Hey There, Apostille Facilitators
So, you’ve been tasked with obtaining an apostille for a federal document like an FBI background check. Don’t panic—it’s not as overwhelming as it sounds, especially if you know the steps or have the right help. Whether your client is preparing for an international move, a new job abroad, or another exciting opportunity, getting this process right is essential!
At Elite Documents, we’re just 15 minuts away from all the major federal government agencies and embassies in the Washington, D.C. area. This makes it easy for us to offer you exclusive, reliable drop-off and pick-up services. We understand how important it is to get things done quickly and accurately, which is why we take care of the logistics so you can focus on what matters most—serving your clients. Plus, with our discounted rates, you can add your own fees on top and still provide competitive pricing. Check out the services we offer below to see how we can help make your job easier!
We Help You Help Your Clients — and Boost Your Income
Elite Documents steps in as your trusted partner to make the entire process stress-free. We personally handle the submission of the FBI report or other federal documents by walking them into the U.S. Department of State and picking them up within 7–9 days.
Since we provide you with discounted partner rates, you are able to offer your clients competitive pricing while still earning for your services. We recommend that you research your local and international market to see what other notaries and service providers are charging in your area, so you can confidently set rates that work best for you and your clients.
Our Role as Your Trusted Carrier
At Elite Documents, we take pride in serving as your reliable carrier, handling the delivery and retrieval of your important documents with care and professionalism. Our goal is to simplify the process for you, ensuring efficiency and peace of mind every step of the way.
While we do our best to minimise delays and keep you informed throughout the process, please understand that certain factors, such as closures and policies, are outside our control.
Through our dedicated drop-off and pick-up service, we remain committed to making this experience as seamless as possible. We deeply appreciate your patience and understanding as we work through any challenges to provide you with the best service possible.
Document Review
We cannot review your documents for validity or confirm signatures on file with the U.S. Department of State.
If you are unsure whether your document will be accepted, please contact the U.S. Department of State directly at (202) 485-8000.
The front counter at the U.S. Department of State does not check documents. They only accept submissions and payments.
Ready to Submit?
Let’s break down how we make this process seamless for you and your clients:
Step 1: Submit the FBI Report
- For PDF Versions of the FBI Report
If your FBI background check is provided in PDF format (either directly from the FBI or through an approved channeler), you can submit it to us using the form below or by a secure transfer method. we will print and submit the PDF on your behalf. - For Hard Copies of the FBI Report
If you received a physical copy of your FBI background check, the original must be mailed to our office address.- 1530 Wilson Blvd, Suite 650, Arlington, Virginia 22209
Important Notice: No Copies of Copies
Do not submit photocopies of photocopies. Making scans of scans reduces the watermark/logo quality. If the watermark/logo is lost or illegible, the U.S. Department of State will not accept the document.
Submitting the correct version ensures there are no delays in processing and guarantees that your document will be accepted by the U.S. Department of State.
Country of Destination
Please let us know the name of the country where each document will be used. This determines whether the document requires an apostille (for Hague Convention countries) or authentication/embassy legalization (for non-Hague countries). If embassy legalization is needed, we can assist with the full process.
Step 2: Drop-Off and Pick-Up Service
Once we confirm that we have your FBI background check or federal documents ready for processing, we take care of the next steps with our reliable drop-off and pick-up service:
- Document Delivery: We personally deliver your FBI report or federal documents to the U.S. Department of State Authentication Office in Washington, DC.
- Pickup and Completion: Within 7–9 business days, we retrieve the apostilled documents and ensure they are ready for your immediate use.
- Status Updates: You will receive an email notification with the pickup date so you know exactly when your documents will be ready.
Important Notice: U.S. Department of State Requirements
The U.S. Department of State Authentication Office in Washington, D.C. is the only federal authority that issues apostilles and authentications for federal documents, such as FBI background checks, FDA documents, and other U.S. agency records.
