At EZ Apostille, we often get asked: Is there a difference between a regular apostille and an FBI apostille? The answer is yes — and the distinction is important if you want your documents recognized abroad. Although both serve the same basic purpose — to make a U.S. document legally valid in another country — the process, authority, and applicable document types vary significantly.
This article will break down the difference between apostilles, explain FBI background check apostille requirements, and help you avoid confusion when dealing with document legalization. Whether you’re applying for immigration, work, or study abroad, understanding the right apostille process is essential.
An apostille is a type of certification that makes your document valid in another country, under the rules of the Hague Convention of 1961. This treaty allows member countries to accept official documents from one another without further legalization.
The apostille confirms that the signature, seal, or stamp on the document is authentic. It’s not about the content — just the document’s origin. For example, a birth certificate or a power of attorney may need a regular apostille if you plan to use it overseas. You can learn more about apostilles on the official U.S. Department of State website.
An FBI apostille is specifically for FBI background checks, also known as Identity History Summary Checks. These are issued by the FBI and must go through a different apostille process than regular documents. Unlike documents issued by states, FBI reports are federal documents — meaning only the U.S. Department of State can apostille them.
This process is often required when you're moving abroad for employment, immigration, or long-term visas. For official use outside the U.S., your FBI background report must have a federal apostille — a stamp that verifies its authenticity to foreign governments. You can find detailed instructions on obtaining this type of apostille through our FBI Apostille Services.
An apostille is not about the content of the document, but about the authenticity of the signature and issuing authority.
A regular apostille is issued by the Secretary of State of the U.S. state where the document was created. This applies to documents like:
For example, if you have a birth certificate from California, you will need to submit it to the California Secretary of State for an apostille. Each state has its own procedures and fees, and you cannot use a federal apostille on documents issued at the state level. You can find more information about individual state procedures on each state's Secretary of State's website, such as the California Apostille Service website, or contact us.
Understanding the differences between FBI apostilles and regular apostilles is essential to avoid costly errors and delays. These two processes are handled by different authorities, apply to different documents, and follow separate procedures. Below is a detailed comparison to help you determine which type of apostille you need.
Since FBI background checks are federal documents, they must be authenticated at the federal level. In contrast, a birth certificate or power of attorney from a particular U.S. state must be apostilled by that state’s authority.
Each document must go through the appropriate channel based on its origin.
At EZ Apostille, we handle both processes, so you don’t need to worry about paperwork, formatting, or delivery.
Using a professional apostille service like ours can significantly reduce turnaround time, especially if you’re on a deadline.
We offer transparent pricing and volume discounts — see our apostille services page for details.
While apostilles are generally accepted by all members of the Hague Apostille Convention, different countries may have additional requirements. For example:
That’s why it’s important to verify your destination country’s exact document requirements before proceeding. We’re happy to assist with that as part of our service.
Choosing between an FBI apostille and a state apostille depends entirely on the document type and the purpose for which it's being used internationally. If you're dealing with immigration, employment abroad, or applying for foreign residency, you’ll most likely need a federal apostille for your FBI background check. On the other hand, personal and civil documents such as birth, marriage, or academic certificates typically require a state-level apostille.
Here’s a breakdown of when each type is needed:
Understanding which apostille applies to your case will help you avoid delays, rejections, or legal issues. When in doubt, our experts at EZ Apostille are ready to help guide you through the process.
1. Can I use a regular apostille for my FBI background check?
No. FBI checks are federal documents and must be apostilled by the U.S. Department of State, not a state government.
2. How do I know if I need an apostille at all?
If you're sending a U.S. document to a foreign country that is a member of the Hague Apostille Convention, you’ll most likely need an apostille. You can check the member list here.
3. What if the country I’m sending my documents to is not part of the Hague Convention?
You will need document legalization, which is a different, more complex process. Contact us for assistance with non-apostille countries.
4. Can I request both a regular and FBI apostille at the same time?
Yes, if you have both state-issued and federal documents, you can submit both for apostille — but they go to different authorities. We can help manage both at once.
5. How long is an apostille valid?
An apostille does not expire, but the document it's attached to may have time limitations depending on the purpose (e.g., a background check may only be valid for 3–6 months).
6. Can I get an apostille if my FBI background check is in digital format?
Yes, but only official, signed PDF versions issued by the FBI are acceptable. We can assist with both physical and electronic formats.
7. Do I need to translate my document after getting an apostille?
Some countries require certified translations. We can advise you on whether you need a translation before or after the apostille process, depending on your destination country.
Understanding the difference between a federal FBI apostille and a state apostille is key to ensuring your documents are accepted abroad. Always verify which level of government issued your document and what your destination country requires.
At EZ Apostille, we specialize in both types of apostille services — ensuring fast, secure, and compliant document legalization. Whether you need a regular apostille or an FBI document legalization, we’re here to help every step of the way.
📩 Have questions or ready to get started? Contact us today — our experts are standing by to help you!
