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This guide for the American Apostille Association explains how to prepare and certify U.S. federal documents, especially the FBI Identity History Summary (IHS) or "background check," for international use. It describes which versions qualify, where to send them, and how to avoid common mistakes.
Background: What is the FBI Identity History Summary
The FBI Identity History Summary (IHS) is a record of arrests, dispositions, or federal background data linked to fingerprints submitted to the FBI's Criminal Justice Information Services (CJIS) Division. Individuals can request their own report for employment, adoption, immigration, or use abroad.
The FBI offers two delivery methods: electronic (PDF) or physical hard copy. The electronic version is fast, but it is often rejected for an apostille or authentication. Many foreign authorities require the original, hard-copy document signed by the FBI's Section Chief and bearing an official seal. If you intend to legalize the document for international use, request a certified copy.
Sources: fbi.gov, edo.cjis.gov
Apostille vs Authentication (Legalization)
The type of certification depends on the destination country. Hague Convention countries accept an apostille as final proof of authenticity. Non-Hague countries require authentication from the U.S. Department of State, followed by legalization at the foreign embassy or consulate.
The U.S. Department of State (USDOS) Office of Authentications issues both apostilles and authentication certificates for federal documents. To choose the correct one, check whether the destination country is a member of the Hague Apostille Convention.
Sources: travel.state.gov, hcch.net
Which Documents Qualify and Which Authority Handles Them
Federal documents, including those from the FBI, IRS, SSA, or USCIS, require an apostille or authentication through the U.S. Department of State. State documents, such as birth or marriage certificates, are apostilled by the Secretary of State in the issuing state.
For the FBI IHS report, as it is a federal record bearing a federal signature, it must be sent to the U.S. Department of State Office of Authentication. Sending it to a state office will result in rejection.
Sources: travel.state.gov, peoples-law.org
Step-by-Step Process for the FBI IHS
Ordering the Report
- Request the report directly from the FBI or an FBI-approved channeler.
- Submit fingerprints using a live scan or the FD-258 ink card.
- Select the hard copy version if the report will require legalization.
- Verify that your name, birth date, and all details match those on your passport.
Sources: fbi.gov
Preparing for Certification
- Determine the destination country and verify whether it is a signatory to the Hague Convention.
- Complete Form DS-4194 for the U.S. Department of State.
- Include the original FBI IHS report, payment, contact information, and a pre-paid return envelope.
- Mail the packet to:
- U.S. Department of State, Office of Authentications,
- 44132 Mercure Cir, PO Box 1206, Sterling, VA 20166-1206
(Physical: 600 19th St NW, Washington, DC 20006)
Sources: travel.state.gov
Non-Hague Countries
If the destination is not part of the Hague Convention, you must also present the document to the foreign country's embassy or consulate for final legalization. Additional translation, forms, or fees may be required.
Sources: peoples-law.org
Flowchart
Common Pitfalls and How to Avoid Them
- Submitting a PDF version instead of an original hard copy
- Choosing the wrong certification type (apostille vs authentication)
- Sending federal documents to a state office
- Failing to include the DS-4194 form, correct payment, or return envelope
- Name or birth date inconsistencies between the passport and the FBI report
- Assuming an apostille alone is valid in a non-Hague country
- Using an expired or outdated FBI report
Sources: travel.state.gov, globalapostille.us
FAQs
Q1. Can I apostille the electronic version of my FBI report?
Only if both USDOS and the destination country accept the digital version, most foreign authorities require the original, signed hard copy.
Q2. What is the fee and processing time?
The USDOS fee is about $20 per document. Processing times vary; mail service can take several weeks.
Q3. Do I need embassy legalization for a Hague country?
No. The apostille itself is the final step for Hague Convention countries.
Q4. Can I apostille a document long after it was issued?
Yes, as long as it bears a valid signature and seal. Some countries, however, only accept reports issued within 3 to 6 months.
Q5. What if the document has a digital signature?
USDOS must recognize the digital signature, and the destination country must accept it. Otherwise, request a hard copy version.
Sources: travel.state.gov, fbi.gov
Summary for Practitioners
- Verify the country's Hague status before submitting
- Request hard-copy originals when apostille/authentication is required
- Send federal documents only to USDOS
- Prepare DS-4194 carefully and include all required materials
- Follow embassy legalization steps for non-Hague destinations
Sources: hcch.net, travel.state.gov
Disclaimer
This guide is provided for educational purposes only. Procedures, fees, and requirements are subject to change without notice. Always verify current information directly with the FBI, the U.S. Department of State, and the destination country's embassy or consulate before submission.