OnCallColombia apostille services – fast document legalization for U.S. citizens abroad

What Does It Mean to Apostille a Document?

August 25, 2025•7 min read

If you’ve been asked to “apostille” a document, you’re likely dealing with a foreign government or embassy — and the process may feel confusing at first. This guide breaks down what it means to get a document apostilled, who needs it, and how it actually works — especially in the context of U.S. federal documents.

What Is an Apostille?

An apostille is an internationally recognized certification that verifies the authenticity of a public document — such as a background check, birth certificate, or legal affidavit — so it can be legally accepted in another country.

Specifically, it confirms that the signature, seal, or stamp on the document is genuine and issued by a competent U.S. authority. Once this apostille is attached, your document is considered self-validating in any country that is a member of the Hague Apostille Convention of 1961 — eliminating the need for further authentication by a consulate or embassy.

In other words:
✅ No consular visits
✅ No extra stamps
✅ Just one internationally valid certification

This makes the apostille process faster, simpler, and universally trusted — especially for those applying for visas, registering marriages, pursuing business abroad, or managing cross-border legal matters.

What Is a Federal Apostille?

A federal apostille is an official certification issued by the U.S. Department of State in Washington, D.C. It validates the authenticity of documents that originate from federal agencies or require federal-level authentication, allowing them to be legally recognized in countries that are part of the Hague Apostille Convention.

Federal apostilles are required for documents that are:

Issued by a federal agency (e.g., FBI background checks, IRS records, FDA or USDA certifications)
Notarized by a U.S. notary public for use in federal-level matters
Certified by a federal court or official

This type of apostille is commonly required for:

Visa and immigration applications
International business registrations
Adoptions and legal proceedings abroad
Academic and medical credential recognition

Because these documents are processed through the U.S. Department of State, the federal apostille carries high credibility and is universally accepted among Hague member countries — streamlining international legal processes without needing embassy or consular validation.

State vs. Federal Apostille: What’s the Difference?

While both state and federal apostilles serve the same purpose — validating documents for international use under the Hague Apostille Convention — they apply to different types of documents and are issued by different authorities.

🏛 State Apostille

A state apostille is issued by the Secretary of State’s office in the U.S. state where the document was issued or notarized. It applies to documents such as:

Birth and death certificates
Marriage and divorce certificates
Notarized Power of Attorney forms
School transcripts and diplomas (if notarized in that state)

This type of apostille confirms the authenticity of a state-level official’s signature — like a notary public or registrar.

🏢 Federal Apostille

A federal apostille is issued by the U.S. Department of State in Washington, D.C. and is required for documents that:

Originate from a federal agency (e.g., FBI, IRS, FDA)
Are notarized in a way requiring federal validation
Are certified by federal courts or authorities

Typical use cases include immigration, visas, international adoptions, and global business matters.

What Types of Documents Can Be Apostilled?

At OnCallColombia, we handle both federal and state-level apostille processing, offering end-to-end service for U.S. citizens living abroad. Below are the most common document types we process — along with what you need to know about eligibility, requirements, and costs:

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✅ FBI Background Checks

Federal Apostille
One of the most requested documents for visa applications in Colombia and elsewhere.

We handle mobile fingerprinting, electronic submission, and expedited apostille via our D.C. team.
Results and apostille typically ready in 8–12 business days.

✅ Birth & Marriage Certificates

State Apostille (not federal)
These vital records must be apostilled by the Secretary of State from the state in which they were issued.

Pricing includes apostille service + the state-specific processing fee.
Originals are often required; we guide you through replacement requests if needed.

✅ Diplomas & Academic Records

State Apostille (with notarization required)
Academic credentials like diplomas, transcripts, and enrollment letters must be notarized before apostille.

If not notarized, we can assist with that step.
Cost includes notary, apostille, and Secretary of State certification.
Often used for student visas or work permits abroad.

✅ Power of Attorney (POA)

State Apostille
Apostilles for POAs certify the notary's signature, not the contents of the document.

Must be notarized in the same state where the apostille is requested.
We help ensure the POA is formatted correctly for international use.

✅ Naturalization Certificates

Federal Apostille
Processed through the U.S. Department of State in Washington, D.C.

Original documents may be required — we advise on best practices to protect originals.
Often required for proving U.S. citizenship in dual-nationality or retirement visa cases.

✅ IRS Documents & Business Records

Federal Apostille (in most cases)
Documents eligible for federal apostille include:

IRS Tax Returns (all years)
Form W-2 and Form 1099
IRS Form 6166 (Proof of U.S. Tax Residency)
Corporate filings or incorporation documents

🛑 Note: Internal-use forms like Form W-9 are not eligible for apostille.

Costs vary depending on whether originals or certified copies are used. We assist in verifying eligibility before submission.

✅ Medical Letters, Travel Affidavits & Adoption Documents

Depends on Notarization
These documents can be apostilled if they are notarized by a U.S. notary.

The apostille validates the notary’s signature, not the content of the document.
This is critical for international travel with children, custody matters, or medical travel clearance.

How Long Does It Take to Get a Federal Apostille?

Officially, the U.S. Department of State offers two distinct timelines for apostille processing — and the difference is significant:

Walk-in Processing (Hand-Delivered):
Estimated at 8–10 business days. This is the fastest method, but only available to those who can deliver and retrieve documents in person in Washington, D.C.
Mail-In Processing:
Currently taking 5–6 weeks, not including mailing time to and from the Department of State. International shipping delays can extend this timeline further.

Unfortunately, most individuals applying from abroad — especially for visa-related purposes — are stuck with the mail-in route. That’s why delays of 6 to 8 weeks are increasingly common when using traditional third-party services.

OnCallColombia speeds things up.
Our Washington, D.C.–based team physically walks your documents into the U.S. Department of State and retrieves them as soon as they're ready. This hand-delivery approach bypasses the mail backlog and cuts turnaround time dramatically — helping our clients stay on track with tight immigration or legal deadlines.

Why It Matters for Clients Abroad

If you're applying for a visa, registering a business, or preparing for legal events abroad like marriage or residency, apostille delays aren't just inconvenient — they can derail your plans entirely.

Missed deadlines often result in:

Visa application rejections
Forced rescheduling of consulate appointments
Costly international travel to restart the process from outside the country
Emotional and logistical stress, especially when separating from loved ones, pets, or housing arrangements

That’s why speed, accuracy, and real support matter.

Why clients trust OnCallColombia:

✅ Mobile fingerprinting and notary services available across Colombia — no need to travel
✅ All U.S.-based logistics handled for you — including FBI submissions and apostille hand-delivery in Washington, D.C.
✅ Secure, fast, and fully managed returns — with certified translations available within 2 business days

Our goal is simple: Get your documents right the first time, and get them back to you before it’s too late.