How to Obtain a Police Certificate in the United States
“Police certificate” can mean different things depending on the country or organization requesting it. In the United States, there is no single certificate that covers every city, state, and federal record. Applicants may need an FBI Identity History Summary, a state criminal-history check, a local police record, or more than one of these documents. The right choice depends on the instructions from the requesting agency, such as an immigration authority, consulate, employer, or licensing board.
What A U.S. Police Certificate Means
Many countries use the term police certificate for an official document showing whether a person has a criminal record. U.S. agencies use different names, including criminal-history record, background check, police clearance letter, and Identity History Summary. These documents are not automatically interchangeable.
The FBI’s Identity History Summary is a federal record based on fingerprints submitted to the FBI. A state police agency or state bureau of investigation may provide a state-level record. A city or county police department may issue a local clearance or search records within its jurisdiction. Each agency has its own eligibility rules, application process, fees, and scope.
For an overseas application, the receiving authority decides what counts as acceptable. It may request a federal record, a state record from every state where the applicant lived, a local certificate, or a specific combination. Follow the requesting authority’s written instructions before ordering anything.
Identify Which Record The Requesting Agency Requires
Start by reviewing the application checklist, official website, or written request. Look for the exact issuing agency, the type of search, the required date range, and any rules about fingerprints, translations, certification, or document age. A request for an FBI Identity History Summary is different from one for a state police clearance, even if both are described informally as police certificates.
For U.S. immigration matters, requirements vary by program and by the authority handling the case. For a foreign visa or residency application, the destination country’s immigration agency or U.S. consulate instructions are the key reference. An employer or licensing board may instead require a check through a designated vendor or state agency.
If the instructions are unclear, contact the organization that will receive the certificate. Ask whether it needs an FBI record, a state record, a local search, or multiple documents; whether fingerprints are required; and whether the certificate must be authenticated or apostilled. This can prevent paying for a record that does not satisfy the request.
How To Obtain An FBI Identity History Summary
The FBI’s Identity History Summary, sometimes called an FBI background check or rap sheet, is the federal option most commonly requested for international purposes. It is based on fingerprint submissions and the criminal-history information associated with those fingerprints in FBI systems. It is not a universal search of every local record, and it is not a guarantee that every possible record will appear.
Apply Directly Through The FBI
- Review the FBI’s current instructions. Use the FBI Criminal Justice Information Services (CJIS) website to check eligibility, fees, payment methods, and submission options. The FBI’s published fee for an Identity History Summary has been $18; applicants should verify the current amount before applying.
- Complete the application and payment steps. The FBI provides an online application process. Applicants who apply online may still need to submit fingerprints, either electronically through an available participating location or on an approved fingerprint card, as directed by the FBI.
- Have fingerprints captured. Follow the FBI’s current specifications. A fingerprint card is commonly known as Form FD-258. A law enforcement agency or qualified fingerprinting provider may take prints, but applicants should confirm that the provider can produce a card or electronic submission accepted for this purpose.
- Submit the required materials. Follow the FBI’s directions for linking fingerprints to the application, sending any required documents, and receiving the result. Keep copies of receipts and tracking information.
- Review the result promptly. Check that personal details are correct and read any instructions for challenging or correcting information.
Some applicants may use an FBI-approved Channeler, a private company authorized to submit fingerprints and receive results on an applicant’s behalf. Channelers can offer a different service process, but they may charge additional fees and may have eligibility or delivery limits. An agency requiring a direct FBI submission may not accept a channeler’s report, so confirm acceptance first.
Submitting Fingerprints From Outside The United States
Applicants living abroad can generally submit a fingerprint card by following the FBI’s international applicant instructions. A local police agency or fingerprinting service in the applicant’s country may be able to take prints on the required card. If it cannot supply the U.S. form, ask whether it can capture clear, complete prints on a suitable card and confirm the FBI’s current requirements before mailing it.
Fingerprint quality matters. Smudged, incomplete, or poorly placed impressions may be rejected or require another submission. Applicants should provide accurate identifying information and avoid altering the fingerprint card. Processing time depends on the submission method, fingerprint quality, and current workload; it is prudent to allow extra time for international mail and any authentication steps.
