated official-source preparation guidance with explicit conflicts and unpublished facts; no completed-transaction acceptance evidence or independent final review claimed. FBI recovery and US-01 through US-07 were refreshed on November 6, 2026; HCCH-01 retains its October 28 check. Recovery sequencing and document-comparison advice are Notary Geek practical guidance, not agency promises. DS-4194 metadata changed at the same official URL; prior observation and payment/carrier conflicts remain recorded.","lastReviewed":"2026-11-06","contentUpdateUrl":null,"canIssueEApostille":null,"eApostilleCapabilityNote":"Electronic apostille availability was not established for this office/document. An electronic source file is not by itself an electronic apostille.","apostillePhysicalSecurityLevel":null,"apostillePhysicalSecurityFeatures":null,"apostillePhysicalSecurityNote":"Keep the completed official attachment intact. Ask the issuing office to resolve an attachment or signature concern; do not detach or add seals yourself.","targetedLawReviewDate":null,"targetedLawReviewScope":null}