Complete Guide to U.S. Police Clearance in 2026

The U.S. does not issue a single unified police clearance. Instead, records are maintained at federal, state, and local levels, each serving a different purpose. Understanding how these systems work together is key to knowing which clearance your application actually requires.

An FBI Identity History Summary is the official federal document that compiles all arrest and conviction data submitted to the FBI by law enforcement agencies across the United States. It is maintained by the FBI's Criminal Justice Information Services (CJIS) Division, headquartered in Clarksburg, West Virginia which is the central repository for the country's criminal history records.

When someone is arrested in the United States and fingerprinted, then those prints along with the charge and disposition data, are transmitted to the FBI and stored in the Next Generation Identification (NGI) system. The Identity History Summary is the compiled output of everything linked to a person's fingerprints within that system.

It is issued to the individual the record belongs to. It is not the same as a third-party background check, which employers or agencies run through separate authorized channels.

The United States does not have a single, unified national criminal database. Records exist across three levels of government. These are federal, state, and local, each with its own record-keeping systems and procedures.

Federal: Managed by the FBI’s Criminal Justice Information Services (CJIS) Division. It includes records submitted by federal agencies as well as data reported by state and local law enforcement. This is what you access through an FBI Identity History Summary.

State: Each of the 50 states maintains its own criminal history repository, through the State Bureau of Investigation or State Police. Reporting to the FBI is not always consistent or instantaneous  which means gaps can exist between what the federal record shows and what a state actually holds.

Local: County and municipal law enforcement agencies maintain their own arrest records. These are shared with state systems, though processes and timelines differ by jurisdiction.

Because of this decentralized structure, the FBI Identity History Summary is considered the primary federal record, but in some cases it may not reflect every detail held at the state or local level. For that reason, certain immigration or regulatory authorities may request both a federal clearance and additional state-level clearances, depending on the applicant’s history and place of residence.

The Criminal Justice Information Services (CJIS) Division is the FBI unit responsible for managing the systems behind U.S. criminal record checks. Established in 1992, it collects, maintains, and shares criminal justice information with law enforcement agencies, courts, and through the Identity History Summary program, individuals requesting their own records.

Several CJIS systems play a role in the background check process:

Next Generation Identification (NGI): The FBI’s primary biometric database, containing fingerprint records along with other identifiers such as palm prints and facial recognition data. All fingerprint-based background checks are processed through NGI.

Interstate Identification Index (III): A system that links federal and state criminal history records, allowing authorized agencies to locate records across multiple states through a single query.

National Crime Information Center (NCIC): A separate nationwide database used by law enforcement for real-time information on wanted persons, missing persons, and stolen property. It is not part of the public background check process and is not accessible to individuals.

Integrated Automated Fingerprint Identification System (IAFIS): The fingerprint system that has now been fully incorporated into NGI, which handles fingerprint matching and identity verification.

A common misconception is that the FBI Identity History Summary captures every interaction a person has had with law enforcement. It does not. The report reflects only the information that has been submitted to the FBI by participating agencies.

Typically included:

• Felony and misdemeanor arrests where fingerprints were taken and reported.
• Federal criminal records
• State-level convictions reported to the FBI.
• Disposition information where available (e.g., conviction, dismissal, acquittal, sentencing)

Typically not included:

• Arrests where fingerprints were not taken.
• Most juvenile records (restricted or sealed, depending on jurisdiction).
• Expunged or sealed records in many cases.
• Civil matters, minor traffic infractions, or non-criminal records.
• Records that have not yet been reported or fully updated in the federal system.

A “No Record” result does not mean a person has no criminal history anywhere in the United States but it means no record was found in the FBI’s database at the time of the search. For certain immigration or regulatory purposes, authorities may also request state-level clearances to supplement the federal record.

A U.S. Police Clearance Certificate isn't just for people with a complicated immigration history or a prior criminal record. It's a routine document required across a wide range of personal, professional, and legal situations. Knowing whether you need one and which type, is the essential first step before starting any application.

Immigration is one of the most common reasons people are asked to provide a U.S. Police Clearance Certificate. Many foreign governments require applicants to submit police certificates as part of visa or residency processes to verify their criminal history.

For U.S. immigrant visa applications processed through embassies or consulates abroad, applicants are required to provide police certificates from every country where they have lived for six months or more after the age of 16. If that includes time spent in the United States, the required document is an FBI Identity History Summary.

For non-immigrant visas, requirements vary by country and visa type. Some long-term work, study, or residency programs may request a U.S. police clearance, even if the stay is temporary, but this is not universal.

Applicants applying for a green card from within the United States (known as adjustment of status) are subject to FBI background checks conducted directly by USCIS. In most cases, applicants do not need to submit an FBI Identity History Summary themselves, although they may choose to obtain one separately for personal records or specific requests.

USCIS runs independent background checks during adjudication using its own access to FBI and DHS systems. The self-requested FBI Identity History Summary is a separate document that you obtain yourself to satisfy a requirement from a foreign government or employer- it is not a copy of the USCIS background check result. 

Many countries require foreign workers, especially in regulated industries to provide police clearances from their home country or any country where they have previously lived. The exact requirements vary by country, employer, and role, but an FBI Identity History Summary is commonly requested where the applicant has lived or worked in the United States.

• Healthcare and nursing: Many countries like UAE, Saudi Arabia, the U.K. and Canada require background checks as part of licensing and work permit processes. U.S.-trained professionals are often asked to provide an FBI clearance, sometimes alongside state-level checks.
• Education: Teachers applying to international schools or roles abroad are frequently required to submit a police clearance, particularly for positions involving children.
• Finance and banking: Regulatory bodies in several countries require proof of a clean criminal record for individuals seeking financial licenses or senior roles in regulated institutions.
• Government contracting and advisory roles: Foreign governments and international organizations engaging U.S. nationals in advisory or consulting roles may request a federal clearance as part of due diligence.
• Childcare and social services: Roles involving children or vulnerable populations commonly require police clearances from every country of residence, including the United States.

