FBI Background Check for Spanish Visa | Processing Times | Apostille Requirements
The majority of Spanish immigration procedures require all applicants aged 18 and over to provide background checks. These checks must be from countries where they’ve resided in the past 2-5 years. For U.S. residents, this means obtaining an FBI background check. Find below your guide on how to get your apostilled FBI background check.
As a public document, the FBI background check must be legalized for use in a different country so that it will be recognized as authentic. Luckily, Spain and the United States are both parties to the Hague Convention. This allows a simplified authentication procedure. It requires just one authentication called an apostille rather than several.
The critical challenge? Your background check is only valid for 3-6 months from its issue date. The apostille date is not relevant here. Both the background check and apostille processes take time. Planning is essential to ensure your documents remain valid throughout your Spanish residency application.
Let’s break down this process step by step to help you navigate it successfully.
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Understanding FBI Background Checks
An FBI background check is a criminal history record. It provides detailed information about an individual’s interactions with law enforcement. These interactions occur at a federal, state, or local level. The record includes felonies, misdemeanors, and DUIs.
In the past, state-level criminal record checks were sufficient. Now, only FBI background checks are accepted. This applies to applications for a Spanish visa or residence and work permit. It is required both for applications directly in Spain or via the Consulate.
Only applicants 18-years and over will require a background check.
Step-by-Step Process for Obtaining an FBI Background Check
1. Determine Submission Method
Before moving forward with the fingerprinting, you will first need to decide your application method. As a first option, you can submit an online application. Alternatively, you can mail your application or use a recognized channeler. Any citizen can apply for a background check through online or mailed applications. However, channeler applications are generally only available for US citizens and green card holders.
In terms of applying from abroad, online applications with mailed fingerprint cards can be processed. Mailed applications and channeler applications can also be processed abroad. At this time, live scan fingerprint options are unavailable. Mailing the fingerprint card physically to the FBI is required.
Online applications are the fastest. They are processed within 48 hours for fingerprint submission via the USPS. If you opt for online applications but mail a physical fingerprint card to the FBI, it takes around 15 days.
Mail requests take around 50 days and FBI approved channelers 2-3 days.
2. Fingerprinting
To initiate an FBI background check, you must first submit a set of fingerprints.
You have two alternatives available to prepare your fingerprints:
- Live Scan Fingerprinting: This method provides a quick and digital submission of your fingerprints.
- USPS live scan: Some USPS locations offer live scan services. Check out your nearest location, verifying the hours listed on the USPS website and visiting their location. You will need to have completed your online application before visiting the USPS office.
- Channeler live scan. You may choose to work with a recognized FBI channeler, an option available to US citizens or permanent US residents. Depending on your selected channeler, they will offer different locations to complete the live scan fingerprinting. As an example, National Background Check offers live scan fingerprinting at the locations listed on their website. The costs are higher than applying directly with the FBI. Word of warning: if you incorrectly download the record from the Channeler website, it is available for 24 hours only in some cases. There is no way to obtain it again without doing new fingerprints.
- Traditional Ink Fingerprinting: If live scan is unavailable, you can obtain fingerprint cards in a few ways. You may purchase an FD-258 card to have the prints on sturdy card stock. Alternatively, you can print out the PDF version from the FBI website. Then go to your local law enforcement agencies or authorized service providers. Complete the fingerprinting. Proceed with the next step in your application.
Pro-Tip: If in Spain already:
Try to avoid this as much as possible. It adds a level of complication to the process in terms of logistics. Processing times are also affected. But it can be done!
You can either buy fingerprint cards or print the form out as indicated above for traditional ink fingerprinting. As for getting your prints taken, you should go to specific police stations which understand what you are requesting. And no, simply knowing Spanish will not suffice. Even if you go to the correct office or police station in Spain, the officers or clerks might not understand you. They may not know what you are talking about! Trust me…I’ve seen it happen!
Previously, police stations needed a notarized letter from the United States Consulate. This letter certified the necessity of having the fingerprints taken. This is no longer required. However, I recommend printing the explanation from the US Consulate in Spain website. This ensures the police officer does not ask for anything else.
3. Processing Fees
Current processing fees are $18 if submitted directly to the FBI.
You will pay either via credit/debit card, or PayPal or Amazon if you complete an online application.
