California FBI / Background Check Apostille
Complete 2026 guide covering BOTH FBI (federal) and CA DOJ (state) background check apostilles. Learn which one you need, exact forms (DS-4194 for FBI), fees ($50 FBI apostille, $20 CA SOS apostille), processing times, and step-by-step submission for immigration, teaching abroad, and international adoption.
FBI vs CA DOJ — Understanding the Difference
California residents or applicants dealing with background checks for international use face an important choice: FBI (federal) or CA DOJ (state-level) background check. Each follows a different apostille process:
| Aspect | FBI Report | CA DOJ Report |
|---|---|---|
| Scope | National (all 50 states) | California only |
| Apostille Issued By | U.S. Department of State (Washington, DC) | CA Secretary of State (Sacramento) |
| Required Form | DS-4194 (DoS Apostille Request) | Standard CA apostille form |
| Apostille Fee | $20 per apostille | $20 per apostille |
| Processing Time | 5-7 business days | 1-3 weeks (mail) |
⚠ CRITICAL WARNING
You CANNOT send an FBI report to California Secretary of State — federal documents require federal apostille. Sending FBI reports to Sacramento is the #1 most common mistake.
When Do You Need a Background Check Apostille?
Apostilled background checks are required for various international purposes:
- Immigration & Visa Applications: Most countries require apostilled FBI or state background checks for residence permits, work visas, or citizenship applications.
- Teaching Abroad: International schools and teaching programs (especially in Asia, Middle East, Europe) mandate apostilled background checks.
- International Adoption: Adopting a child from another country requires FBI + state background checks, both apostilled.
- Working Abroad: Employment in healthcare, education, government, or regulated industries often requires apostilled criminal record checks.
- Professional Licensing: Nursing, teaching, social work, and other professional licenses abroad typically need apostilled background checks.
- Student Visas: Some countries require background checks for long-term student visas or university enrollment.
FBI Background Check Process (Federal)
Use this process if your requesting country/entity specifically asks for an "FBI Report" or "Federal Background Check".
Apply online at edo.cjis.gov. Pay $18 fee. Submit fingerprints at a participating USPS location or mail an FD-1164 fingerprint card.
Digital report available in 3–5 days. Physical mailed copy takes longer. Note: You must use the official PDF or mailed copy for apostille.
- • Complete Form DS-4194
- • Include check/money order for $20 per document payable to "U.S. Department of State"
- • Include self-addressed stamped return envelope
Mail to:
Office of Authentications
U.S. Department of State
44132 Mercure Circle, PO Box 1206
Sterling, VA 20166-1206
CA DOJ Background Check Process (State)
Use this process if you need a "State Police Clearance" or "State Background Check".
Visit oag.ca.gov. Submit Live Scan Form BCIA 8016RR. Pay DOJ processing fee.
You will receive the original signed record from the California DOJ. Verify it has an official signature.
- • Complete Apostille Mail Request Cover Sheet
- • Include check/money order for $20 per document payable to "Secretary of State"
- • Include self-addressed stamped return envelope
Mail to:
Notary Public Section
P.O. Box 942877
Sacramento, CA 94277-0001
Walk-in: Sacramento or Los Angeles offices ($6 extra fee).
Real-World Examples & Visa Use Cases
Different countries have different requirements. Here are common scenarios:
| Country / Use Case | Requirement |
|---|---|
| 🇬🇧 UK (Tier 2 Visa) | FBI report + apostille (issued within 6 months) |
| 🇦🇪 UAE (Work Permit) | FBI apostille only (no state-level accepted) |
| 🇨🇳 China (Teaching) | Either FBI or CA DOJ (depends on employer) |
| 🇪🇸 Spain (Residence) | Either FBI or state-level (confirm with consulate) |
| International Adoption | Usually both — FBI + CA DOJ, both apostilled |
💡 Pro Tip: Always confirm with the requesting authority (embassy, employer, adoption agency) whether they need FBI (federal) or state-level background check. Some accept either, others are very specific.
Common Mistakes to Avoid
- ❌ Sending FBI report to CA SOS: The state cannot apostille federal documents. It will be rejected.
- ❌ Missing Destination Country: DS-4194 form MUST specify the country of use.
- ❌ Using Home-Printed PDFs: You must use the official PDF or original mailed copy.
- ❌ Old Live Scan Forms: Ensure you use the latest BCIA 8016RR form for CA DOJ requests.
- ❌ Wrong Address: Sending DoS mail to Sacramento or vice versa.
Frequently Asked Questions
Which one is faster: FBI or CA DOJ?
FBI reports are typically faster to obtain (3-5 days digitally), but the federal apostille process (DoS) can take 5-7 days plus mailing. CA DOJ reports take time to process, but the state apostille can be done same-day in person. Total time is often comparable.
Can I use a channeler?
Yes, FBI-approved channelers can expedite the background check process, but they cannot issue the apostille. You still need to send the resulting report to the U.S. Department of State.
Does the apostille expire?
The apostille doesn't expire, but background checks are "time-sensitive" documents. Many countries require the check to be issued within the last 3-6 months.
"The most common rejection I see is people sending FBI reports to the state Secretary of State. Remember: Federal documents go to Washington DC, State documents go to Sacramento."