FEDERAL AUTHENTICATION
U.S. Department of State Authentication
Federal documents, and state documents going to non-Hague countries, have to be authenticated by the U.S. Department of State. Our DC Satellite Office handles this step in Washington for you, so you don’t wait on the Department’s mail-in queue.
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Department of State step
Apostille or authentication certificate
- FBI background checks
- IRS, FDA and other federal documents
- State certifications for non-Hague countries
- Embassy legalization next
What the Office of Authentications does
The U.S. Department of State’s Office of Authentications confirms that a federal official’s signature, or a state’s certification, is genuine so the document can be used abroad. It issues two kinds of certificates, and the destination country decides which one you get.
For a country in the Hague Apostille Convention, the Department issues an apostille and the document is ready to use. For a country outside the Convention, it issues an authentication certificate, and the document then goes to that country’s embassy or consulate for legalization.
Which documents go to the Department of State
| Document | What happens first | After the Department of State |
|---|---|---|
| FBI background check | Nothing, if it was issued by the FBI with its seal or signature | Apostille, or embassy legalization for non-Hague countries |
| IRS Form 6166, FDA certificates, other federal documents | Nothing; signed by a federal official | Apostille, or embassy legalization |
| Massachusetts document for a non-Hague country | Notarization or certified copy, then Massachusetts certification | Embassy legalization |
| Other state’s document for a non-Hague country | That state’s certification, which we arrange | Embassy legalization |
Documents going to a Hague country from a state only need that state’s apostille. They don’t go to the Department of State at all.
Apostille or authentication certificate?
| Department of State apostille | Department of State authentication certificate | |
|---|---|---|
| Used for | Countries in the Hague Apostille Convention | Countries outside the Convention |
| Final step? | Yes, the document is ready to use | No, embassy or consulate legalization follows |
| Typical documents | FBI checks and federal documents | Federal documents and state certifications |
| Examples | Italy, Spain, Brazil, India, Japan | UAE, Qatar, Egypt, Jordan, Ethiopia |
Taiwan isn’t in the Convention either; documents for Taiwan are authenticated through the Taipei Economic and Cultural Office (TECO).
Who we help with federal authentication
Law firms
Federal and state documents for clients’ immigration, litigation and transactions abroad, with one point of contact for the whole chain.
Life sciences companies
FDA certificates, certificates of free sale and corporate records for product registrations in non-Hague markets.
HR and global mobility
FBI background checks and degrees for employees relocating on work visas.
Individuals and families
FBI checks, vital records and powers of attorney for residence visas, marriage and property abroad.
How long it takes
| Route | Typical time |
|---|---|
| Department of State, mailed requests | Up to 5 weeks from the day the Department receives them |
| Department of State, walk-in drop-off and pick-up | Processed within 7 business days (drop-off Monday to Thursday mornings) |
| Authentication through our DC Satellite Office | About 2 weeks |
| FBI background check apostille | About 10 business days |
| Embassy legalization afterwards (non-Hague countries) | Varies by country; we plan 5–7 business days |
Public processing times are from the Department of State’s Request Authentication Services page, checked November 2, 2026. They change often, so we confirm current timing with your quote.
How we handle it
- 1
We review your document
We confirm it’s eligible, that any state certification is in place, and which certificate your destination needs.
- 2
We prepare the request
We complete the Department of State request form and list the correct destination country, a common reason requests come back.
- 3
Our DC Satellite Office submits it
It handles the Washington step for you and tracks it through to completion.
- 4
Embassy legalization, if needed
For non-Hague countries, the document goes straight on to the embassy or consulate.
- 5
Tracked delivery
We send the finished documents to you, or directly abroad, with tracking.
Common reasons requests are rejected
- A state document with no state certification. The Department of State only authenticates the state’s certificate, not the notary or clerk directly.
- An FBI report from the wrong source. It must be issued by the FBI itself, with its official seal or signature.
- The wrong certificate for the country. An apostille is issued for Hague countries and an authentication certificate for the rest, so the destination country must be listed correctly.
- Altered or separated documents. Staples, pages or certificates that have been removed or reattached can make a document ineligible.
Frequently asked questions
What does the U.S. Department of State authenticate?
Its Office of Authentications issues apostilles and authentication certificates. It authenticates documents signed by federal officials, such as FBI background checks, and state certifications for documents going to non-Hague countries.
Does a Massachusetts document go straight to the Department of State?
No. A Massachusetts document is certified by the Secretary of the Commonwealth first. The Department of State then authenticates that certification. Federal documents skip the state step.
How long does the Department of State take?
The Department lists up to 5 weeks for mailed requests and 7 business days for walk-in drop-off and pick-up at its Washington office. Through our DC Satellite Office, authentication typically takes about 2 weeks, and FBI apostilles about 10 business days.
Can I drop off documents at the Office of Authentications myself?
The office accepts walk-in drop-off and pick-up on Monday to Thursday mornings, plus appointments for life-or-death emergencies. Our DC Satellite Office handles the Washington step for you, so you don’t have to travel there.
Is a Department of State apostille the same as an authentication certificate?
No. The Department issues an apostille when the destination country is in the Hague Convention, and an authentication certificate when it isn’t. An authentication certificate then needs embassy legalization.
Do you handle documents from other states?
Yes. We handle documents from any U.S. state. We arrange the state certification first, then the Department of State and embassy steps.
Can the finished documents be sent abroad?
Yes. We send finished documents to you or directly to the recipient anywhere in the world, with tracking.
Can you authenticate my FBI background check?
Yes. The report must be issued by the FBI itself with its official seal or signature. We check yours before it’s submitted. See how to apostille an FBI background check.
Need a federal authentication?
Tell us the document and the country. We’ll confirm the route and the total before we start.