Start the FBI check first. Four months DIY, four weeks with a channeler.
The FBI Identity History Summary is a federal criminal background check required by Portugal, Spain, Italy, Greece, Panama, Costa Rica, France, and most other top retirement destinations. Getting it involves fingerprints, a federal apostille from the US Department of State (not your state's office), and usually a certified translation — in that exact order.
Done the DIY way, the full process takes 14–18 weeks. Using an expedited channeler and apostille service, you can compress that to 4–6 weeks — while working against a 90-day freshness window that means you can't start too early, either.
Published
FBI processing fees and State Department apostille fees have changed in recent years and will change again. Processing timelines fluctuate. Consular document requirements are updated without notice. Verify fees and current processing times at fbi.gov and travel.state.gov, and confirm your destination consulate’s specific checklist before submitting any application.
It's a federal check, it requires a federal apostille, and it's the document you start first.
What you're dealing with:
- The FBI Identity History Summary is a federal criminal record report issued by the FBI's CJIS Division. It's different from a state background check — it searches the national criminal history database, which is what foreign consulates require.
- Two ways to get it: direct mail to the FBI ($18, 6–8 weeks) or through an FBI-approved channeler ($50–$100 total, 1–5 days). For anyone with a visa timeline, the channeler is the right choice.
- A state apostille won't work. Because the FBI is a federal agency, only the US Department of State — Office of Authentications — can apostille this report. State Secretary of State offices can't do it. Mail-in to the State Dept takes 6–8 weeks; an expedited apostille agent: 7–14 business days.
- Most countries require certified translation — in Portuguese, Spanish, Italian, Greek, or French depending on your destination. Translation happens after the apostille is attached, never before.
- 90-day validity window at most countries. Spain, Mexico, and Costa Rica require the FBI report to be issued within 90 days of your visa appointment. Portugal, Italy, and France give you 6 months. You can't get this too early.
Use a channeler. Get the apostille expedited. Time it so the report isn't older than 90 days when you walk into your consulate appointment. Total time using services: 4–6 weeks. Total time DIY: 14–18 weeks.
See FBI check processing times →Direct mail or channeler — the timeline difference is decisive.
Both paths produce the same document. The difference is whether you wait six to eight weeks for mail processing or get results in days. If you have any kind of visa deadline, there's really only one choice.
FBI-approved channeler
Channeler fees vary — get a quote before booking. The $30–$60 premium over the DIY route is trivial relative to the time savings and the stakes of missing a consular appointment.
Direct FBI mail-in
The direct route costs less, but 6–8 weeks for the FBI plus another 6–8 weeks for the federal apostille pushes the total past four months — before a 90-day validity window even starts. For Spain, this math simply doesn't work. For Portugal it's workable but uncomfortable.
Use your exact legal name — the one on your passport
The FBI report will carry whatever name you submit. If it doesn't match your passport exactly, some consulates will reject it. Not a nickname, not a shortened version. Check your passport before you fill out any form, and use the identical name across every document in your application package.
Where to go — and why to skip the DIY ink kit.
Whether you're going direct or through a channeler, you need fingerprints. The method differs: channelers capture digitally (live scan); direct mail requires an FD-258 physical card. A rejected card means restarting the clock.
Private fingerprinting services
IdentoGO, Certifix, PrintScan, and similar providers have locations in most metro areas. They're set up for FBI submissions, do this correctly every day, and are the right choice for channeler submissions.
Cost: $25–$75 depending on provider and location. Most channeler packages include fingerprinting.
UPS Store locations
Many UPS Stores partner with Certifix and others to offer live scan fingerprinting. Over 1,200 locations nationwide. Good option if you're not near a dedicated fingerprinting provider.
Cost: Varies by location.
USPS (select locations)
A USPS fingerprinting program offers electronic capture at participating post offices, submitting directly to the FBI. Coverage is not available everywhere — check ips.usps.com/IdentityCapture for participating locations.
Cost: Approximately $50 total (includes FBI fee).
Local police / sheriff
Many police departments offer public fingerprinting for a small fee or free. Not all still provide this service — call ahead to confirm they offer FD-258 card fingerprinting specifically before making the trip.
Cost: Varies; sometimes free.
The FD-258 fingerprint card: what it is and why rejected cards happen
The FD-258 is the standard FBI fingerprint card required for direct mail submissions. It must be on specific card stock — photocopies and substitutes are rejected. Cards are available from the FBI directly or from most fingerprinting providers.
Common rejection causes — all require starting the process over:
- Smudged, faint, or overlapping prints (too much or too little ink, improper rolling technique)
- Missing or incomplete demographic information in the header section
- Lifting the finger mid-roll, creating double lines or ghosting
- Folding the card — any crease causes automatic rejection
- Stray marks in the fingerprint impression boxes
- Using a photocopy or wrong card type instead of an actual FD-258
- Writing in "Leave Blank" areas
Honestly, given that a rejected card means restarting a 6–8 week clock, using a professional fingerprinting service is worth the modest cost. DIY ink kits produce most of these errors. Save the $15 somewhere else.
Federal document, federal apostille — your state Secretary of State can't help here.
