If you’ve been told you need an apostille for your documents, one of the first questions is whether to get it from your state’s Secretary of State or from the U.S. Department of State office in Washington, DC. The answer depends on who issued your document — and getting it wrong can cause costly delays. In this guide, we break down the difference between a federal apostille and a state apostille, explain which one you need, and show how ROCA Authentications can help you get it quickly and correctly.
What Is an Apostille?
An apostille is an internationally recognized certificate that authenticates the origin of a public document for use in countries that are members of the Hague Apostille Convention.
When You Need a U.S. Department of State Apostille (Federal-Level)
A federal apostille is issued by the U.S. Department of State in Washington, DC. You will need this if your document was issued by:
- A U.S. federal agency (FBI, USDA, EPA, FDA)
- A U.S. federal court
- A U.S. consular officer abroad
Examples of documents requiring a U.S. Department of State apostille:
- FBI background checks
- USDA export certificates
- Federal court judgments
Steps to Get a Federal Apostille:
- Obtain the original document from the issuing federal agency.
- Complete the U.S. Department of State apostille application form.
- Submit in person or by mail to the Office of Authentications in Washington, DC.
- Pay the processing fee and wait for the apostille to be attached.
When You Need a State Apostille (State-Level)
A state apostille is issued by the Secretary of State in the state where the document was created. You will need this if your document was issued by:
- State or local government offices (vital records, local courts)
- Notaries public
- State universities or colleges
Examples of documents requiring a state apostille:
- Birth or marriage certificates
- Local court records
- Notarized powers of attorney
- Diplomas from state universities
Steps to Get a State Apostille:
- Verify the document meets the issuing state’s format requirements.
- Submit the document to that state’s Secretary of State apostille division.
- Pay the fee and receive the apostille.
Comparison Chart: Federal vs. State Apostille
| Feature | Federal Apostille | State Apostille |
| Issuing Authority | U.S. Department of State, Washington DC | State’s Secretary of State |
| Document Origin | U.S. federal agencies, federal courts | State/local agencies, notaries, state universities |
| Examples | FBI background check, USDA certificate | Birth certificate, marriage certificate, notarized POA |
| Processing Location | Washington, DC | State capital |
| Processing Time | Several weeks unless expedited | Varies by state; can be 1–2 weeks |
Quick Tip: How to Know Which One You Need
Check the letterhead or issuing seal on your document:
- Federal seal or signature? → U.S. Department of State.
- State or local seal/signature? → Secretary of State for that state.
Why Use ROCA Authentications for Apostilles?
We remove the guesswork and speed up the process by:
- Reviewing your documents to confirm which apostille you need.
- Submitting federal apostilles in person to the U.S. Department of State in Washington, DC for faster turnaround.
- Coordinating with any U.S. state’s Secretary of State office for state-level apostilles.
- Providing status updates and secure return shipping.
Whether you need a U.S. Department of State apostille USA or a state-issued apostille, we make it simple and stress-free.
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Frequently Asked Questions
How long does it take to get a U.S. Department of State apostille?
Processing times vary, but federal apostilles are estimated at 7-9 business days. ROCA offers in-person submission in Washington, DC to reduce delays.
Can I use a state apostille instead of a federal one?
No — if your document is issued by a federal agency, it must be authenticated by the U.S. Department of State.
Do all countries accept apostilles?
Only countries that are members of the Hague Apostille Convention accept apostilles. For non-member countries, you’ll need embassy or consular legalization.
Can I apply for a federal apostille by mail?
Yes, but mailing can significantly increase turnaround time. In-person submission is faster.
How do I know if my document is federal or state?
Look at the issuing authority on the document — if it’s a federal agency (FBI, USDA, etc.), it’s federal; if it’s a state or local office, it’s state. Please feel free to send us a scanned copy of your document so that we can help you determine the best course of action!