Anyone applying for permanent residency, long-term visas, or citizenship in another country will need to provide police certificates from countries where they have previously lived. If you have spent a qualifying period in the United States, this includes an FBI Identity History Summary, regardless of your nationality or immigration status during your stay.

Examples of country requirements:

• Australia: The Department of Home Affairs requires police certificates from each country where an applicant has lived for 12 months or more, in the past 10 years. For time spent in the U.S., this means an FBI Identity History Summary. Australia does not routinely require an apostille on the FBI clearance.
• Canada: Immigration, Refugees and Citizenship Canada (IRCC) requires police certificates from all countries where the applicant has lived for 6 months or more since the age of 18.
• United Kingdom: The Home Office may require police certificates for certain visa categories, particularly long-stay, work, or settlement applications. An FBI Identity History Summary is required for qualifying periods in the United States. Requirements vary by visa type- confirm with UK Visas and Immigration before applying.
• New Zealand: Immigration New Zealand requires police certificates for applicants who have lived in another country for 12 months or more since the age of 17. An FBI Identity History Summary covers the U.S. period. Apostille is not routinely required but confirm with Immigration New Zealand for your specific visa category.
• Switzerland: The State Secretariat for Migration (SEM) requires police certificates from all countries where the applicant has resided for more than 12 months within the past 10 years. Switzerland is a Hague Apostille Convention member and an apostille on the FBI Identity History Summary is required.
• Germany: The Federal Foreign Office requires police certificates from countries of prior residence for long-stay visa and residency applications, generally for stays of 12 months or more. Germany is a Hague Apostille Convention member and an apostille is required. Confirm with the specific German consulate handling your application as requirements can vary.
• Portugal: The Agency for Integration, Migration and Asylum (AIMA) requires police certificates from countries of prior residence for residency applications including D-series visas. Portugal is also a Hague Apostille Convention member. A certified Portuguese translation may also be required depending on the visa category.
• Spain: The Spanish Ministry of Foreign Affairs requires police certificates from countries of prior residence for long-stay visa and residency applications. Spain can also require an apostille on the FBI Identity History Summary. A certified Spanish translation is also required.
• France: The French Ministry of the Interior requires police certificates from countries of prior residence for long-stay visa and residency applications. An apostille is also required, and a certified French translation may also be needed depending on the application.
• United Arab Emirates (UAE): The Federal Authority for Identity, Citizenship, Customs and Port Security (ICP) requires police clearance certificates from all countries of prior residence as part of residency and employment visa processes. For U.S. periods, an FBI Identity History Summary is required. The UAE is not a member of the Hague Apostille Convention- the document must go through the U.S. Department of State authentication followed by UAE embassy legalization. The document is required to have been issued within 3 months of submission.
• Other EU countries: Most EU member states require police certificates from countries of prior residence for long-stay visas and residency applications. The majority are members of the Hague Apostille Convention, meaning an apostille on the FBI Identity History Summary is required. Confirm specific thresholds and requirements directly with the relevant embassy or consulate before applying.

Intercountry adoption is one of the most documentation intensive processes involving a U.S. police clearance. Both U.S. citizens adopting children from abroad and foreign nationals adopting from the United States may be required to submit criminal background checks as part of the approval process.

Under the Hague Adoption Convention process, overseen by the U.S. Department of State and USCIS- prospective adoptive parents must undergo a comprehensive background check that includes FBI fingerprint-based screening. This applies to all adults living in the household, not just the primary applicants.

Foreign countries receiving children adopted from the United States will often require FBI clearances for the adoptive parents as part of their own approval procedures. U.S. families adopting internationally may similarly need to present U.S. police clearances to foreign central authorities or courts overseeing the adoption.

U.S. citizens relocating abroad, whether for work, retirement, or long-term residence, are required to provide a U.S. police clearance as part of visa or residency applications in their destination country. This requirement applies regardless of whether the individual has any criminal history.

In most cases, the required document is the FBI Identity History Summary. Applicants living outside the United States can obtain it either by submitting fingerprint cards directly to the FBI or, by using an FBI-approved channeler/company that supports international applicants.

Foreign nationals who lived, studied, or worked in the United States even on a temporary visa may be required by their home country or a third country to produce a U.S. police clearance as part of an immigration or employment application. The United States is treated as a country of previous residence, and most immigration systems require clearances from all countries of residence based on minimum stay and age thresholds.

Example- A student who attended university in the U.S. for four years, or a worker who held an H-1B visa for three years, may need to obtain an FBI clearance years after leaving, even if they had no legal issues while they were there.

Many international licensing and regulatory bodies require applicants to provide criminal background checks as part of professional licensing or registration processes. Depending on the country and profession, this may include police clearances from countries of prior residence.

• Legal professionals seeking admission to a foreign bar association or law society.
• Engineers and architects applying for licensure through regulated professional bodies abroad.
• Security and law enforcement professionals applying for licenses in foreign jurisdictions.
• Real estate agents and brokers in countries with regulated licensing frameworks.
• Financial advisors and insurance professionals subject to “fit and proper” regulatory requirements.

In some countries, foreign nationals are required to provide official documentation before registering a marriage to confirm legal capacity to marry. Such as proof of single status, divorce, or widowhood rather than to verify criminal history.

Countries known to have this requirement for U.S. citizens include Italy, the Philippines, Thailand, and Egypt, among others. Requirements vary, and applicants should confirm what's needed directly with the relevant civil registry or embassy.

Not all U.S. police clearances are the same. The United States issues criminal background clearances at multiple levels of government, each with a different scope, issuing authority, and intended purpose. Choosing the wrong type or missing a required combination get applications delayed or rejected by foreign authorities.

The FBI Identity History Summary is the most widely recognized and internationally accepted form of U.S. police clearance. Issued directly by the FBI's Criminal Justice Information Services (CJIS) Division, it draws on the Next Generation Identification (NGI) system which is the national fingerprint database that compiles criminal history information reported to the FBI by law enforcement agencies across the United States. 