This is the most common mistake retirees make on document prep. The FBI is a federal agency. State apostille offices aren't authorized to authenticate federal documents. Only the US Department of State — Office of Authentications — can apostille an FBI Identity History Summary.
Direct to US Dept. of State
Mail the original FBI report, a completed DS-4194 form, and a $20 fee to the Office of Authentications in Washington, DC.
Mail is the only direct option. There's no way to expedite this path without using a third-party agent.
Expedited apostille service
Third-party services physically courier documents to the State Department and back, compressing a 6–8 week wait to 7–14 business days.
Services frequently cited in expat communities: apostille-usa.com, federalapostille.com, ezapostille.com. ExpatRetireGuide.com has no affiliation with any of these — verify credentials before using.
Apostille first, translation second — always, without exception
The translation must cover the complete apostilled document — both the FBI report and the apostille page itself. Translate before the apostille is attached and the translation is incomplete. Every consulate that requires translation will reject it. The correct sequence is: fingerprints → FBI report → federal apostille → certified translation. No shortcuts.
For a full breakdown of the federal vs. state apostille system — including other documents your visa requires — see the Apostille Guide for US Retirees.
Most countries require it. The type of translator matters more than you'd expect.
"Certified translation" isn't a single standard — it means different things in the US versus Spain versus Portugal. Getting the wrong type of translator can get your application rejected even when the translation itself is accurate.
Translation requirements by country
Confirm current requirements with your destination consulate before ordering.
Portugal
Portuguese
Yes
US-style certified translation is generally accepted. Confirm whether your specific consulate requires a sworn translator versus a standard certified one.
Spain
Spanish
Yes
Requires a traductor jurado — a translator officially sworn in by Spanish authorities. A US-certified Spanish translator is not sufficient. Both the FBI report and the apostille page must be translated. Spain also has a 90-day validity window from the FBI report's issue date.
Italy
Italian
Yes
Sworn Italian translation required; both the report and apostille page must be translated. Italy also reportedly requires the original hard copy with the FBI's wet signature and seal — not a digital copy. Verify current requirements with the Italian consulate covering your state before relying on this.
Greece
Greek
Yes
Official/sworn Greek translation required for the FIP visa. Confirm current document requirements with the Greek consulate.
France
French
Usually
Most French consulates require certified French translation. Some consulates accept the English original — check with the specific consulate handling your jurisdiction before ordering translation.
Costa Rica
Spanish
Yes
Apostilled and translated. The US Embassy in San José can issue your SSA benefit letter in Spanish directly — a useful shortcut for that document, though not for the FBI check.
Panama
Spanish
Yes
Required as part of the Pensionado application package, which must be submitted in Panama through a Panamanian attorney.
Mexico
Spanish
Varies
Requirements vary significantly by consulate. Some require an FBI report specifically; others accept any country-of-origin background check. Verify with the Mexican consulate handling your state.
Certified vs. notarized vs. sworn translation — what the difference actually means
Certified translation (US standard): The translator provides a signed statement attesting that the translation is complete and accurate. No notary involved. Generally accepted in Portugal and Costa Rica.
Notarized translation: A notary witnesses the translator's signature but does not verify translation quality or accuracy. US notaries can't certify translation quality. A notarized translation isn't the same as a sworn translation — don't confuse them.
Sworn translation (jurado — Spain, some Latin American countries): The translator must be officially accredited and sworn in by the relevant government authority. For Spain, you need a traductor jurado registered with the Spanish government. Italy has similarly strict requirements. This is a higher bar than US-style certified translation, and a different provider category.
Cost range: US certified translation runs $25–$75 per page. Sworn/jurado translation for Spain or Italy: $60–$125 per page. The FBI report is typically 1–3 pages; budget for the report itself plus the apostille page, as both must be translated.
A four-month process with a 90-day freshness window. The math is tight.
The FBI report has no printed expiration date, but every country sets its own validity window measured from the report's issue date — not the apostille date. Start too early and the report expires before your appointment. Use the direct mail route and the timeline math doesn't work at all for Spain.
Tighter deadline
- —Spain — Non-Lucrative Visa
- —Mexico — most consulates
- —Costa Rica — Pensionado visa
With the DIY route (8 weeks FBI + 8 weeks apostille = 16 weeks), your FBI report may already be over three months old before the apostille even arrives. The direct-mail path doesn't work for Spain or Costa Rica.
More breathing room
- —Portugal — D7 Visa
- —Italy — Elective Residency Visa
- —France — Long-Stay Visa
- —Panama — Pensionado
- —Greece — FIP Visa (3–6 months; confirm with consulate)
Portugal's 6-month window is more forgiving, but the direct-mail path still cuts it close once you add apostille and translation time. Expedited services are still the right call.
