FBI Apostille: Federal vs. D.C. Secretary of State — Which Method Do You Actually Need?

Originally published September 16, 2022

Choosing the Right Apostille Method

If you already have your FBI Identity History Summary in hand — or you’re about to get one — the next question is the one almost nobody explains clearly: which apostille method do you actually need?

There are two legitimate ways to get an FBI background check apostilled, and they are not interchangeable. Pick the wrong one and you can end up with a rejected document, a missed deadline, or a very confusing phone call with a foreign consulate.

This page exists to clear that up. If you still need to get fingerprinted or obtain your FBI Identity History Summary itself, start with our full step-by-step guide instead: How to Get an FBI Background Check & Apostille. Come back here once you’re ready to apostille the report you receive.

And yes, this applies whether you’re reading this from Dubai, Dublin, or a Dunkin’ parking lot. We handle clients nationwide and worldwide, so distance is never the obstacle — choosing the right apostille method is.

Five Names, One Document

Quick note before we get into methods: the document almost everyone calls an “FBI background check” actually goes by several names. All of them refer to the same official FBI-issued PDF.

• Official Name — Identity History Summary. The FBI’s formal term. Immigration offices, HR departments, and foreign consulates often use this label.
• Alternate Official Name — FBI Criminal History Record. Same report, different wording. You’ll see this in government licensing instructions.
• Common Nickname — FBI Background Check. What nearly everyone calls it, even agencies who should know better.
• Another Nickname — Rap Sheet. Despite sounding like something a detective would slap onto a metal desk in a crime movie, it’s just slang for your FBI criminal history report.
• Other Variations You’ll Encounter: FBI check, FBI police clearance, federal background check, FBI identity report, FBI criminal record check.

If your employer, licensing board, or consulate uses any of these names, they’re all talking about the same document — the one covered by both apostille methods below.

Two Valid Pathways, Different Rules

Once you have your FBI Identity History Summary, it can be authenticated for international use through one of two valid pathways. Both produce a Hague apostille, but they follow different rules, timelines, and country acceptance — so choosing the wrong one can cause delays, rejections, or full-on bureaucratic heartbreak.

Option 1 — U.S. Department of State Apostille (Traditional Federal Apostille)

This is the standard, universally accepted method. The original FBI Identity History Summary is submitted directly to the U.S. Department of State’s Office of Authentications in Washington, D.C., which applies the federal apostille.

• Accepted by every Hague Convention country without exception
• Required for destinations with stricter authentication rules, including Spain
• Longer processing timeline than the D.C. Secretary of State method

Option 2 — D.C. Secretary of State Apostille (Certified True Copy Method)

This is not a federal apostille. Instead, it uses:

• A certified true copy issued by a trusted D.C. notary we work with
• Authentication and apostille by the D.C. Secretary of State
• Turnaround: typically 3–4 business days

This method is ideal when:

• You are on a tight deadline
• Your destination country accepts D.C. true-copy apostilles on FBI background checks
• You need a valid apostille much faster than the federal timeline allows

See FBI apostille pricing on our main Apostille Services page.

Most Delays Are Preventable

Most delays in the FBI apostille process aren’t caused by the apostille itself — they’re caused by preventable issues before the apostille even begins.

Mistake 1 — Choosing the Wrong Apostille Method for the Destination Country

Picking the D.C. true-copy method for a country that requires the federal method (or vice versa) is the single most common cause of rejection. We verify your destination country’s requirements before your order is processed.

Mistake 2 — Receiving the Wrong Version of the FBI Report

Some people download the “preview,” “unofficial copy,” or an old version of their FBI summary. We verify your PDF format so you don’t send an invalid document to an apostille authority.

Mistake 3 — Submitting the Document to Multiple Disconnected Companies

This happens more often than you’d think. One company handles fingerprints, another sends your FBI report, and a third handles the apostille — and none of them talk to each other. We keep the entire workflow under one roof to eliminate crossed wires and pointless delays.

One Provider. One Workflow. Zero Headaches.

You can absolutely piece this together with a fingerprinting shop, a random channeler in another state, a third company that “sort of” handles apostilles, a shipping store, and three federal websites. But the more hands involved, the more things slip through the cracks.

When you work with us, one specialist handles:

• FD-258 mail-in card processing (or in-person Livescan if you’re near Daytona Beach)
• Channeler submission and FBI report retrieval
• Apostille processing — D.C. Secretary of State or U.S. Department of State, whichever your destination requires
• FedEx or DHL international delivery
• Human guidance at every step