Reference
Federal Apostille Glossary
Plain-English definitions of the terms you’ll meet when getting a U.S. federal document ready for use abroad.
Quick answer
An apostille authenticates the signature on a public document for use in Hague Convention countries. Federal documents get theirs from the U.S. Department of State; state and notarized documents from a state authority. Non-Hague countries need authentication plus embassy legalization instead.
31 terms, A to Z by topic
- Apostille
- A standardized certificate, created by the 1961 Hague Convention, that authenticates the signature and seal on a public document so it is accepted in other member countries. What Is a Federal Apostille? →
- Federal apostille
- An apostille issued by the U.S. Department of State for a document signed by a federal official, such as an FBI report or USCIS certificate. What Is a Federal Apostille? →
- State apostille
- An apostille issued by a state authority — usually the Secretary of State — for documents signed by that state's officials or notaries. Federal vs. State Apostille: Which One Do You Need? →
- Authentication certificate
- The certificate the U.S. Department of State issues instead of an apostille when a document is going to a country outside the Hague Convention. Apostille vs. Embassy Legalization: What’s the Difference? →
- Embassy legalization
- The final step for non-Hague countries: the destination's embassy or consulate verifies the Department of State's authentication and adds its own. Apostille vs. Embassy Legalization: What’s the Difference? →
- Hague Apostille Convention
- The Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. It has been in force for the United States since 15 October 1981. Apostille vs. Embassy Legalization: What’s the Difference? →
- Entry into force
- The date the Apostille Convention starts applying to a country. It can be months after the country announces it is joining — always check this date, not the announcement. Hague Apostille Countries: Full List & Checker →
- Office of Authentications
- The U.S. Department of State office in Washington, D.C. that issues apostilles and authentication certificates for federal documents. What Is a Federal Apostille? →
- Form DS-4194
- The Department of State's Request for Authentication Service, used when submitting a document yourself. The government fee is $20 per document. What Is a Federal Apostille? →
- Certified copy
- A copy issued by the agency or court that holds the original, carrying that authority's certification and seal. For most federal documents, this — not a photocopy — is what gets apostilled. 12 Reasons Apostille Requests Get Rejected — and How to Avoid Them →
- Notarization
- A notary public's certification of a signature or copy. It makes a private document eligible for a state apostille, but it invalidates a federal record for federal authentication. Federal vs. State Apostille: Which One Do You Need? →
- County clerk certification
- A step some states require before a notarized document can be apostilled — the county clerk certifies the notary's commission. New York is the best-known example. Federal Apostille Services in New York →
- Identity History Summary
- The official name of the FBI background check — a fingerprint-based record of federal arrests and dispositions, or confirmation that none exist. FBI Background Check Apostille →
- FBI-approved channeler
- A private company authorized to submit fingerprints to the FBI and return Identity History Summary results, usually faster than a direct request. How to Get an FBI Background Check for Use Abroad →
- FD-258
- The FBI's standard fingerprint card, used to request an Identity History Summary. The card itself is never apostilled. FD-258 Fingerprint Card & FBI Submission →
- Live scan
- Electronic fingerprint capture, submitted directly to the FBI or through a channeler. Faster and less prone to rejection than ink cards. FD-258 Fingerprint Card & FBI Submission →
- Form N-565
- The USCIS application for a replacement or certified naturalization or citizenship document — the usual route to a copy that can be apostilled. Certificate of Naturalization Apostille (N-550 / N-570) →
- Certificate of Naturalization
- The USCIS document issued to people who became citizens through naturalization. Originals can't be apostilled, and copying one is restricted by federal law. Certificate of Naturalization Apostille (N-550 / N-570) →
- Certificate of Citizenship
- The USCIS document issued to people who acquired or derived citizenship through a U.S.-citizen parent. Certificate of Citizenship Apostille (N-560 / N-561) →
- CRBA (Form FS-240)
- The Consular Report of Birth Abroad, documenting the citizenship of a child born abroad to a U.S.-citizen parent. Consular Report of Birth Abroad (CRBA) Apostille →
- Form 6166
- The IRS letter certifying U.S. tax residency, used to claim tax-treaty benefits abroad. It is year-specific. IRS Form 6166 Apostille →
- Form 8802
- The IRS application for U.S. residency certification. Filing it is how you obtain Form 6166. IRS Form 6166 Apostille →
- Tax transcript
- The IRS's own record of a filed return, requested free online or with Form 4506-T — not a copy of the return itself. IRS Tax Transcript Apostille →
- CP-575 and 147C
- IRS letters confirming an Employer Identification Number. The CP-575 is issued once and never reissued; the 147C is the replacement. Federal Corporate Document Apostille (EIN / CP-575) →
- NPRC
- The National Personnel Records Center, which holds military service records such as DD-214s and issues certified copies. DD-214 & Military Records Apostille →
- SF-180
- The standard form for requesting military service records from the National Personnel Records Center. DD-214 & Military Records Apostille →
- Form G-639
- The USCIS Freedom of Information / Privacy Act request, used to obtain immigration records. USCIS Immigration Records Apostille →
- PACER
- The federal courts' online records system. PACER downloads are not certified copies and can't be apostilled. Federal Court Documents Apostille →
- Certificate of Non-Existence of Record
- An agency's certified statement that a particular record does not exist — often essential in citizenship-by-descent claims. Certificate of Non-Existence of Record Apostille →
- Certified translation
- A translation accompanied by the translator's signed statement of accuracy. Many destinations require one, and some want the apostille itself translated. Certified Translation →
- Citizenship by descent
- Claiming a country's citizenship through a parent or ancestor. Files typically combine certified National Archives, USCIS and state records. National Archives (NARA) Records Apostille →
Frequently asked questions
What's the difference between an apostille and legalization?
An apostille is a single certificate accepted by Hague Convention countries. Legalization is the longer route for other countries: Department of State authentication, then the destination's embassy.
What is a certified copy?
A copy issued by the agency or court holding the original, with that authority's certification and seal. For most federal documents, it's what gets apostilled — not a photocopy.
Does notarizing a federal document help?
No. Notarization invalidates a federal record for federal authentication. It only applies to private documents, which then take the state route.
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