Key Policies and Procedures:
Document Review: The Department of State does not review documents in advance. Their front counter staff only accepts submissions and payments; they do not verify validity or signatures.
Acceptance Decisions: All acceptance or rejection decisions are made solely by the Department of State. Neither clients nor facilitators can request pre-approval.
Questions: Any questions about your document’s validity, signatures, or acceptance must be directed to the U.S. Department of State at (202) 485-8000.
Resubmission Fee: If a document is rejected, the U.S. Department of State requires a new submission fee, as their fees are charged per submission and are non-refundable.
Processing Time: Standard processing takes approximately 7–9 business days once submitted.
No Rush Service: The Department of State does not offer rush, same-day, or next-day service, except in life-or-death emergencies with proper medical documentation.
Daily Limit: There is a 15-document-per-company daily submission limit. Any additional documents are submitted on the following business day.
Closures: The office is closed on federal holidays, and unexpected closures may occur due to building maintenance, safety concerns, or severe weather.
Operating Hours:
Monday–Thursday: 8:00 AM – 9:00 AM (drop-offs & pick-ups only)
Friday: Closed (no submissions or retrievals)
Services We offer you so you can offer your clients!
Rate (inclusive $20 USDOS authentication fee) :
- Documents ( 1-4) $85 per document
- Documents (+5) $75 per document
Description: Includes drop-off and pick-up at the U.S. Department of State in Washington, D.C., for federal apostille or authentication services. After completion, we also handle courier drop-off with your chosen carrier (FedEx, UPS, USPS, or DHL) for secure shipping to your final destination.
You may provide your own prepaid shipping label, or
We can ship by FedEx 2-Day for a flat fee of $15.
Turnaround Time:Typically 9-12 business days, depending on the Department of State’s processing times.
Rate: $95
Description: As you courier, we ensure the delivery and retrieval of your documents to and from the designated embassy. Please note:
Embassy Fees: You are responsible for confirming the required embassy fee and the method of payment they accept (e.g., cash, money order, or credit card).
- Copies and Identification: You are also required to provide all necessary copies and identification as specified by the embassy.
- Required Documents: It is your responsibility to ensure all documents required for submission are complete and provided to us for delivery.
- Additional Requirements: It is your responsibility to inquire with the embassy about any additional requirements, such as authorization letters or translations, that may be needed for the submission of your documents.
- Failure to provide complete and accurate documents or payments may result in additional trips to the embassy. Additional trips or submissions to embassies outside the Washington, D.C., jurisdiction will incur an extra $75 fee.
Turnaround Time: Varies based on the embassy’s processing schedule.
Rate: $95
Description: Includes drop-off and pick-up at the Department of Justice.
Turnaround Time: Approximately 6 to 8 weeks.
Rate: $125
Description: Includes all associated commerce fees.
Turnaround Time: Varies based on processing times.
DHL shipping services are designed for efficiency and transparency, providing customers with up-to-date tracking information to monitor their shipments. Here’s an overview of key details:
- Tracking Information:
Tracking details are typically updated as soon as the shipment is processed and the tracking number is generated.
Updates occur at every significant step in the shipping process, from pick-up to delivery, allowing you to track progress in real-time. - Address Requirements:
All addresses must be provided in English characters to ensure accuracy and compliance with international standards.
Full address details, including towns, bureau districts, or other relevant subdivisions, should be included to avoid delivery delays. - Contact Information:
A valid phone number for the recipient is essential. This enables DHL to contact the recipient if there are any issues or questions about the delivery. - Customs and Documentation:
For international shipments, ensure all required customs documentation is complete and accurate to avoid delays. This may include invoices, shipping labels, and any necessary certifications like an apostille. - Delivery Alerts:
DHL offers notifications and alerts via email or SMS, keeping both senders and recipients informed about the status of the shipment. - Rates below:
We are pleased to offer certified translations for FBI background checks, ensuring your documents meet all necessary standards for international use.