Key characteristics:

• Covers criminal history data from all 50 states, U.S. territories, and federal jurisdictions to the extent that agencies have reported to the FBI.
• Based entirely on fingerprint identification, making it the most accurate and identity-verified form of clearance available.
• Accepted by foreign governments, embassies, consulates, international employers, and immigration authorities worldwide.
• Available through three methods- via an FBI-approved channeler, through the FBI's eDO online portal, or by direct mail.
• Processing time usually 1-3 business days via channeler and approximately 4-8 weeks via direct mail.

Each U.S. state maintains its own criminal history repository independently of the federal system. A State Bureau of Investigation clearance is also called a State Criminal History Record. This record covers only that specific state's records. Depending on the state, the issuing agency may be called the State Police or State Bureau of Investigation.

Key characteristics:

• Covers only arrests, charges, and convictions that occurred within or were reported to that specific state.
• May include records not forwarded to the FBI, making it more comprehensive than the federal clearance for in-state activity.
• Required separately when a foreign authority or employer specifically requests a state-level check in addition to the federal clearance.
• Application processes, fees, and processing times vary by state.

A state clearance matters most when an applicant has lived in a particular state for an extended period and the requesting authority wants confirmation that all in-state activity is captured and not just what was reported to the FBI.

A local police clearance is issued at the county or municipal level by a Sheriff's Office, Police Department, or equivalent local law enforcement agency. It covers only the records held by that specific jurisdiction and nothing more than that.

A local clearance will not be accepted in place of the FBI Identity History Summary or a state clearance. If a foreign authority needs a local clearance, they will specify it explicitly.

Key characteristics:

• Covers only arrests and incidents recorded by that specific county or city agency.
• Does not pull records from neighboring jurisdictions, state repositories, or federal databases.
• Rarely required for international purposes and is not a substitute for a state or federal clearance.
• Most commonly requested in highly specific situations like local licensing, certain court proceedings, or localized employment checks.

DHS maintains immigration-related records through agencies like CBP, ICE, and USCIS. These records cover visa history, entry/exit data, violations, and removal proceedings, and they are separate from the FBI’s criminal database. This means they do not appear on an FBI Identity History Summary.

In some immigration or legal contexts, these records may be reviewed alongside police clearances, especially where prior U.S. immigration history is relevant. Individuals can access their DHS records by submitting a FOIA request to the appropriate agency.

Some applications for permanent residency, citizenship, or regulated professions abroad, may require more than one type of U.S. clearance, depending on the country and authority involved.

The most common combinations are given below:

FBI clearance + one or more state clearances

Some immigration authorities require the FBI Identity History Summary as the primary federal document, along with state-level clearances from states where the applicant lived for a qualifying period. The exact requirement varies by country and visa category, so it’s important to confirm before applying.

FBI clearance + apostille

For countries that are part of the Hague Apostille Convention, the FBI clearance must be apostilled to be legally recognized. This is an authentication step and not a separate clearance. Apostilles for federal documents are issued by the United States Department of State.

Multiple state clearances

Applicants who have lived in multiple U.S. states may need separate clearances from each state. Each must be requested individually through that state’s designated authority.

FBI clearance + state clearances + apostilles

In more complex cases like intercountry adoption or certain residency applications. Both federal and state clearances may be required, along with apostilles for each document. State-issued documents must be apostilled by the Secretary of State of the issuing state, not the U.S. Department of State.

Processing times vary across agencies, and most authorities require all documents to be issued within a specific validity window, which can differ by country. You should plan timelines across all required clearances.

A U.S. Police Clearance Certificate does not have a printed expiration date. However, the authority requesting it sets a validity window. This means that the document must have been issued within a specific period before submission.

• Around 3 months: Often required by some Gulf Cooperation Council (GCC) countries for employment or residency applications.
• Around 6 months: The most common standard for visa and immigration processes globally.
• Up to 12 months: Accepted in some cases for professional licensing or lower-sensitivity applications.

Because the clearance reflects your record at the time it was issued, timing matters. Applying too early can lead to the document expiring before submission, while applying too late can delay your application. You should always confirm the exact validity requirement with the requesting authority before you begin.

There are three official ways to obtain your FBI Identity History Summary- through an FBI-approved channeler, through the FBI's eDO online portal, or by mailing a fingerprint card directly to the FBI. Each method leads to the same result but the difference is in speed, convenience, and how you submit your fingerprints.

An FBI-approved channeler is a private company authorized to collect fingerprints and submit requests to the FBI’s Criminal Justice Information Services (CJIS) Division. This method is faster and more streamlined. This can be used by applicants based in the United States or outside the United States. Some companies also support international applicants through mail-in fingerprint cards. 

Rather than mailing physical fingerprint cards to the FBI and waiting weeks for a response, you submit through a channeler/company who transmits your fingerprints , cutting the turnaround from weeks down to 1 to 3 business days. 

The FBI maintains an official list of approved channelers at fbi.gov. 

Why Use a Channeler Instead of Mailing Directly?

The difference in speed alone makes the channeler route the clear choice for most applicants. But beyond speed, channelers offer electronic submission that means fingerprints are transmitted digitally, reducing the risk of postal delays or lost documents. This makes sure that results arrive digitally within 1 to 3 business days of FBI processing. They also accept ink fingerprint cards mailed from outside the United States, meaning you don't need to be in the U.S. to use this method. Channeler or FBI -approved companies walks you through each step, reducing the chance of errors that lead to rejection

Step-by-Step Process via Channeler

The process is outlined below in clear steps, from application and fingerprinting to submission and receiving your results.

Step 1 : Start Your Application

Visit the channeler’s official website and select the option for an FBI Identity History Summary. Choose the purpose of your request, such as immigration, employment, or residency.

Step 2: Create an Account and Fill in Details

Register and complete the online application form with your full legal name, date of birth, Social Security Number (if applicable), and contact details.

