What You Need to Know About Submitting FBI Background Checks for Apostille or Authentication
Last edited: 04/19/2025
FBI background checks are often required for international purposes such as immigration, work visas, or travel abroad. If you’re planning to have your FBI background check apostilled or authenticated, understanding how the document must be submitted is essential to ensure your paperwork is accepted without delays or rejection.
Why You Can’t Just Scan a Hardcopy
If you received your FBI background check as a hardcopy and then scanned it into a PDF to send it for an apostille or authentication, you’re likely missing a critical detail—the watermark. Once a hardcopy document is scanned, the original watermark is no longer visible or verifiable by the U.S. Department of State, which can result in delays, rejections, or the document being deemed invalid for apostille processing.
The Right Way to Submit an FBI Background Check
To submit your background check electronically and ensure it meets the required standards, you must have the original electronic PDF file with the watermark embedded by the FBI or an approved FBI Channeler. This version is verifiable, accepted for apostille, and does not require any scanning or additional formatting.
Important Tip: When ordering your background check from the FBI or an FBI-approved Channeler, ask for both the original hardcopy and the electronic PDF version. This gives you flexibility if you need a physical copy for other purposes but ensures you also have the correct electronic format required for authentication or apostille processing.
How Timing Affects Your Apostille Process
Before proceeding with apostille or authentication services, please verify the specific validity period required by your destination country or receiving agency. While many accept FBI background checks issued within the last 6 months, others require the document to be no older than 90 days at the time of submission. Each country has its own policy and failing to confirm this may result in delays or rejection. We recommend checking directly with the foreign authority, embassy, or institution receiving your document to ensure compliance.
For example, Spain has different requirements depending on the consulate's jurisdiction:
If you reside in the San Francisco consular district, the Consulate General of Spain in San Francisco allows FBI background checks to be submitted up to six months after the date of issuance.
However, if you live in Southern California (including counties such as Los Angeles, San Diego, and Orange), or in Arizona, Colorado, or Utah, the Consulate General of Spain in Los Angeles requires the FBI background check to be no older than 90 days at the time of submission.
Here are a few time-sensitive factors to keep in mind:
Electronic PDF files are typically sent faster than hard copies. According to FBI guidelines, the electronic version is usually available within 24 hours to 3–5 business days, while hardcopies may take 7 to 14 days to arrive by mail.
Mailing your hardcopy to The Signature Pros for apostille adds a few more days, especially if you're outside the United States.
Processing time at the U.S. Department of State can take up to 10–12 business days, depending on the current volume.
Translation time (if needed) for a 2-page document (apostille/authentication cover page and one page FBI summary) takes 1 to 2 business days.
International return shipping can range from 4 to 10 business days, depending on the destination country, customs clearance, and selected courier service.
To avoid delays or expiration, we recommend beginning your apostille process as soon as you receive your background check.
Let The Signature Pros Handle the Hard Part
The Signature Pros is just 12 miles from the U.S. Department of State, making us the ideal facilitator for quick and secure apostille or authentication of your FBI background check. We help you:
Avoid costly errors and rejected documents
Track processing and turnaround times through regular email updates.
Receive professional support and document handling every step of the way
Whether you’re in the U.S. or abroad, we provide you with reliable, timely service that keeps your international plans on schedule.
Ready to get started?
Let The Signature Pros assist you with your FBI background check apostille or authentication.
Visit our website or email us at [email protected] to begin your order today.