Two scenarios, compared
Step
Scenario A: DIY
Scenario B: Services
Fingerprinting
Same day
Same day
FBI processing
6–8 weeks (mail)
1–5 business days (channeler)
Federal apostille
6–8 weeks (mail)
7–14 business days (expedited)
Certified translation
3–7 days
3–7 days
Total
14–18 weeks (3.5–4.5 months)
4–6 weeks
The timing catch most people miss
Even using expedited services, you're working against both a minimum time (can't apostille what you don't have) and a maximum time (can't let the report expire before your appointment). The practical window is typically 4–12 weeks before your consular appointment date. Plan the timing backward from your appointment, not forward from today — and account for the possibility that your appointment gets rescheduled.
Find out what your record shows before you invest in the full application.
The FBI Identity History Summary shows all arrests and charges submitted to the federal database — including arrests without conviction and old misdemeanors where charges were dropped. Most people applying for retirement visas have nothing on their record. But if anything is there, you need to know before the rest of your application is in motion.
What the report shows
- —Arrests and charges submitted to the FBI by federal, state, and local law enforcement
- —Convictions, acquittals, and dismissals (when the arresting agency submitted them)
- —Arrests without conviction — these can appear even if charges were dropped
Does not include civil records, credit history, or driving records.
What tends to be disqualifying
- —Violent crimes (assault, domestic violence, homicide)
- —Fraud or financial crimes
- —Drug trafficking
- —Sexual offenses
Old minor misdemeanors, DUIs, and arrests without conviction are evaluated case-by-case — and treated very differently across countries and individual consulates.
If anything appears on your record
Countries have discretion. An offense overlooked by the Portuguese consulate might disqualify an applicant at the Spanish consulate. US expungements may or may not be recognized — some countries don't acknowledge them at all. Individual consulate officers also have discretion within their own guidelines.
If anything appears on your FBI report — even an old or minor offense — consult an immigration attorney licensed in your destination country before investing time and money in the full visa application.
This page doesn't provide legal advice. Anyone with anything on their FBI report should speak with a qualified immigration attorney before proceeding.
Budget $90–$220 DIY, $200–$500 using services throughout.
FBI check — fingerprints through translated document
Most retirees applying for a retirement visa will need the full stack: fingerprints, FBI check, federal apostille, and translation.
Three columns: Item, DIY cost, and cost using services.
Fingerprinting
$0–$30 (police dept, sometimes free)
$25–$75 (professional service)
FBI processing fee
$18 (direct mail)
Included in channeler total
FBI via channeler
—
$50–$100 total
Federal apostille (State Dept fee)
$20
$20 (included in service)
Apostille service fee + courier
—
$75–$150
Certified translation (per page)
$25–$75/page
$25–$125/page (sworn)
Translation (typical 2-page doc)
$50–$150
$50–$250
Total (rough range)
~$90–$220
~$200–$500+
The high end reflects sworn translation for Spain or Italy — multiple pages, higher per-page rate. For most retirees using a channeler, expedited apostille service, and standard certified translation for Portugal, expect $200–$350 all-in for this one document. That's a small number relative to the overall cost of relocating abroad.
Five steps, in this order.
-
Book a fingerprinting appointment at an FBI-approved channeler
Don't start with the mail-in option. Find a channeler on the FBI's official approved list at fbi.gov, or book at a local IdentoGO or UPS Store. Have your passport in hand — use your exact legal name as it appears on your passport, not a nickname.
-
Submit to the FBI through the channeler
The channeler handles the electronic submission. Results come back in 1–5 business days. You'll receive your FBI Identity History Summary digitally or by mail depending on the provider.
-
Send immediately to an expedited federal apostille service
Don't mail directly to the State Department — it takes 6–8 weeks. Use an expedited service to courier to the State Department and back: 7–14 business days. The $20 government fee is the same either way; the service fee buys you the time you need.
-
Once apostilled, send to a certified translator
Apostille first, translation second — always. The translator works from the complete apostilled document. If your destination is Spain or Italy, you need a sworn/jurado translator, not a standard US-certified one. Get quotes before choosing a provider.
-
Verify the issue date against your visa appointment
Your FBI report's validity window runs from its issue date — not the apostille date or the translation date. Spain requires it within 90 days. Portugal and most others: 6 months. Count backward from your consular appointment and confirm the issue date falls inside the window.
FBI check handled. Now tackle the rest of the document stack.
The FBI Identity History Summary is one document. Most retirement visas also require apostilled birth certificates, marriage or divorce certificates, and a Social Security benefit letter — each with its own timing and processing path. The apostille guide covers the full picture, including the federal vs. state apostille split that trips up most applicants.
Read the Apostille GuidePrimary sources
All links open in a new tab.
- FBI — Identity History Summary Checks (official)
- FBI — Official List of Approved Channelers
- FBI — Identity History Summary FAQs
- US Dept. of State — Apostille Requirements
- USPS — Fingerprinting Identity Capture Program
- Federal Register — FBI CJIS Fee Schedule (2024)
- Portugalist — D7 Visa Requirements
- Embassy of Spain — Non-Lucrative Residency Visa (official)
- SpainGuru — Federal Apostille for Spain NLV
- MR Fingerprints — FBI Background Check for Italy
- Global Citizen Solutions — Greece FIP Visa 2026
- Quatro Legal — FBI Background Check for Costa Rica
- Globeia — FBI Check and Apostille for France
- US Embassy France — FBI Background Check Information