Step 3: Choose Your Fingerprinting Method

Select how you would like to submit your fingerprints:

• Within the U.S.: Schedule an appointment at a nearby fingerprinting center for fingerprints capture.
• Outside the U.S.: Choose the mail-in option and get your fingerprints taken locally on an FD-258/FD-1164 card. Some providers may also offer mobile fingerprinting services, allowing technicians to come to your location for added convenience.

Step 4: Complete Payment

Complete the payment online as per the selected service. While using a channeler, it may be slightly more expensive than applying directly but it saves significant time and helps avoid delays, errors, and repeated back-and-forth in the process. 

Step 5: Submit Your Fingerprints

• For in-person appointments, bring a valid government-issued ID. Your fingerprints will be captured in 10–15 minutes.
• For mail-in applications, send your completed fingerprint card to the channeler as per their instructions.

Step 6: Application Review and Submission

The channeler reviews your application for accuracy and completeness, then securely submits your fingerprint data to the FBI.

Step 7: FBI Processing

The FBI processes your request and generates your Identity History Summary.

Step 8: Receive Your Results

Your results are delivered to your secure online account within 1-3 business days after FBI processing. Physical copies can also be requested for an additional fee.

What to Bring to Your Appointment

• One valid government-issued photo ID (passport strongly recommended).
• Your enrollment confirmation or appointment number.
• Payment confirmation if not paid online in advance.

Applicants can submit their fingerprint card and payment directly to the FBI by mail, bypassing any third-party service. This method is slower and involves more manual steps, but it remains fully valid and for applicants in remote locations without access to a channeler, it may be the only practical option. 

Required Documents

• Completed FBI Applicant Fingerprint Card (Form FD-258/FD-1164).
• A signed cover letter stating the purpose of the request and your complete mailing address. If you have an immigration or visa deadline, include that deadline in the cover letter and note it on the outside of the envelope.
• Payment of $18 per applicant which is accepted as a money order, certified check, or credit card (with a completed credit card payment form), all payable to the Treasury of the United States. Cash and personal checks are not accepted. 

Note: the FBI's credit card payment form cannot accompany packages sent via expedited courier services. For expedited shipping, use a money order or certified check. Verify current payment rules at fbi.gov before submitting. 

Mailing Address

FBI Mailing Address:

FBI CJIS Division - Summary Request

1000 Custer Hollow Road

Clarksburg, WV 26306

USA  

Processing time: 4 to 8 weeks from the date the FBI receives your submission.

How the FBI Processes Your Request

Once your fingerprint submission is received, the Federal Bureau of Investigation CJIS Division processes it through a series of system-driven checks. Your fingerprints are run through the Next Generation Identification (NGI) system to verify identity and retrieve any associated criminal history records. This process also connects to state-level repositories through systems such as the Interstate Identification Index (III), which helps identify records held across different states.

Based on the results, the FBI compiles your Identity History Summary- either listing any existing records or confirming that no record was found. The report then undergoes a final quality review before the official document is generated and returned to the channeler or sent directly to you.

The FBI’s electronic system allows individuals to submit an Identity History Summary request directly online without using a third-party channeler. This option sits between the channeler route and traditional mail where you complete the application and payment online, then submit your fingerprints separately.

How does it work?

Step 1: Create your account

Register through the FBI’s online portal and select the Identity History Summary self-request option.

Step 2: Complete your application

Enter your personal details, including full legal name, date of birth, and place of birth.

Step 3: Pay online

Pay the $18 fee securely by credit card.  No money order or certified check required.

Step 4: Submit your fingerprints

You must still provide fingerprints after submitting your application. Mail your completed FD-258 or FD-1164 fingerprint card to the FBI CJIS Division at the address provided in your eDO account after registration. Processing does not begin until the FBI receives your card. 

Step 5: Receive your results

Once processing is complete, your Identity History Summary is delivered electronically through your online account.

Key characteristics:

• No channeler required and no third-party fees.
• Online application and payment process.
• Fingerprints must be submitted by mailing a completed FD-258 or FD-1164 card to the FBI.
• Processing time: 4-8 weeks after the FBI receives your fingerprint card.
• Available to applicants both inside and outside the United States.

Limitations to consider:

• Still requires physical fingerprint submission (not fully online end-to-end).
• Slower than channelers when using mailed fingerprint cards.
• Processing does not begin until fingerprints are received by the FBI.

When this option makes sense

The eDO portal is a practical middle-ground option. It avoids third-party fees and allows online submission, while still offering electronic delivery of results. It is slower than a channeler since fingerprints must be mailed to the FBI, but it costs less and delivers results electronically.

Through an FBI-approved channeler, results are delivered digitally to your secure online account within 1 to 3 business days of FBI processing. A physical copy can be requested for an additional fee.

Through the FBI eDO portal, results are delivered electronically to your online account once the FBI has processed your mailed fingerprint card.

Through direct mail to the FBI, results are sent by U.S. Mail to the address you provided in your application. Electronic delivery is not available for paper mail submissions.

In all cases, the Identity History Summary includes your identifying details, the date of the search, and either a confirmed criminal history record or a No Record Found result, issued in official FBI format.

Fingerprinting is the foundation of the entire U.S. police clearance process. Without an acceptable set of fingerprints, your application cannot be processed. This section covers how fingerprinting works, the difference between live scan and ink methods, where to get fingerprinted inside and outside the United States, how to complete the FD-258/FD-1164 card correctly, and how to avoid the errors that lead to rejection and delays.

The FBI's Identity History Summary process is fingerprint-based, not name-based. Names can be shared, changed, or misspelled. Fingerprints are biometrically unique to each individual and remain consistent throughout a person's lifetime.

When you submit fingerprints to the CJIS Division, they are compared against the Next Generation Identification (NGI) system, the FBI's primary biometric database holding records for over 150 million individuals. A fingerprint match is the reliable way the FBI can definitively link a submission to an existing criminal history record. It is also the reason a "No Record" result carries weight, it means no match was found in the federal database to your specific biometric identity.

