When people search for background checks national, they’re usually trying to satisfy a foreign ministry, a university abroad, a licensing board, or an immigration file that demands a “national police certificate.” Here’s the catch: in the United States, there isn’t a single, one-size-fits-all “national police certificate” issued by a domestic police authority. Instead, you’ll encounter two distinct lanes:
State-issued police/criminal history certificates — issued by a state police agency, state Department of Justice, or sometimes a local police department. These are the documents most foreign instructions are actually pointing to when they say “national” in a generic sense, because in many countries the police is a national force. In the U.S., policing is largely state and local.
The FBI Identity History Summary (IHS) — a federal record, often requested separately as the official national (federal) check. It is not the same as a state police clearance and follows a different path, including a different apostille authority.
This article focuses on the state-issued police certificate track—the one many global instructions loosely call “national” for U.S. applicants. We’ll clarify how it differs from the FBI check, how to choose the right state document, common acceptance rules, and the smart way to prepare it for international use. And yes, Compliance Officers can coordinate the apostille for your state background check when you need it abroad.
First principles: “National” abroad ≠ “National” in the U.S.
In many countries, the national police is a single, centralized authority, so a “national background check” is obvious. The U.S. is different:
State & local police: Each state runs its own criminal history systems. A “state police clearance” (or Department of Justice letter) reflects what that state knows about you.
Federal (FBI): The FBI maintains the Identity History Summary at the national (federal) level.
Therefore, when a consulate says “national police certificate,” they might mean:
“Bring the state-level police certificate from your last state of residence,” or
“Bring the FBI federal report,” or
“Bring both.”
Actionable tip: mirror the exact wording in your instructions. If it names a state agency (e.g., FDLE in Florida, CA DOJ, Texas DPS, NJ State Police), they want the state document. If it says FBI, that’s a different document.
What is a state-issued background check?
Think of a state-issued criminal record letter as a formal statement from a state authority that either reports matches to your identity or confirms “no record found.” Names vary by state:
Florida: FDLE criminal history (Florida Department of Law Enforcement)
California: CA DOJ criminal history letter
New Jersey: NJ State Police criminal history response
Ohio: BCI / BCI&I background check
Pennsylvania: Pennsylvania State Police clearance
Texas: Texas DPS criminal history
New York: Often local/city police “Good Conduct” letters; court certifications if requested
Additionally, local police (city or county) can issue a Letter of Good Conduct or a local record letter. Some foreign recipients accept these if they are properly notarized or if the signatory is recognized by the state’s Secretary of State for apostille. Others insist on the state police/DOJ version. The safest move: follow the words on your instruction sheet.
How a state-issued background check differs from the FBI report
Scope and authority
State background check: Issued by a state authority; reflects state-maintained records and sometimes local inputs.
FBI Identity History Summary: Issued by the federal government; reflects records maintained in federal systems.
Apostille authority (high-level)
State-issued documents: apostilled by the Secretary of State of the issuing state.
FBI documents: apostilled by the U.S. Department of State (Washington, D.C.).
Acceptance expectations
Some foreign regulators want the state perspective (especially if their form asks for “police certificate from your state of residence”).
Others want the federal (FBI) perspective.
Some want both. Mixing authorities (e.g., sending a state apostille for an FBI report, or sending a Florida apostille for a Texas DPS letter) will simply trigger a rejection.
What makes a state background check “apostillable”?
While each state publishes its own acceptance rules, the most common requirements are:
The document carries the original signature of a recognized state official (e.g., state DOJ or State Police signatory) or it is properly notarized by a notary commissioned in the same state.
It contains the official seal or certification language the state recognizes.
It is not a plain photocopy. If a copy is necessary for downstream steps, it’s typically accompanied by a notarized custodian affidavit (again, by a notary in that state) or obtained as a certified copy when the issuing office provides that format.
Its physical integrity isn’t altered (no removing staples or resealing certified sets).
Its identity data is consistent (names with diacritics, hyphens, DOB).
It meets any freshness requirement (many authorities want issuance within 60–90 days).
Some states add a county-level authentication step for notarized documents (e.g., the county clerk authenticates the notary before the state issues the apostille). This is state-specific and easy to miss.
Compliance Officers sanity-checks the issuing state’s apostille rules and builds the correct path so your document is accepted on first presentation.
