Fillable Form DS 4194

What is Form DS-4194?

Form DS-4194, known as the Request for Authentications Service, is a document used by individuals or organizations to request authentication services from the US Department of State. Authentication is the process of certifying the genuineness of a document, typically for use in foreign countries.

The form is primarily used to authenticate documents that will be sent abroad and is essential in ensuring that these documents are recognized as valid and legal in the destination country. This is especially important for federal documents, and documents such as birth certificates, marriage certificates, court orders, money order slips, powers of attorney, and business agreements, which require official validation to be accepted by foreign authorities.

Countries that are part of the Apostille Convention use apostille documents in order to prove that a document has been certified, and its origins verified.

How do I fill out Form DS-4194?

A fillable copy of Form DS-4194 can be found here.

When filling out the form, it is important to ensure that all information provided is accurate and up-to-date according to the step-by-step instructions provided. Any errors or discrepancies may result in delays or rejection of the authentication request. If you are sending the form within the state, it may be wise to have a prepaid envelope prepared to streamline the mailing process, especially if this form will be self-addressed and thus require that the forms be sent back to you once they have been authenticated.

Section 1 - Customer Contact Information

Name

Enter the name of the customer, including any suffix or prefix to their name.

E-mail

Enter the customer’s email address.

Home Phone

Enter the home phone number and extension of the customer.

Cell Phone

Enter the cell phone number and extension of the customer.

Work Phone

Enter the work phone number and extension of the customer.

Case Type

Enter the case type, then specify in the space provided.

Country and Formal Mailing Address

Enter the following details in the spaces provided:

• Customer’s Country of Residence
• Mailing Address
  • Line 1
  • Line 2
  • City
  • State
  • ZIP Code

Section 2 - Courier/Representative Contact Information

Submitting on Behalf of Another Individual?

If you are submitting this form on behalf of another individual, indicate so in the space provided.

Name

Enter the name of the courier or representative.

Company

Enter the company that the courier or representative works for.

Phone Number

Enter the phone number and extension of the courier or representative.

Section 3 - Shipping Details (For Mailed-In Requests Only)

Delivery Method

Enter the method through which the document will be delivered, then specify in the space provided if needed.

Tracking Number

Enter the tracking number of the delivery.

Shipping Address

If the shipping address is the same as the mailing address indicated in Section 1, mark the box provided and skip this section. Otherwise, enter the following details in the spaces provided:

• Country
• Line 1
• Line 2
• City
• State
• ZIP Code

Section 4 - Document Information

In the table provided, enter the following information for each document being delivered:

• Country
• Number of Documents
• Document Type

This table is continued in the next page of the form, if more documents need to be declared here. Enter the full name of the customer or the courier/representative, as well as their email address, in the spaces provided at the top of the page, if you need to use the rest of the table.

Section 5 - Projected Cost

Total Number of Documents

Enter the total number of documents being delivered.

Estimated Cost

Enter the estimated cost of delivering all of those documents.

Frequently Asked Questions (FAQs)

Why is document authentication important?

Document authentication is important to ensure that documents are recognized as valid and legal in foreign countries. It helps prevent fraud and ensures international compliance.

What types of documents can be authenticated using Form DS-4194?

Types of documents include birth certificates, marriage certificates, court orders, powers of attorney, and business agreements. These documents often require official validation for international use.

What role does the U.S. Department of State play in the authentication process?

The U.S. Department of State's Authentications Office verifies the signatures and seals on documents. They then attach an authentication certificate, certifying the document's legitimacy.

How does authentication differ from notarization?

Authentication certifies the legitimacy of a document for international use, while notarization verifies a signature within the same country. Authentication is a higher-level verification often required for international acceptance.

What is an authentication certificate?

An authentication certificate is a document issued by the U.S. Department of State. It certifies that the document has been properly verified and is genuine.

How does Form DS-4194 help in international transactions?

By ensuring documents are authenticated, Form DS-4194 helps establish trust and legal recognition in international dealings. This is crucial for both personal and business transactions abroad.

What is the Hague Convention's relevance to Form DS-4194?

The Hague Convention simplifies document authentication among member countries. Form DS-4194 helps comply with these international standards, easing cross-border document recognition.

Can Form DS-4194 be used for documents intended for non-Hague Convention countries?

Yes, it can be used, but additional legalization steps at the destination country's consulate or embassy might be needed. The process ensures international recognition of the documents.

What fees are associated with Form DS-4194?

The fees vary depending on the type and number of documents being authenticated. These fees cover the processing and verification services provided by the U.S. Department of State.

How long does the authentication process take?

Processing times can vary depending on the volume of requests and specific document requirements. Typically, it can take several weeks to complete.

Can expedited services be requested with Form DS-4194?

Yes, expedited services are available for an additional fee. This option speeds up the processing time for urgent document authentication needs.

What should be done if a document is rejected for authentication?

If a document is rejected, the sender will be notified with reasons for the rejection. Corrections or additional verifications may be needed before resubmission.

Is there a limit on the number of documents that can be authenticated with one Form DS-4194?

There is no specific limit mentioned, but each document requires a separate authentication fee. All documents can be submitted together with one form.

What is the role of an embassy or consulate in the authentication process?

Embassies and consulates can assist with further legalization of authenticated documents for countries not part of the Hague Convention. They help ensure the documents meet local requirements.