This is also why fingerprint quality matters. Smudged, incomplete, or low-quality prints can’t be processed accurately and are often rejected, requiring resubmission and adding delays to your timeline.

There are two methods of capturing fingerprints for an FBI Identity History Summary request. But the right choice depends largely on where you are applying from.

Live Scan (Digital Fingerprinting)

Live scan systems capture fingerprints electronically using optical or capacitive sensors. The images are checked for quality at the time of capture and then submitted electronically- mostly through an FBI-approved channeler, reducing the risk of delays caused by mailing physical documents. This method is faster, produces more consistent image quality, and has a lower rejection rate because poor-quality prints can be retaken immediately. Live scan is widely available within the United States at authorized fingerprinting centers, but access outside the U.S. is limited.

Ink Fingerprinting

Ink fingerprinting involves rolling each finger onto the standard FD-258/ FD-1164 fingerprint card, which is then mailed either to the Federal Bureau of Investigation or to a channeler for processing. This method is accessible worldwide and can be completed through local police stations or private fingerprinting providers. Because the process is manual, it carries a higher risk of rejection due to smudging or incomplete prints. However, this risk can be reduced by using experienced, FBI-compliant fingerprinting providers who follow proper capture standards and check print quality before submission. Processing times can get longer due to shipping and handling. 

Which method should you use?

If you are in the United States, live scan through an FBI-approved channeler is generally the better option due to speed and reliability. If you are outside the United States, ink fingerprinting on an FD-258/FD-1164 card is the standard approach, with the completed card submitted by mail for processing.

The FBI accepts two fingerprint card formats for Identity History Summary requests. The FD-258 is the traditional pre-printed card. The FD-1164 is an alternative that can be downloaded from the FBI website. This makes the FD-1164 particularly useful for international applicants who cannot easily source a pre-printed FD-258 card locally. Both formats are fully accepted by the FBI and carry the same field requirements and print quality standards.

The FD-258 is the FBI's standard fingerprint card for ink-based submissions. It contains designated boxes for 10 individually rolled fingerprints and plain flat impressions of all fingers taken. Errors on the card are one of the most common reasons submissions are rejected.

The FD-1164 is a printable fingerprint form available through the FBI and can be printed on standard paper, making it a practical option for international applicants who cannot easily obtain a pre-printed FD-258 card. The FBI accepts both FD-1164 and FD-258 fingerprint submissions for Identity History Summary requests, provided they are completed correctly and meet the FBI's fingerprint quality requirements.

You must complete all of the following fields:

• Full Legal Name: Exactly as it appears on your government-issued ID.
• Date of Birth: MM/DD/YYYY format
• Place of Birth: City and country
• Citizenship: Your country of citizenship
• Reason Fingerprinted: Write the specific purpose (e.g., Visa Application, Immigration)
• Signature: Sign in the designated box- unsigned cards will be rejected.

Technical requirements for acceptable prints:

• Use black fingerprint ink only, other colors are not accepted.
• Roll each finger fully from nail edge to nail edge. Partial rolls are the leading cause of rejection.
• Apply consistent, even pressure. You should note that too light and ridges won't register and too heavy will smear.
• Complete the plain flat impressions at the bottom of the card- these are mandatory, not optional.
• The card must arrive flat and undamaged. Please do not fold, bend, laminate, or allow it to get wet.
• The cards with smudged, overlapping, or unreadable prints will be rejected.
• Previously processed cards will not be accepted, always use a fresh card.

Where to obtain an FD-258/FD-1164 card:

• Directly from the FBI website.
• U.S. embassies and consulates abroad.
• Local law enforcement agencies within the United States.
• Some channelers / companies provide FD-258/FD-1164 cards as part of their international mail-in process.

Fingerprinting within the U.S. is widely available. Choosing the right option depends on your location, timeline, and application method.

FBI-Approved Channeler/Companies

Most of the FBI-approved channelers offer both live scan (digital fingerprinting) and ink fingerprinting options, depending on your location and preference. Live scan is faster, with fingerprints captured digitally and submitted electronically, reducing the risk of rejection due to quality issues. Ink fingerprinting is manual and is handled by experienced technicians who follow the FBI’s FD-258/FD-1164 standards and check print quality to avoid common errors like smudging or incomplete impressions. In both cases, fingerprints are prepared specifically for submission to the Federal Bureau of Investigation, ensuring they meet the requirements for an Identity History Summary request. 

Local Police Stations and Sheriff’s Offices

Many local police departments and sheriff’s offices offer ink fingerprinting services to the public. Fees vary by location. This option is widely available, but because it is manual, print quality can depend on the technician’s experience. If you choose this route, bring your own FD-258 or FD-1164 card and confirm that the technician is familiar with FBI fingerprinting requirements.

Courts and Government Offices

Some state or county offices, courthouses, and licensing agencies also provide fingerprinting services. Availability varies by jurisdiction, so it’s best to check in advance.

Getting fingerprinted abroad is feasible, but it requires some planning. Here are the most reliable options:

Local Police Stations

In many countries, local police stations can take ink fingerprints using an FD-258 card provided by the applicant, making this one of the most widely accessible options internationally. It is often affordable and easy to arrange, but the level of familiarity with FBI requirements can vary. Officers may not regularly work with FD-258 cards, which can lead to issues such as smudged prints, incomplete rolls, or misalignment. To reduce these risks, bring a clean card, carry clear instructions, and review each print carefully before leaving so any corrections can be made on the spot.

Private Fingerprinting Providers

Private fingerprinting companies operate in many major cities and often have experience with international background check requirements, including U.S. and Canadian submissions. They are more familiar with FBI standards and cards, which helps reduce the risk of rejection due to poor-quality prints. Some providers also offer end-to-end support including supplying the correct fingerprint cards, checking print quality, and even handling submission to the Federal Bureau of Investigation. But note that the costs are higher than local options, and service quality can vary, so it’s important to confirm their experience with FBI requirements before proceeding.