“National database” employer checks are not official police certificates
In U.S. employment screening, you’ll hear about “national database” background checks. These are commercial aggregated searches used by employers and are not official police certificates. They are not apostillable and will not satisfy a consulate asking for a state police or DOJ letter.
If your destination requires a police certificate, obtain the state-issued (or local police) document the instruction specifies—not an HR vendor report.
Choosing the right state document: a quick decision tool
Ask yourself:
Which authority is named on the instruction?
If it says FBI, get the federal report (different lane).
If it names a state agency (FDLE, CA DOJ, TX DPS, NJSP, etc.), get the state document from that agency.
If it says city/county police, obtain a local police letter and make sure it’s notarized properly in the same state.
Does the destination accept local police letters, or does it insist on the state-level letter?
Some destinations accept either if apostillable; others are strict.
Is a specific time window required (e.g., ≤90 days)?
Time your request so it’s still “fresh” on submission day.
Will the document need translation?
Usually, the flow is apostille first, translation second (destination rules may vary).
The issuing state drives the apostille authority and the formatting you’ll need.
State-to-state quirks and how we handle them
Different states, different dances. Here are patterns we routinely navigate:
County authentication before state apostille (common in some states when a document is notarized rather than signed by a state official).
Official signatory on file: some Secretaries of State apostille only if the signature is from an official whose specimen is on file. Otherwise, a notarized version is safer.
Terminology: “Police clearance,” “good conduct letter,” “criminal history record,” and “state DOJ letter” aren’t always treated as equivalents abroad. We mirror the exact term your instruction uses.
Because these quirks can derail a submission, we lock the requirements before any signatures or applications happen.
How Compliance Officers helps
Our job is to orchestrate a clean, compliant result:
We scope your requirement: Is it state or federal? Which state? Exactly what document label does the instruction name?
We verify notarization when required—importantly, by a notary commissioned in the same state as the document’s origin.
We verify apostillability (signature/seal status, notarial certificate quality, identity alignment, physical integrity).
We file the apostille with the Secretary of State for the issuing state, with correct fees and forms.
We track everything and manage exceptions quickly.
We deliver the final packet to you, your counsel, or directly to a consulate/authority, with secure scans for your records.
A short, smart roadmap
Mirror the instruction: FBI vs. state vs. local police—pick the one named.
Get the right state document: state police/DOJ letter or a properly notarized local police letter.
Check apostillability: signature/seal/notarization acceptable to that state’s Secretary of State.
Mind the clock: many destinations want ≤90 days.
Think ahead: If needed abroad, plan for apostille (we’ll cover the “how” next time) and then translation.
Keep the chain simple and you’ll get a first-pass acceptance.
How Compliance Officers partners with you
We translate requirements into the correct U.S. document choice (state vs. FBI).
We verufy notarization in the document’s issuing state, when required.
We verify apostillability and prepare the request for the state Secretary of State.
We track logistics end to end and deliver to you or directly to the requesting authority.
We prepare for next steps (translation, consular handoffs) without bogging you down.
Your only job: send us the instruction, your state, your destination country, and your deadline. We’ll build the path.
Need a background check apostille for a state-issued police or DOJ certificate (and want to avoid confusing it with the FBI report)? Compliance Officers will scope the requirement, secure the correct state document, arrange notarization when needed, verify apostillability, file with the issuing state’s Secretary of State, and deliver the final set—ready for your foreign authority. Share your instruction and timeline; we’ll convert it into an accepted result.
FAQ
Is a state police background check the same as the FBI report?
No. A state background check is state-issued; the FBI report is federal. They use different authorities and apostille offices.
If the instruction says “national,” which do I get?
Check the named authority. If it names FBI, get the federal report. If it names a state agency or “police certificate from your state,” get the state document. When unclear, ask the recipient to avoid rework.
Can any state apostille my state police letter?
No. Only the issuing state’s Secretary of State can apostille a state document. A Florida apostille cannot be applied to a Texas DPS letter, and vice versa.
The information contained in this publication is provided for general informational purposes only and does not constitute legal advice. Reading or using this content does not create and is not intended to create an attorney-client relationship. No reader or user should act or refrain from acting based on the information presented herein without first consulting an attorney duly licensed to practice law in their jurisdiction.