- Translation of first page: $35
- Each additional page: $20
- Notary certification (optional): $5 per document
Apostille Service:
- Certified translations can be apostilled in Washington, DC, within 24 hours.
- Apostille Rate: $95
Important Notes:
- Certified translations are literal translations of the original document. We cannot alter the content of your document in any way, except for phonetic translations of names where applicable.
- Each translation is signed by a translator or the company and can be notarized upon request.
Federal Documents That Can be Apostilled/Authenticated
- FBI background checks
- Court documents issued by federal courts (previously a certified by the US prominent of justice) (i.e. District Court name change)
- Naturalization certificate
- Immigration records
- Certificate of citizenship
- Health certificates
- Medical examination records
- NIH research certificate
- FDA certificate (i.e. export certificates for pharmaceutical, medical devices)
- Phytosanitary Certificates
- Animal Health Certificates
- Certificates for Export of Animal Products Organic Certificates
- Certified copies of tax returns
- Income verification letter
- Certificate of status (form 6166)
How the Process Works:
- Fill Out the Form
- Use the form below to submit your documents.
- Payment Methods
- Payments can be sent via Zelle or Apple Pay to 703-901-6773.
- For credit card transactions, note there will be a 4% surcharge. For credit card transactions, we will send you a secure online invoice powered by PayPal. You do not need a PayPal account to complete your payment — any major credit or debit card is accepted.
- Submit Payment and Confirmation
- After submitting payment, send us confirmation of the payment.
- Document Submission
- We will submit your document on the next business day.
- Document Pickup
- Once your documents are ready from the U.S. Department of State, we will pick them up and ship them using your prepaid label.
- Ensure you keep your tracking information as it will automatically update after the package is dropped off.
- If we create a label, we will provide the tracking information.
Note on Courier Deadlines
- Courier Drop-Off Deadline: We must receive your shipping label at least 24 hours before the document is scheduled for pickup.
- Same-Day Cutoff: Our latest drop-off time for all couriers (FedEx, UPS, USPS, DHL) is 4:30 PM. Any labels or requests received after this time will be processed on the next business day.
FBI Report Submission Form – Apostille / Authentication
Elite Documents: Service Policies and Client Responsibilities
Document Submission Limits
The U.S. Department of State allows up to 15 document submissions daily. Submissions are processed in the order they are received, though delays may occur due to workload.
Important Notice
Processing timeframes are estimates and cannot be guaranteed. Decisions regarding document acceptance rest solely with the relevant authority. Elite Documents does not offer legal advice, and clients are responsible for ensuring their documents meet all necessary requirements.
Shipping Disclaimer
Elite Documents is not liable for any delays, damages, or losses once your package has been handed over to the courier service. Shipping timelines are approximate and subject to variation. International shipments may incur additional delays or fees due to customs. Once a package is in transit, clients are responsible for contacting the relevant courier or authority to resolve any shipping-related issues. Elite Documents’ responsibility ends once the package has been delivered to the courier service.
Payment Disclaimer
All payments must be received in full before processing begins.
Refund Disclaimer
Fees are non-refundable once work has started. If a service error occurs on our part, we will correct it at no additional cost. Clients must report discrepancies within five business days. Refunds are evaluated case by case and are not provided for delays, rejections, or third-party agency issues.
Privacy Disclaimer
Elite Documents values your privacy and collects only the information required to process your request. Personal information is not shared with third parties except as needed to complete the requested service.
Duplicate Documents Disclaimer
Clients are responsible for submitting accurate, original documents. Uncertified or duplicate copies may result in delays or rejections. Elite Documents is not liable for issues arising from unverified or non-original submissions.
Inspection of Completed Documents
Clients must review all returned documents for accuracy. Errors or omissions must be reported within five business days. Issues reported beyond this timeframe are not covered.
Non-Affiliation Disclaimer
Elite Documents is not affiliated with any government agency, embassy, or consulate. We act solely as an independent courier and facilitator for document submissions.