For mailed applications, you will pay via the credit card payment form. Alternatively, request a Money Order or Certified Check for $18 U.S. dollars made payable to the Treasury of the United States.
Prices range when organizing application through an FBI Channeler depending on the company used and requested processing time.
4. Submitting Your Request
There are multiple options for submitting an FBI background check request:
1. Online Submission: The FBI provides an online platform for requesting background checks through the Identity History Summary Check.
You will need to physically mail the card and printed email confirmation to:
FBI CJIS Division
ATTN: ELECTRONIC SUMMARY REQUEST
1000 Custer Hollow Road
Clarksburg, WV 26306
Current response time: 48 hours (fingerprints from Live Scan at US Post Office) or 15 days from time they receive the fingerprint card.
2. Mail Submission: You can send your completed fingerprint card, payment, and application form directly to the FBI’s Criminal Justice Information Services Division, along with form of payment and fingerprint card:
FBI CJIS Division – Summary Request
1000 Custer Hollow Road
Clarksburg, WV 26306
Current response time: 50 days from time they receive the fingerprint card.
5. Receive Results
For electronic applications, you will need to return to the website and enter in the information provided in the confirmation email.
For physical applications or if you requested a hard copy, you will receive the FBI record in the mail.
6. Apostille
An apostille is a simplified form of authentication. It certifies the origin and authenticity of a public document. This certification is for use in another country. For an FBI background check, the apostille ensures international recognition of the document. The FBI is a US federal document and must be apostilled by the US Department of State in Washington, DC.
Note: A state apostille would not be valid on this certificate.
Apostille Process
- Verification: Ensure your FBI background check is an original document with original signatures or certifications if applicable. The PDF version received in reply to an electronic application can be apostilled. If the copy does not have the watermark from the FBI or states VOID, you will need to send an original certificate.
- Prepare documents
- Complete application form: Form DS-4194, ensuring that you indicate “Spain” as the Country of Use.
- Payment: $20 per document
- By mail: request a Money Order or pay by check ONLY, payable to the U.S Department of State. No credit card payments are accepted.
- In-person (drop-off service or emergency appointments): you can pay by cash (exact change only) or credit/debit card.
- Document or documents to be apostilled.
- If applying for apostille via mail:
- Use a tracking option via USPS to confirm delivery. You will receive confirmation when delivered to the initial address in Sterling, Virginia. However, you will not receive confirmation when it is received in the final office in Washington, D.C.
- Include a self-addressed, prepaid envelope with tracking. The US Department of State specifically requests that you use USPS or UPS and to NOT use FedEx.
- Authentication Application
- Applications are accepted by mail or in person.
- Processing times:
- If you require the document in 5 weeks or beyond: send request via mail. The estimate is that it will be processed in about 5 weeks after the date received. Request should be sent to:
- Office of Authentications
U.S. Department of State
44132 Mercure Circle
P.O. Box 1206
Sterling, VA 20166-1206
- Office of Authentications
- If you require the document after 3-4 weeks: drop-off service is possible. Processing time is currently 3-4 weeks, despite the Department of State stating 7 business days. You can drop off the application on Monday-Thursday between 8 AM and 9 AM at:
- 600 19th Street NW
Washington, D.C. 20006 - Tip: Do not worry if you are not located in the D.C. area. Many courier companies exist for the sole purpose of apostilling and authenticating documents at the US Department of State. If you need a recommendation, I’d be happy to recommend several options. Many courier services will require that you provide a self-addressed and pre-paid envelope (or coordinate the exact payment with them).
- 600 19th Street NW
- ONLY FOR LIFE-OR-DEATH FAMILY EMERGENCIES! If you require the document in less than 2-3 weeks: this option is only available if an immediate family member located outside of the United States has a life-or-death emergency. As a result, it is unlikely to be an option for you and your family. Apostille will be issued the same day as the appointment.
- Appointments may be issued on Monday-Thursday between 10 AM to 2:30 PM at the office located at:
- 600 19th Street NW
Washington, D.C. 20006 - You must request an appointment by writing to CA-PPT-TO-AUT@state.gov and attaching the following:
- Airline ticket or flight itinerary to prove international travel within the following 2 weeks.
- Documentation proving that an immediate family member has died, is dying, or has a life-threatening illness or injury.
- Examples include a death certificate, statement from a mortuary, or letter from a hospital signed by a doctor.
- If the document is not in English, it must be translated by a professional translator in the US and notarized.
