A foreign bank, solicitor, university or consulate may ask for a certified passport copy because an ordinary photocopy does not prove that it matches your original document. If you are searching for “how to certify passport copy”, the key is not simply finding someone to sign a page. The copy must be prepared in the format the receiving organisation expects, and the person certifying it must have authority that organisation will accept.

For UK and international matters, a Notary Public can provide a reliable route where the requirements are unclear, formal, or likely to involve further legalisation. Taking the right steps at the outset can prevent rejection, repeat appointments and costly delays.

What is a certified passport copy?

A certified copy is a photocopy or printed scan of your passport that has been compared with the original by an authorised professional. That professional confirms in writing that the copy is a true and complete copy of the original they have seen.

Usually, the certification appears on the copy itself. It should identify the certifier, include their signature and date, and give sufficient professional details for the recipient to verify who certified it. A passport is an identity document, so the certification may also confirm that the photograph is a true likeness of the holder where this is requested.

The receiving authority sets the standard. A UK estate agent may accept a certification from a solicitor or accountant, while an overseas bank, court, property registry or immigration authority may specifically require a notarially certified copy. Some will require the notarial certificate to be apostilled or legalised as well.

How to certify a passport copy correctly

Start with the instruction you have received. Read it closely and check whether it asks for a “certified true copy”, “notarised copy”, “apostilled copy”, or “legalised copy”. These terms are not interchangeable. A certified copy may be enough for a straightforward UK process, but notarisation and legalisation provide additional formal assurance for use abroad.

Next, provide the original, valid passport. The certifier must compare the copy against the original document. A photograph or scan sent by email will not always be sufficient, particularly where the copy is to be notarised for a foreign authority. If your passport is expired, damaged, or has been cancelled, explain this before booking: the recipient may not accept it as current identification.

The passport copy should be clear, complete and legible. In most cases, this means copying the photograph and personal-details page in colour, at full size, with all edges visible. Do not crop the machine-readable lines at the bottom of the page, obscure a passport number, or alter the image. If the recipient asks for every page, including blank pages, that instruction should be followed exactly.

The authorised person will inspect the original and certify the copy. The wording may vary according to the destination country and the receiving organisation’s instructions. A typical certification confirms that the document is a true copy of the original passport presented. Where appropriate, it may also record the passport holder’s name, passport number and the fact that the original was seen on a specified date.

Finally, send the certified document in the required form. Some organisations accept a high-quality electronic copy after certification. Others require the physical original certified copy, sometimes with a notarial seal attached. Never assume that a scanned version will be accepted just because the certified copy itself is valid.

Who can certify a passport copy in the UK?

The answer depends on who will receive the document. Certain UK organisations publish a list of acceptable professions, which may include solicitors, notaries, accountants, doctors, teachers, regulated financial advisers or senior civil servants. If a list is provided, use it rather than relying on general guidance.

For an international transaction, a Notary Public is often the appropriate choice. A notary is appointed to authenticate documents and acts for cross-border legal and commercial purposes. Foreign institutions are generally more familiar with notarial certification than with a certification from a UK professional whose role may not translate easily overseas.

A notary will also consider whether the copy needs to be used in another country, whether it requires an apostille from the Foreign, Commonwealth & Development Office, and whether consular legalisation is needed after the apostille. This is particularly useful for overseas property transactions, company administration, foreign probate matters, visa applications and international bank account openings.

When is notarisation required?

Notarisation is required when the recipient says it is required. That may sound obvious, but many problems arise because applicants choose a cheaper or more convenient form of certification without checking the precise wording of the request.

A foreign authority may ask for a “notarised passport copy” because it needs a recognised public official to confirm the document. In that situation, certification by a friend, employer or even a qualified professional who is not a notary may be rejected. If the document will be filed with a foreign court, government department, registry, bank or consulate, notarial certification is commonly requested.

There are exceptions. Some overseas organisations accept certification by a UK solicitor, and some require certification by their own embassy or consulate instead of a notary. The safest approach is to obtain written confirmation from the recipient where possible. A short email confirming what it will accept can save time later.

Does a certified passport copy need an apostille?

An apostille is a certificate attached to a UK public document, including an eligible notarial act, for use in countries that follow the Hague Apostille Convention. It verifies the signature and seal of the UK official, rather than re-checking the passport itself.

Whether you need one depends on the destination and the recipient’s instruction. If an overseas bank says it needs a “notarised and apostilled” passport copy, both stages are required. If it only asks for notarisation, an apostille may be unnecessary and will add time and cost. For countries outside the Apostille Convention, the document may need further consular legalisation.

This distinction matters. Ordering an apostille for a copy that was not notarised when the recipient requires notarisation will not correct the underlying issue. Equally, arranging legalisation where simple certification is sufficient can create unnecessary expense.

Common reasons passport copies are rejected

Most rejections are avoidable. The document is often rejected because the copy is unclear, the certification wording is incomplete, the certifier’s details cannot be verified, or the wrong type of professional has signed it. A copy can also fail if it does not show the whole passport data page, if the certification is on a separate sheet without clear attachment, or if the recipient required a recent certification and the date is too old.

International recipients may have further requirements, such as a wet-ink signature, a notarial seal, an apostille, a translation, or certification of both the passport and proof of address. Do not treat these as minor administrative details. A bank’s compliance team or a government office may refuse the entire application until every requirement is met.

Preparing for your appointment

Bring your original passport and the recipient’s written instructions, if you have them. If the passport copy forms part of a wider matter, such as a power of attorney, company document or property purchase, bring the related documents too. The wider context may affect the wording, the number of certified copies required and whether legalisation is necessary.

Tell the notary the country where the copy will be used and the deadline you are working to. This allows the process to be planned properly, especially where apostille or consular steps are involved. For sensitive or urgent matters, White Horse Notaries can advise on the appropriate certification route and manage the connected notarial and legalisation requirements with clear, transparent guidance.

A certified passport copy is a small document with significant consequences. When it is prepared accurately, certified by the right person and matched to the recipient’s rules, it can keep an overseas application moving rather than becoming the reason it stops.