How to obtain the document
Mail a notarized Form DS-5542, a photocopy of the front and back of a valid photo ID, and $50 per record (check or money order) to U.S. Department of State, Passport Vital Records Section, 44132 Mercure Cir., PO Box 1213, Sterling, VA 20166-1213. Do not include a prepaid express envelope.
Why it goes to the U.S. Department of State
It is a consular document issued by the State Department; the HCCH listing and 7 FAM 870 say apostilles for consular reports of birth, death and marriage are handled by Passport Services' Vital Records Section, not the Office of Authentications.
Format the Office of Authentications accepts
Request the apostille from Passport Vital Records using the same DS-5542 package. The page states that if you already hold a consular document issued within the last five years no apostille payment is required; the apostille fee for older documents is not stated on the page opened.
Filing the request
- Keep the document unaltered
Do not notarize it, write on it or remove staples. Originals or agency-certified copies only.
- Complete Form DS-4194
Name the destination country for each document. Download DS-4194.
- Pay $20 per document
Check or money order payable to ‘U.S. Department of State’ by mail; card at the counter.
- Mail or hand-deliver
Mail: U.S. Department of State, Office of Authentications, 44132 Mercure Cir., PO Box 1206, Sterling, VA 20166-1206. Walk-in: Office of Authentications, 600 19th Street NW, Washington, DC 20006, Drop-off and pick-up 7:30-9:00 a.m., Monday-Thursday, no appointment needed; processing about 7 business days. Max 15…
- Allow for processing
Mail-in: up to 5 weeks from receipt (tracking 'delivered' at the Sterling PO box does not mean processing has started; package takes several days to reach DC). Walk-in: about 7 business days.
Common reasons for rejection
- Sending a CRBA to the Office of Authentications (wrong unit).
- Unnotarized DS-5542.
Practical notes
- Reports of death abroad and consular marriage records follow the same Vital Records route.
Non-Hague destinations
For countries outside the Hague Convention the office issues an authentication certificate rather than an apostille, and the document must then be legalized at the destination's embassy or consulate in Washington. See embassy legalization.
Frequently asked questions
Can my state apostille a Consular Report of Birth Abroad?
No. Only the U.S. Department of State authenticates federal signatures. A state can apostille a notarized copy, but many destinations will not accept that in place of the federal apostille on the original.
How much is the federal apostille fee?
$20 per document, payable to the U.S. Department of State. The fee is charged even if the request is returned unprocessed.
How long does it take?
Mail-in: up to 5 weeks from receipt (tracking 'delivered' at the Sterling PO box does not mean processing has started; package takes several days to reach DC). Walk-in: about 7 business days.
Should I notarize it first?
No. Notarizing a federal document makes it invalid for authentication at the Office of Authentications.