How To Request A State Or Local Police Record
State criminal-history records are usually handled by a state police agency, department of public safety, or state bureau of investigation. Search the official state government website for terms such as “criminal history record check,” “state police clearance,” or “background check.” State agencies may offer online requests, mail applications, fingerprint-based checks, name-based searches, or a combination.
Requirements differ considerably. Some states allow a person to request their own record, while others limit access or require notarized forms, identity documents, consent, or fingerprints. A state check may cover records reported to that state agency but not provide the same nationwide fingerprint-based search as an FBI summary. It may also exclude records that were never submitted to the state repository.
For a local police clearance, contact the police department or sheriff’s office for the city or county named in the request. Local agencies may issue a letter confirming that a search was conducted, or they may provide records under state public-records rules. Some departments only serve current residents, while others require an in-person request or a signed authorization.
If an application asks for certificates from places where a person has lived, it may require records from several states or jurisdictions. Do not assume that an FBI report replaces each requested state or local document. Confirm the requirement with the receiving agency.
Fees, Processing Times, And Delivery
Fees and turnaround times vary by agency, fingerprinting provider, and delivery method. The FBI, state agencies, local departments, and private channelers set separate charges. Fingerprint capture, mailing, document translation, and apostille services may add costs. Check official agency pages for current prices rather than relying on old forum posts or third-party estimates.
Processing can take longer when fingerprints are rejected, an application is incomplete, records require review, or mail delivery is involved. A certificate may also need additional certification before it can be used abroad. Applicants should begin well before a visa, employment, or licensing deadline and retain proof of submission.
Correcting Or Challenging An FBI Record
An FBI Identity History Summary may contain information tied to fingerprint submissions, such as an arrest or disposition reported by a law enforcement agency. If the result appears incorrect or incomplete, the FBI directs individuals to challenge the record through its established procedures. The FBI may refer the applicant to the agency that supplied the information, because that agency generally must verify or correct its own submission.
Gather identifying information and documentation that supports the requested correction, such as a court disposition or an official record from the reporting agency. Follow the FBI’s current challenge instructions and keep copies of all correspondence. A challenge can take time, so it should be started as soon as a discrepancy is found.
An expungement, sealing order, or other state-court action does not necessarily remove a record from every database or automatically change an FBI record. The effect depends on the relevant law, court order, and reporting process. Applicants should not assume that a record will be absent from a certificate simply because it was expunged or sealed under state law.
When An Apostille Or Authentication Is Needed
A foreign authority may require an apostille or another form of authentication to verify the origin of a U.S. document. This is separate from obtaining the police record itself. An apostille does not certify that the record is accurate or guarantee that a foreign agency will accept it; it authenticates a qualifying signature or seal for use in countries covered by the applicable treaty.
For a federal FBI record, the U.S. Department of State’s Office of Authentications handles federal document authentication. The Department’s instructions identify the required submission materials and process. A state-issued police record may need authentication from that state’s designated authority, often the secretary of state, before any additional federal step. Requirements depend on who issued the document and the destination country.
Check whether the destination country accepts an apostille or requires a different authentication process. Ask whether the original document must be mailed, whether a certified copy is acceptable, and whether the certificate needs a translation. Do not notarize or alter an FBI document unless the receiving authority and the authentication agency specifically require a permitted procedure.
Common Mistakes To Avoid
- Ordering the wrong record: A local clearance may not meet a request for an FBI summary, and an FBI summary may not replace a requested state certificate.
- Using unofficial instructions: Fees, forms, and submission rules change. Use the FBI, state, local, or receiving agency’s current official website.
- Submitting fingerprints that do not meet specifications: Confirm the required format and ensure the prints are clear before submission.
- Waiting until the deadline is close: Mail, rejected fingerprints, corrections, and apostille processing can add time.
- Assuming a certificate has unlimited validity: The receiving organization may impose a freshness rule or require a new record for each application.
- Overlooking translation and authentication: A foreign authority may require both, but neither should be ordered until its instructions are confirmed.
- Assuming “no record” means no records exist: A result reflects the scope and information available to the issuing agency, not necessarily every local or noncriminal record.
Official Resources
Use primary sources to confirm current forms and procedures. The FBI provides information about Identity History Summary checks and fingerprint submission. State police and public safety agencies publish their own criminal-history procedures. The U.S. Department of State explains document authentication services, including federal authentication requirements. For an overseas application, the destination country’s immigration authority or consulate remains the final source for what it will accept.