U.S. Embassies and Consulates

U.S. embassies and consulates do not provide fingerprinting services for personal background check requests, including FBI Identity History Summary applications. The U.S. Department of State explicitly excludes this from standard consular services. While isolated exceptions have existed historically at certain posts, they are not reliable or consistent, and planning your application around embassy fingerprinting is not advisable. Applicants outside the United States should use a local police station or a private fingerprinting provider experienced with FBI FD-258/FD-1164 requirements instead. 

A good number of ink fingerprint submissions to the Federal Bureau of Investigation are rejected due to avoidable issues, most of which come down to print quality and handling.

• Incomplete rolls: Fingers must be rolled fully from one nail edge to the other. Partial impressions are one of the most common reasons for rejection.
• Smudging or movement: Any shift during rolling can blur ridge detail and make prints unreadable.
• Incorrect ink usage: Too much ink causes blurring and little results in faint or missing ridge patterns.
• Poor skin condition: Very dry, callused, or damaged skin (cuts, abrasions, or conditions like eczema) can reduce clarity, so light moisturizing the night before can help you.
• Missing plain impressions: The flat impressions at the bottom of the FD-258/FD-1164 card are required and must be completed.
• Card handling issues: Bent, folded, wet, or damaged cards are not accepted.
• Reused or pre-marked cards: Only fresh, clean FD-258/FD-1164 cards should be used for submission.

If the FBI returns your submission as unclassifiable, the entire process must restart. You need to obtain a fresh FD-258/FD-1164 card. Then again schedule a new fingerprinting appointment and inform the technician of the prior rejection so they can adjust technique. Depending on how you applied, you also need to pay the processing fee again.

Some individuals like older applicants or those who perform manual labor, or with certain skin conditions- may have fingerprint ridges that are difficult to capture clearly. In cases of repeated rejections, applicants can contact the FBI’s CJIS Division to discuss next steps. In limited situations, the FBI may process a request using personal identifiers instead of fingerprints, but this is handled on a case-by-case basis and is not a guaranteed alternative.

• Wash hands about an hour before and avoid washing immediately before printing, as your hands can become dry.
• Moisturize the night before to improve ridge clarity.
• Keep fingers free of lotion, oil, or cream during printing.
• Inform the technician about skin conditions or prior rejections in advance.
• Review each print during capture and request a reprint if needed.
• Ensure fresh, properly inked pads are used for clear impressions.
• Keep the FBI-compliant fingerprint card flat, clean, and protected after printing.

Each U.S. state maintains its own independent criminal history repository, and records held at the state level are not always forwarded to the FBI. This is why certain foreign governments, immigration authorities, and licensing bodies request state-level clearances in addition to the federal one. In this section we will learn about when you need a state clearance, how to identify which states apply to your situation, and how to navigate the process for each.

State criminal history repositories were established independently of the federal system, and reporting to the FBI has never been fully standardized across all jurisdictions. An arrest, charge, or conviction that occurred within a specific state may be held in that state's database without ever being transmitted to the FBI's CJIS Division.

This means two things practically:

First, a federal "No Record" result does not guarantee a clean record at the state level. Second, if a foreign authority wants complete coverage of your U.S. history and not just what was reported federally, they will ask for state-level clearances from each state where you have lived or worked for a qualifying period.

Not every application requires a state clearance. Whether you need one depends entirely on what the requesting authority specifies. Common situations where state clearances are required include:

• Foreign permanent residency applications where the destination country requests clearances from all states of prior residence.
• Overseas employment in regulated professions such as healthcare or education, where the licensing body wants state-specific verification.
• Intercountry adoption where both U.S. and foreign authorities require comprehensive background checks at multiple levels.
• Certain EU residency and citizenship applications where individual state clearances are requested alongside the federal document.

Note: If the requesting authority only asks for a U.S. police clearance without specifying state records, the FBI Identity History Summary alone is sufficient. Always confirm with the requesting authority before applying for state clearances unnecessarily.

As a general rule, you may need a state-level clearance from each U.S. state where you have lived, worked, or studied for a period that meets the requesting authority’s threshold. These thresholds vary by country and application type. For example, some authorities such as Immigration, Refugees and Citizenship Canada use a 6-month threshold, while others including countries like Australia, may use a 12-month threshold.

To determine which states apply to your situation:

• List every state where you have lived, worked, or studied since the relevant age cutoff (often 16 or 18, depending on the requirement).
• Calculate the duration of your stay in each state.
• Apply the specific threshold set by the requesting authority.
• Contact each qualifying state’s criminal history repository to confirm current procedures before applying.

While each state has its own specific procedure, the general process follows a consistent pattern:

Step 1: Identify the issuing authority 

Apply to each state where you have lived, worked, or studied, based on the requesting authority’s requirements. The issuing body is usually the State Police, State Bureau of Investigation, or Department of Justice.

Step 2: Visit the official state website

Download the official criminal history request form from the state’s website and provide required personal details such as your name, date of birth, and identification information. Specific requirements vary by state.

Step 3: Arrange fingerprinting (if required)

Some states require fingerprint-based submissions for certified results, while others allow name-based searches. Fingerprinting may be done via live scan or ink cards (such as FD-258/FD-1164).

Step 4: Pay the applicable fee

Fees vary by state and request type. Payment methods depend on the state and may include online payment portals, credit/debit cards, money orders, or certified checks.

Step 5: Submit your request

Depending on the state, applications may be submitted online, by mail, or in person. Online systems, where available, generally offer faster processing.

Step 6: Receive your results

Processing times range from a few days to several weeks. Results are delivered either electronically or by mail, depending on the state’s system.

The table below lists the issuing authority and estimated fee for all 50 states. Fees are subject to change, always verify current information directly with each state's issuing authority before applying.

