What’s the Difference Between a Federal Apostille and a State Apostille?
When preparing documents for use in another country, one of the first things you may hear is that you need an apostille. But what does that mean—and how do you know if you need a state or federal apostille? While both serve the same international purpose of verifying the authenticity of a document, they are issued by different authorities and apply to different types of documents.
In this article, our experts at One Source Process break down the key differences between a federal apostille and a state apostille, helping you choose the correct path and avoid costly delays. We also offer guidance on when each type is required and how to get it done – fast and hassle-free.
Understanding the Apostille Process in the U.S.
An apostille is a form of authentication used to verify official documents for use in countries that are part of the Hague Apostille Convention. The convention, signed in 1961, simplified the process of international document legalization by replacing the lengthy consular legalization process with a standardized certificate—called an apostille.
This certificate verifies the authenticity of the signature, the capacity in which the person signing the document acted, and the identity of the seal or stamp. With an apostille, your documents can be accepted by authorities in over 100 countries worldwide without further authentication. You can find a full list of participating countries here.
When Is an Apostille Required?
You may need an apostille when you’re sending official documents abroad—for example, when applying for a visa, getting married overseas, conducting international business, or enrolling in a foreign university. Each of these situations requires that your documents are recognized as valid and authentic by a foreign government.
Common documents that require an apostille include birth certificates, FBI background checks, marriage licenses, diplomas, and corporate records. Which level of apostille—state or federal—you need depends largely on where the document was issued and what type it is.
State Apostille vs. Federal Apostille — Key Differences
Jurisdiction and Authority
The most important distinction between a state and federal apostille is who issues it. A state apostille is provided by the Secretary of State in the U.S. state where the document originated. For example, a birth certificate from California would need an apostille from the California Secretary of State.
On the other hand, a federal apostille is issued by the U.S. Department of State in Washington, D.C., and is reserved for documents that fall under federal jurisdiction. This includes records issued by federal agencies or signed by federally commissioned officers.
Type of Documents
Here’s a quick breakdown of which documents require which type of apostille:
State Apostille:
- Birth and death certificates
- Marriage and divorce records
- Notarized affidavits
- Power of attorney documents
- School transcripts and diplomas
Federal Apostille:
- FBI background checks (source)
- Documents from federal courts
- U.S. Patent and Trademark Office records
- Documents from the Department of Justice or FDA
Knowing which authority issued your document helps determine which apostille you need. If you’re unsure, our document apostille services can review your documents and guide you through the process.
Processing Locations
Another difference is where the apostille is issued. State apostilles are processed at the office of the Secretary of State for the document’s originating state. Each state has its own procedure, processing time, and fees.
Federal apostilles are handled exclusively by the U.S. Department of State – Office of Authentications. All federal apostilles are issued from Washington, D.C., and typically take longer unless expedited through a professional service like One Source Process.
Timeframes and Processing Speed
Timelines vary depending on the state and the workload at the federal level. On average, state apostilles take 3–10 business days, while federal apostilles may take 2–4 weeks or longer if submitted by mail without assistance.
At One Source Process, we offer expedited services to reduce wait times dramatically. “We handle the paperwork, coordination, and follow-up—so our clients don’t have to,” says our senior processing expert. Our team works directly with both state and federal offices to deliver results efficiently and securely.
How to Know Which Apostille You Need
Based on Document Type
In general, the rule is simple: where the document is issued determines how it should be apostilled. Use this guide to help:
- Use a state apostille if your document is notarized or issued by a state-level office (e.g., a county clerk or state registrar).
- Use a federal apostille if your document is issued by a federal agency or is a federal background check.
When in doubt, reach out to our experts for a free document review.
Based on Destination Country Requirements
Some countries have unique preferences or additional requirements—even within the Hague Convention. For example, Italy may request documents be translated and notarized before apostille, while China (not a Hague member) requires full consular legalization instead.
One Source Process stays up to date with these ever-changing international standards so your documents are never rejected. We verify all destination-specific regulations before beginning any apostille service.
How One Source Process Can Help
We understand that navigating the apostille process can be confusing. That’s why we offer document review, guidance, and full-service processing for both federal and state apostilles. Our team will verify your documents and ensure they’re properly prepared before submission.
We’ll also help you determine if additional steps are required, such as notarization, translation, or certified copies. This prevents unnecessary delays and resubmissions.
Nationwide and Federal Apostille Services
With years of experience, we’ve streamlined the apostille process across all 50 states and with the U.S. Department of State. Whether you need one document or a batch of them, we’ll coordinate everything for you—quickly and professionally.
We also offer support for documents going to non-Hague countries, which require consular legalization instead of an apostille.
Fast, Secure, and Hassle-Free
Working with One Source Process means you get:
- Personalized support from real experts
- Secure shipping and tracking for your documents
- Expedited turnaround times for urgent cases
From the moment you place your order to the moment your apostilled document arrives at your door, we’re with you every step of the way.
Get Started Today with One Source Process
Whether you need a federal apostille for your FBI background check or a state apostille for your marriage certificate, we make the process easy, fast, and secure. Let us save you time and eliminate the stress. Contact us today to speak with a document specialist and get started within minutes.