Apostilles for Study Abroad and FBI Background Checks

Accepted to a program in Spain? Teaching English in Korea? Studying for a semester in Italy? Many student and work visas ask for an FBI background check and academic records with an apostille. Students from Portland, Gorham, Brunswick, and Biddeford ask us about this every season, so here's the roadmap.

Step 1: Get Your FBI Identity History Summary

1. Get fingerprinted on an FD-1164 card. We roll ink prints at our South Portland office or at your location. See our fingerprinting services.
2. Submit the request to the FBI electronically or by mail, following the FBI's current instructions.
3. Receive your results. Check whether the destination country wants the electronic results, a printed copy, or a specific format.

Step 2: Apostille the FBI Results Federally

This is where many people get stuck. An FBI background check is a federal document, so the Maine Secretary of State cannot apostille it. It goes to the U.S. Department of State Office of Authentications instead.

According to the Department of State:

• Requests are made with form DS-4194.
• The fee is listed at $20 per document.
• Processing times are posted on their site and can change, so plan ahead.

Step 3: Academic Records (State Level)

Diplomas and transcripts from Maine schools are usually handled at the state level. Common routes include:

• A school official signs a statement or certification before a notary, and the Maine Secretary of State then apostilles the notary's signature.
• A notarized copy certification, when the receiving institution accepts one.

Ask your registrar and the receiving school which format they accept before you order copies.

How Notary Java Helps

• Ink fingerprinting on FD-1164 cards
• Notarization for school officials, affidavits, and consent forms
• Maine Secretary of State submission. We make regular weekly trips to Augusta, and next-day service is often available, with no expedite fees if we can fit you in
• Packet check for missing pieces before submission

We can't speed up the FBI or the U.S. Department of State, and we never guarantee government timelines. Start early. Many students begin two to three months before departure.

A Quick Checklist

• Program or visa requirements in writing
• FD-1164 fingerprints rolled
• FBI results received
• DS-4194 submitted to the U.S. Department of State
• Transcripts and diplomas prepared and apostilled in Maine
• Translations, if the destination requires them

Visit our apostille page and send us your list. We'll help you sort out what goes where.

Keep Reading

• How to Get an Apostille in Maine: A Step-by-Step Guide
• FD-258 vs FD-1164: Which Fingerprint Card Do You Need?
• Hague vs Non-Hague Countries: Apostille or Authentication?

Frequently Asked Questions

Can the Maine Secretary of State apostille my FBI check?

No. FBI results are federal and need an apostille from the U.S. Department of State Office of Authentications.

What does the U.S. Department of State charge?

It lists $20 per document for authentication services. Check its site for the current fee before you submit.

Can my high school diploma be apostilled in Maine?

Often, yes, once it is properly certified or notarized by a school official. Confirm the format with your school and the receiving institution.

How early should I start?

As early as possible. Federal processing times change, and there is no guaranteed rush option.

Book Your Appointment

Call or text 207-808-0550 to schedule with Notary Java. We are based at 50 Market Street, #400, South Portland, ME 04106, and we come to you across Greater Portland, York and Cumberland counties, and beyond. If you need documents printed, use the Upload Document Now (Send Documents) button in our contact section, or email files to SigningService@NotaryJava.com. That inbox is for sending documents only, so please call or text to book.