Rush Service Disclaimer
Rush services are offered for an additional fee, subject to agency availability. While we strive to expedite processing, turnaround times cannot be guaranteed due to external factors.
Retention of Documents
Documents left unclaimed for over 30 days will be securely destroyed unless prior arrangements are made.
Change of Requirements Disclaimer
Government agencies and embassies may modify their requirements without prior notice. Elite Documents is not responsible for delays or rejections resulting from such changes.
Cancellation Policy
Once processing has started, cancellations are not permitted, and fees are non-refundable.
Service Limitation Disclaimer
Elite Documents does not process fraudulent or incomplete documents. Submitting such documents will result in service termination without refund.
Security Disclaimer
We prioritize your data’s security with appropriate safeguards. However, no method of electronic transmission is entirely secure. For added safety, we recommend using secure platforms like Google Drive, Dropbox for file sharing. By using our services, you accept the inherent risks of electronic data transmission.
Estimate Disclaimer
Processing times are based on typical governemnt agency timelines and are not guaranteed. Elite Documents is not responsible for delays caused by government agencies or unforeseen circumstances.
Third-Party Disclaimer
Elite Documents functions solely as a courier between you and government agencies. We are not responsible for errors, omissions, or actions by these agencies.
Client Responsibility Disclaimer
Clients must provide accurate and complete information. Delays or issues arising from incomplete or incorrect submissions may result in additional fees or extended processing times.
Limitation of Liability
Elite Documents is not liable for indirect, incidental, or consequential damages from service use. Liability is limited to the amount paid for the specific service.
Communication Disclaimer
Service communications are conducted exclusively via email. Clients must provide accurate contact details and check their email regularly for updates.
Service Availability Disclaimer
Elite Documents reserves the right to modify or discontinue services without notice. Availability depends on workload and agency requirements.
Force Majeure Disclaimer
Elite Documents is not responsible for service interruptions caused by factors beyond our control, such as natural disasters, severe weather, unexpected government closures, or transportation disruptions.
By engaging our services, you acknowledge and agree to these terms and disclaimers.
But Wait .. Theres More Exiting News
Elite Documents is always seeking partnerships with notaries located near their Secretary of State to provide convenient walk-in, drop-off, or pick-up services. By working together, we can offer faster, more efficient services to our clients when needed. If you’re interested in joining our team or have other services you’d like to share, please use the contact form below. We look forward to collaborating with you!
Your message has been sent
At Elite Documents, we are pleased to offer specialized training programs designed to enhance your professional skills in document services. Our current course offerings include:
1. State and Federal Apostille Training
This comprehensive course provides in-depth knowledge of the apostille process at both state and federal levels. Participants will learn:
Understanding Apostilles: Gain a clear understanding of what an apostille is and its significance in authenticating documents for international use.
State-Level Procedures: Learn the specific steps required to obtain an apostille from state authorities, including document preparation and submission guidelines.
Federal-Level Procedures: Understand the process for obtaining apostilles on federal documents, such as those issued by U.S. federal agencies.
Compliance and Best Practices: Ensure adherence to legal standards and best practices throughout the apostille process.
2. Certified Copies and Document Retrieval Training
This course is designed to equip professionals with the skills necessary to understand and efficiently retrieve certified copies. Key topics include:
- Certified Copies: Understand is a certified copies of documents, ensuring they meet legal standards for authenticity.
- Document Retrieval Techniques: Learn effective methods for locating and obtaining official documents from various sources, including courts and government agencies.
Records Management: Gain insights into organizing and managing retrieved documents to maintain an efficient workflow.
Legal and Ethical Considerations: Explore the legal and ethical aspects of handling sensitive documents and information.
📅 Dates & Details: Coming soon!
📍 Where: Virtual
🎓 Why Attend?
Gain valuable insights, save time and money, and confidently handle Apostille services for yourself or your clients.
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