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State vs. federal apostille: which one do you need?
Almost every apostille that gets rejected comes down to one avoidable mistake: the document was sent to the wrong authority. State-issued and federal documents are apostilled by completely different offices, and one cannot do the other's job.
The good news is that telling them apart is simple once you know the rule. This guide gives you that rule, the examples that cover most cases, and what to do when a single application needs both.
Key takeaways
- Who issued the document decides the authority — not what it's about.
- State documents → the Secretary of State. Federal documents → the U.S. Department of State.
- A notarized document is always a state document.
- One application can need both; each goes to its own authority.
The one rule that decides it
State documents (Secretary of State)
- • Birth, marriage & death certificates
- • Divorce decrees & court records
- • Diplomas & transcripts
- • Powers of attorney & affidavits
- • Corporate & good-standing records
- • Anything notarized
Federal documents (U.S. Department of State)
- • FBI background checks
- • Naturalization & citizenship certificates
- • Social Security benefit letters
- • IRS documents (e.g. Form 6166)
- • FDA & USDA certificates
- • U.S. patents & trademarks
The trap: a notarized document
When you need both
Not sure which one your document needs?
Tell us the document and destination — we'll confirm whether it's state or federal, route it correctly, and send a flat quote within one business day.
Frequently asked questions
How do I know if my document is state or federal?+
Look at who issued or signed it. If a state or county office issued it — a vital-records office, a court, a university, or a notary — it's a state document. If a federal agency issued it — the FBI, USCIS, the Social Security Administration, or the IRS — it's federal. State documents are apostilled by a Secretary of State; federal documents by the U.S. Department of State.
Can a Secretary of State apostille a federal document?+
No. A state Secretary of State can only authenticate documents from that state. Federal records must go to the U.S. Department of State's Office of Authentications. Sending a federal document to a state office is the single most common reason these requests are rejected.
Which is faster, a state or federal apostille?+
State apostilles are usually faster — often a few business days once the document is in hand — while federal apostilles are set by the U.S. Department of State's current processing times and generally take longer. We give you a realistic timeline for whichever applies.
My document was notarized — is it state or federal?+
A notarized document is a state document. The notary is commissioned by a state, so the Secretary of State in the notary's state apostilles it — even if the underlying letter or form concerns a federal matter.
What if I need both state and federal documents apostilled?+
That's common — for example a birth certificate (state) plus an FBI check (federal) for the same visa. We handle both in one coordinated order, routing each to the correct authority so you aren't managing two processes.