How to obtain the document
Veterans and next of kin of deceased veterans request via eVetRecs (https://vetrecs.archives.gov, ID.me identity verification) or by mailing/faxing SF-180 to NPRC, 1 Archives Drive, St. Louis, MO 63138 (fax 314-801-9195). Basic records for discharges under 62 years ago are free to veterans/next of kin; archival records (62+ years) cost $25 (5 pages or fewer) or $70 (6+ pages). Requests must be signed and dated; email not accepted. Wait 90 days before following up.
Why it goes to the U.S. Department of State
Issued by a federal agency (DoD) and certified by a federal custodian (NARA); federal-official signatures are apostilled only by the U.S. Department of State.
Format the Office of Authentications accepts
Office of Authentications requires an original or a certified copy bearing an original signature and seal of the federal official, with issue date. A NARA/NPRC-certified copy meets the 'certified copy' definition; a bare photocopy or a notarized copy does not. NARA states it cannot issue apostilles.
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
- Plain photocopy or self-made copy without federal certification.
- Notarized copy of the DD-214 (notarization invalidates a federal document at DOS).
- County recorder certified copies: these are state-level and go to the state Secretary of State, not DOS.
Practical notes
- Sending a DD-214 copy recorded at a county recorder through the state apostille route is an alternative for Hague countries if the state accepts it.
- NARA's negative-search letters are issued with electronic signatures and NARA says DOS accepts printouts for apostille.
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 DD-214 Military Records?
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.
