A passport copy can look like a straightforward administrative request, but overseas banks, lawyers, property agents and immigration authorities often apply very specific rules. This guide to notarised passport copies explains what a notary does, when notarisation is required, and how to avoid having your document rejected after it has been sent abroad.
What is a notarised passport copy?
A notarised passport copy is a photocopy or printed scan of a passport that a Notary Public has checked against the original document. The notary confirms that the copy is a true and complete copy of the original passport presented to them. They then sign, date and seal the certification with their official notarial seal.
For international use, this carries more weight than an ordinary certified copy. A UK Notary Public is authorised to authenticate documents for foreign authorities and can identify the formalities required by the country where the copy will be used.
The certification normally records the passport holder’s full name and confirms that the notary has seen the original. Depending on the recipient’s requirements, it may also refer to the passport number, issuing country, expiry date and photograph. A notary may need to verify your identity and capacity in person, even where the receiving organisation has only asked for a copy of your passport.
When do you need a notarised copy of a passport?
The requirement most often arises when you are dealing with an organisation outside the UK. Common examples include opening an overseas bank account, buying or selling property abroad, applying for a visa, dealing with inheritance matters, setting up a foreign company, signing a power of attorney, or completing international compliance checks.
Some institutions use the phrase “certified true copy”, while others expressly ask for a “notarised copy” or “copy certified by a Notary Public”. Those phrases are not always interchangeable. A solicitor, accountant, doctor or other professional may be able to certify a copy for some domestic purposes, but a foreign authority may reject it if it specifically requires notarisation.
Before arranging an appointment, ask the receiving authority three practical questions: whether it requires notarisation, whether it needs an apostille or embassy legalisation after notarisation, and whether it has prescribed wording or a form for the notary to complete. A short confirmation at this stage can prevent repeat costs and delays.
Notarisation, apostille and legalisation are different stages
Notarisation confirms the copy has been checked by a Notary Public. An apostille is a separate certificate issued by the UK Foreign, Commonwealth & Development Office which verifies the notary’s signature and seal for use in countries covered by the Hague Apostille Convention.
If the destination country is not part of that convention, further consular or embassy legalisation may be needed. This can involve additional procedures and timescales. The receiving authority should be able to confirm its requirements, although a notary can help identify the likely route and arrange the next stages where required.
Do not assume an apostille is needed simply because the document is going overseas. Equally, do not assume notarisation alone will be enough. The correct level of authentication depends on the country, the type of transaction and the policy of the organisation receiving the copy.
How to prepare for notarised passport certification
Bring the original, current passport to your appointment. A notary cannot usually certify a photocopy shown without the original passport, as the entire purpose of the certification is to compare the copy with the original document.
Make sure the passport is valid and undamaged. A passport that has expired, has a damaged photograph page or contains unclear details may not satisfy the receiving organisation. If the passport is expired but the authority has specifically accepted it, provide that instruction in writing before the appointment.
It is also sensible to bring the email, checklist or form from the overseas authority. Requirements vary considerably. One bank may require the full passport, including every page with visas or stamps; another may need only the photograph page. Some recipients require the passport copy to show all four edges of the page, while others need a colour copy. If the document is to accompany a power of attorney or corporate document, the notary will need to see the wider paperwork as well.
A clear colour photocopy is often preferable, but the notary can usually produce or print a suitable copy during the appointment. Never alter, crop or obscure passport details unless the receiving authority has specifically instructed you to do so. Redactions can make a certification unsuitable for its intended purpose.
The notarisation process, step by step
The process is usually efficient when the requirements are clear and the original passport is available.
- Confirm the destination and purpose. Tell the notary which country and organisation will receive the copy. This determines whether an apostille or legalisation may follow.
- Present the original passport. The notary checks the original document and compares it carefully with the copy to be certified.
- Provide any recipient instructions. This might include a bank form, wording requested by an overseas lawyer, or a requirement for a colour copy and an apostille.
- Receive the notarial certificate. The notary signs and seals the copy or attaches a notarial certificate. The format depends on the recipient’s instructions and the document itself.
- Arrange further authentication if required. Where an apostille or legalisation is necessary, the notarised document is submitted through the relevant official process before it is sent overseas.
For a simple passport copy, the appointment itself may be short. However, urgent does not mean assumptions should be made. If the document is needed for a completion date, visa deadline or overseas bank application, allow time for any apostille, consular stage, courier delivery and the recipient’s own review.
Can a notarised passport copy be completed remotely?
Remote electronic notarisation can be a practical option for certain documents and jurisdictions, particularly for clients outside London or abroad. Passport copy certification requires careful consideration because the notary must satisfy identity, document and legal requirements. Whether it can be completed remotely depends on the destination country’s rules, the receiving organisation’s policy and the form of notarisation required.
Where the recipient insists on an original wet-ink notarial seal, an in-person or mobile appointment may be the right approach. A mobile visit can be particularly useful where a client is unable to travel, where several directors need their documents dealt with together, or where an urgent corporate transaction requires documents to be signed at a particular location.
For international clients, it is worth checking the recipient’s acceptance criteria before choosing a remote route. A digitally completed document may be legally valid in the relevant circumstances but still be rejected by a cautious bank or registry that has asked for physical originals.
Common mistakes that cause delays
The most frequent problem is obtaining the wrong type of certification. A passport copy certified by a non-notary may be perfectly acceptable for a UK matter but insufficient for a foreign bank, authority or lawyer. Starting again after documents have been posted abroad is frustrating and can affect a transaction timetable.
Another issue is certifying only the photograph page when the recipient needs all passport pages, including blank pages, visas or entry stamps. Conversely, sending unnecessary personal data can create privacy concerns. Follow the recipient’s written instructions rather than relying on a general assumption.
Names can also cause complications. If the name on the passport differs from the name used on a bank account, property title, marriage certificate or company record, supporting evidence may be needed. This could include a marriage certificate, deed poll or other official document. Tell the notary about the discrepancy at the outset so the documents can be reviewed together.
Finally, leave enough time for legalisation. Notarial certification may be available quickly, including through urgent appointments, but apostille and embassy procedures are controlled by separate authorities. A well-prepared application is faster than an urgent application that needs to be corrected.
Choosing the right notary for an overseas passport copy
A good notarial service should do more than stamp a photocopy. It should check what the foreign recipient needs, explain whether further legalisation is likely, and provide a clear indication of fees and timing before work begins.
M M Karim Notary Public London assists private and business clients with notarised passport copies, apostilles and overseas document requirements, with office, mobile and urgent appointment options where appropriate. The right route can often be identified quickly once the destination country and recipient instructions are available.
Keep the receiving organisation’s written requirements with your passport and any related documents when arranging the appointment. That small step gives the notary the information needed to prepare a passport copy that is ready for its journey, rather than one that returns with further questions.