- Attend the appointment, submitting the documentation as indicated for an in-person application.
- 600 19th Street NW
- Appointments may be issued on Monday-Thursday between 10 AM to 2:30 PM at the office located at:
- If you require the document in 5 weeks or beyond: send request via mail. The estimate is that it will be processed in about 5 weeks after the date received. Request should be sent to:
7. Translation
With the apostilled FBI record in hand, are you done? Sadly, one step left before you can submit the document.
You should contact an official translator, recognized by the Spanish Ministry of Foreign Affairs. You can also have a certified translation completed, but you would require a new apostille.
If you need an official translator, reach out below and I can put you in touch with one!
Key Reminders
International Recognition: Once apostilled, the document becomes valid for use in countries that are members of the Hague Apostille Convention.
- Important Considerations
- Timing: Allow ample time for processing, as background checks and apostille certification can take several weeks. I always recommend applying for the FBI background check as soon as you know you will need it. This way, the check can be processed while you work on other documentation.
- Validity: FBI background checks are typically considered valid for a limited time. This period is often 3-6 months from the issue date. It depends on the procedure, the Immigration Office, or the Spanish Consulate where the document will be presented.
- Recommendations
- Work with reputable live scan fingerprinting services, ideally the USPS, if applying from within the US. All applicants can apply in this method regardless of nationality and residency and allows for the fastest processing.
- Ensure you complete online application, especially if applying from Spain to have a faster turnaround.
- Double-check all documentation for accuracy
- Consider using courier services if time is critical and the emergency appointment is not applicable to your case.
- Maintain copies of all submitted documents
Timing Your Application: Strategies to Prevent Expiration-Date Issues
One of the most frustrating scenarios in the Spanish immigration process is the expiration of your FBI background check. This can happen before you even apply for your permit! Here are strategic approaches to prevent this costly and time-consuming setback:
- Understanding the Timeline
- Validity period: Your FBI background check is valid for only 3-6 months from the issue date (not the apostille date). Check the recent information on your specific COnsulate website for your type of visa, as Consulates have different requirements. From Spain, it is a 6-month validity.
- Total processing time: Allow 4-10 weeks for the entire process (FBI check + apostille) depending on your submission method
- Consulate appointment wait times: Can range from 2 weeks to 3+ months depending on location and season. Plan accordlingly!
- Strategic Planning
- For Applications at Spanish Consulates in the US
- Schedule backwards: Book your consulate appointment first or at least have an idea when appointments are being offered. Then count backward to determine when to start your FBI check. Keep in mind peak times, especially July-September when the Spanish Consulates are overloaded with student visa applications.
- Buffer period: Add a 2-week buffer to account for unexpected delays
- Expedite options: If your appointment is coming up quickly, use the USPS live scan service (48 hours) and courier service for apostille (7 business days with drop-off)
- For Applications Within Spain (Already in Spain)
- Dual-track processing: Begin your FBI check while simultaneously preparing other documentation
- Prepare double or even triple the amount of fingerprint cards. This is in case your fingerprints are rejected. You may also need to apply again due to timing. Having extra cards can help you avoid going multiple times to the Spanish office or police station for fingerprinting.
- For Applications at Spanish Consulates in the US
- Document coordination: Align the timing of all documents with expiration dates to ensure they’re valid simultaneously.
- Emergency Options
- Application deferral: Some visa processing centers allow rescheduling or to have a walk-in appointment (with a surcharge!) if documents are delayed.
- Partial submission: In limited cases, you may be able to submit your application. You must provide proof that the FBI check is in process. However, do not rely on this as a valid alternative.
- Emergency apostille: Remember this option is available only for genuine life-or-death situations. It would rarely be applicable for Spanish immigration procedures.
- Monitoring Tools
- Create a timeline spreadsheet: Track each document’s application date, expected processing time, and expiration date
- Set calendar reminders: Schedule alerts for 1 month before any document expires
- Document the process: Keep receipts and confirmation emails to prove processing dates if questions arise
Remember that requirements and processing times can change. Check the Spanish Consulate website for your jurisdiction and the FBI website for the most current information before beginning your application.
Conclusion
Obtaining an FBI background check and subsequent apostille requires careful attention to detail and understanding of the process. By following these guidelines and preparing thoroughly, you can successfully obtain the apostilled FBI background check with minimal headaches!