If you need police clearances from more than one state, it is more efficient to submit all applications at the same time rather than one after another. Applying sequentially can extend your overall timeline, especially since processing times vary by state and are not always predictable. To manage multiple applications effectively, start by confirming which states are required and initiate all requests together once you’re ready. Track each application individually by keeping a clear record of submission dates, reference numbers, confirmation emails, and expected processing timelines. This becomes very important when dealing with several state authorities simultaneously.

It’s also important to keep copies of everything you submit, including application forms, payment receipts, and any communication with state agencies. Since most requesting authorities apply validity windows to police clearances, plan your timing carefully so that all documents remain valid by the time your full application is submitted. If one state is known to take longer, factor that into your overall timeline.

Finally, confirm each state’s requirements in advance. Not all states handle out-of-state or international applications in the same way. Some accept mailed submissions using fingerprint cards, while others may require in-person fingerprinting or specific procedures. Checking these details upfront can help avoid delays or rejected applications.

State police clearances in the United States do not carry a printed expiration date. In most cases, immigration bodies, employers, and licensing authorities require that the document be issued within a recent timeframe that is around 3 to 6 months depending on the purpose.

Because processing times vary by state and can be longer than federal clearances, timing becomes important. Some states may take several weeks to issue results, especially for fingerprint-based requests. If you are applying for multiple clearances, it’s important to plan around the slowest one so that all documents remain within the required validity window when you submit your application.

State police clearances may need to be apostilled if the requesting authority requires legalized documents and the destination country is a member of the Hague Apostille Convention. This requirement depends entirely on the country and purpose of your application, so it’s important to confirm before proceeding.

Unlike federal documents, which are apostilled at the national level, state-issued clearances must be apostilled by the Secretary of State in the state where the document was issued. Each state has its own process, fees, and processing timelines. If an apostille is required, you will need to submit each state clearance to the appropriate state authority after receiving it.

Obtaining your FBI Identity History Summary or state clearance is only part of the process for many international applicants. Before a foreign government, immigration authority, or employer will accept a U.S. police clearance as a legally valid document, it may need to go through an additional authentication step.

An apostille is a standardized certificate that verifies the authenticity of a public document for use in another country. It confirms that the signature, seal, or stamp on the document is legit and was issued by a recognized authority. It does not validate the content of the document itself whereas it authenticates its origin.

The apostille system was created under the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents, commonly known as the Hague Apostille Convention, which entered into force in 1965. The convention established a single, internationally recognized certificate which is called the apostille, that member countries agree to accept as sufficient proof of a document's authenticity, eliminating the need for lengthy chain of authentication processes between member states.

For U.S. police clearances specifically, an apostille tells the receiving foreign authority that this document was genuinely issued by the FBI or by a U.S. state authority, and the signature and seal on it are legitimate.

As of 2026, 125+ countries are members of the Hague Apostille Convention. If the country requesting your U.S. police clearance is a member, an apostille is the correct authentication method. A full and current list of member countries is maintained by the Hague Conference on Private International Law (HCCH).

Countries that commonly request apostilled U.S. police clearances include:

• Europe: Germany, France, Italy, Spain, Portugal, Netherlands, Belgium, Greece, Poland, and most other EU member states
• Asia-Pacific: India, the Philippines, South Korea, Japan, Australia, New Zealand
• Latin America: Mexico, Brazil, Colombia, Argentina, Peru, Chile
• Middle East: Some Gulf countries accept apostilles, though requirements vary, so always confirm with the specific authority.
• Africa: South Africa and several other nations

Important: Being a Hague member does not automatically mean the country requires an apostille on every document. Some member countries waive the apostille requirement for police clearances specifically, or have bilateral agreements that simplify the process. Always confirm the exact requirement with the requesting authority before proceeding.

You need an apostille on your U.S. police clearance when the document is being submitted to a country that is a member of the Hague Apostille Convention and the requesting authority such as an immigration office, employer, or licensing body, requires foreign public documents to be formally authenticated. If the destination country is not part of the convention, an apostille will not be accepted and the document must go through a full authentication and legalization process instead. There are also situations where an apostille may not be required, such as when the requesting authority explicitly waives it for police clearances or when the document is being used within the United States.

The authority responsible for apostilling U.S. federal government documents is the U.S. Department of State Office of Authentications.

Step 1: Obtain your official FBI Identity History Summary

The document must be the original, issued directly by the FBI. Photocopies are not accepted for apostille under any circumstances.

Step 2: Prepare your submission package

Your package must include:

• The original FBI Identity History Summary.
• Completed Form DS-4194 (Request for Authentication Services), specifying the country where the document will be used.
• Payment of the current fee per document and verify the exact current fee at travel.state.gov before submitting, as fees are subject to change.
• A pre-paid return envelope or return shipping label if submitting by mail.

Step 3: Submit to the U.S. Department of State Office of Authentications

By mail (recommended for most applicants):

Office of Authentications

U.S. Department of State

44132 Mercure Circle

P.O. Box 1206

Sterling, VA 20166-1206

In person (urgent cases only):

600 19th Street NW

Washington, D.C.

• Walk-in drop-off (limited hours) for 2–3 week travel timelines
• Emergency appointments (with proof) for travel within 2 weeks

Step 4: Processing Timelines

• Mail requests: ~7 weeks from when the documents are received in Washington D.C., not from the date they arrive at the mail facility
• Walk-in drop-off: ~7 business days
• Professional service: 11–13 business days, where the provider submits your documents directly at the Office of Authentications in Washington D.C. on your behalf.
• Emergency appointments: Same-day processing (with proof of urgent travel)

Disclaimer: Processing times are estimates and subject to change. Emergency appointments are not guaranteed and depend on availability at the time of request. Always verify current timelines at travel.state.gov before submitting.

Step 5: Receive your apostilled document

The apostille certificate is attached to your FBI report. You must submit this combined document (FBI report + apostille) to the requesting authority.

State-issued clearances are apostilled by the Secretary of State of the state that issued the document and not the U.S. Department of State. This is a common point of confusion and can lead to delays if documents are sent to the wrong authority.

Each state has its own apostille process, fee structure, and processing timeline. The general process is consistent:

Step 1: Obtain your state police clearance

Request your criminal history record from the relevant state authority. Depending on the state, you may receive an original document or a certified copy.

Step 2: Check apostille requirements for that state

Visit the official Secretary of State website for the issuing state to confirm current apostille rules, required forms, fees, and whether mail-in or in-person submission is allowed.

Step 3: Prepare your apostille application package

Include the state-issued clearance, completed apostille request form, applicable fee, and any required return envelope or shipping label (if required by that state).

Step 4: Submit to the correct Secretary of State office

Send or submit your documents to the Secretary of State of the same state that issued the clearance. Each state processes its own apostilles separately.

Step 5: Receive the apostilled document

The Secretary of State attaches the apostille certificate to your state police clearance and returns it to you by mail or in person, depending on the option selected.

Step 6: e-Apostille (where applicable)

Some U.S. states participate in the Hague e-Apostille Programme (e-APP), which allows apostilles to be issued and verified electronically rather than on paper. If the issuing state participates, you may receive an electronic apostille instead of a physical one. Check the HCCH e-apostille register at hcch.net to see whether your state is enrolled.

If the country requesting your U.S. police clearance is not a member of the Hague Apostille Convention, an apostille cannot be used. Instead, the document must go through a full legalization process involving both U.S. authorities and the destination country’s embassy.

Step 1: U.S. Department of State Authentication

Submit your original FBI Identity History Summary to the U.S. Department of State Office of Authentications. In this case, the Department of State does not issue an apostille but instead certifies the authenticity of the FBI’s signature and seal. The submission process is similar to apostille requests, but the cover letter must clearly state that authentication is required for a non-Hague country.

Step 2: Embassy Legalization

Once the authenticated document is returned, it must be submitted to the embassy or consulate of the destination country in the United States. The embassy verifies the U.S. Department of State authentication and applies its own legalization stamp or seal. Some countries may require an additional step at their Ministry of Foreign Affairs after embassy legalization.

Processing times and fees vary widely by country. Embassy legalization may take a few days to several weeks, and most embassies require either appointments or mail-in submissions.

Many countries require the FBI Identity History Summary and sometimes the authenticated or apostilled version to be translated into the official language of the destination country by a certified or sworn translator. This step is completed after authentication or apostille, not before.

Requirements differ depending on the country. Some require sworn translators, others require embassy-approved translators, and some accept certified translations without additional verification. It is essential to confirm the exact translation rules with the requesting authority before proceeding, as this can affect both timelines and document acceptance.

These are the errors that cause the most delays and rejections at the apostille stage:

• Submitting a photocopy: Only the original FBI-issued document is accepted. Photocopies are rejected without exception.
  Wrong destination country in the cover letter: The apostille is formatted for a specific country. If you name the wrong country, the document may not be accepted by the actual receiving authority.
• Sending state documents to the U.S. Department of State: State clearances must go to the Secretary of State of the issuing state, not the federal Department of State.
• Document expired before apostille is received: If your clearance was issued close to the edge of the requesting authority's validity window, it may expire before the apostilled version returns to you. Apply for your clearance and apostille with the full timeline in mind.
• Failing to account for translation: Discovering a translation requirement after the apostille is attached adds time and cost. Confirm all requirements upfront.
• Using a document service without verifying legitimacy: Third-party apostille services vary widely in quality and reliability. If using one, verify they have documented experience with U.S. federal document authentication.

Your FBI Identity History Summary is a controlled federal record and is not publicly accessible. Access is limited to you through the self-request process, along with authorized law enforcement agencies, government bodies, and courts for legally permitted purposes. Foreign governments and private employers do not have direct access to this database and rely only on the copy you choose to provide. Under the Privacy Act of 1974, you have the right to access your record, request corrections, and expect your information to be handled in accordance with federal privacy protections.

If your Identity History Summary contains errors such as records that do not belong to you, missing disposition information, or incorrect details, you can initiate a formal challenge through the FBI’s Criminal Justice Information Services (CJIS) Division. This involves submitting a written request along with supporting documentation, such as court records, dismissal orders, or expungement paperwork. In many cases, the FBI will require verification from the original reporting agency, so you may also need to contact the state or local authority that submitted the record. Processing times can vary and may take several weeks or longer depending on the complexity of the correction.

A state-level expungement or sealing order does not automatically remove the record from federal databases. Because the FBI relies on data submitted by state and local agencies, updates are made after the originating agency reports the change. Submitting your documentation to the relevant state authority and, where appropriate, to the FBI- can help initiate this process, but timelines and outcomes vary by jurisdiction. In more complex cases, seeking legal guidance may be advisable.

Processing times vary depending on the method you use, how many documents are required, and whether authentication is needed. The table below gives realistic estimates for each stage. These are estimates and actual times can vary based on application volumes, postal transit, and individual agency workloads. 

The U.S. police clearance is a process with a clear sequence but one where small missteps create disproportionately large delays. The most common problems aren't complicated- people apply for the wrong document, misread the validity window, send state clearances to the federal apostille office, or discover a translation requirement after everything else is already done.

The way to avoid all of that is to confirm exactly what the requesting authority needs before you start. Confirm and double check what you need - federal only or state-level too, apostille required or not, translation needed and in what format, and how recently the document must have been issued at the time of submission. That single conversation or email to the requesting authority saves more time than any shortcut in the application process itself.

Once you know what's required, work the timeline backward from your submission deadline. If an apostille is involved, build in at least ten to twelve weeks for the mail route, or plan an in-person appointment if time is tight. If multiple state clearances are needed, apply for all of them simultaneously, not one at a time. And if you're outside the United States, get your fingerprinting arranged through a provider that knows FBI standards. If done in the right order, with the right documents, a U.S. police clearance is a smooth and direct administrative task. The goal of this guide has been to make sure that's exactly how it goes for you.