A foreign bank, property lawyer or government authority may ask for a “notarised copy” of your passport at very short notice. Notarising passport copies UK clients need for use abroad is usually straightforward, but only where the copy, certification wording and any follow-on legalisation meet the receiving authority’s requirements. A passport copy that looks properly certified in the UK can still be rejected overseas if the wrong professional has signed it or an apostille was needed.
What notarising a passport copy actually means
A notary public does not alter, renew or authenticate the passport itself. Instead, the notary checks the original passport in person, compares it carefully against a copy and certifies that the copy is a true and complete copy of the original presented.
The notary will also confirm your identity and may record relevant details from the passport, such as its number, date of issue and expiry date. The certification is normally attached to, or endorsed on, the copy and bears the notary’s signature, seal and date. This gives the document a recognised evidential status for use outside England and Wales.
The exact form of certificate matters. Some authorities want a simple statement that the copy is true to the original. Others require confirmation that the passport holder was identified, that the photograph is a true likeness, or that the passport was valid and unexpired when seen. A notary should tailor the wording where clear instructions have been provided by the recipient.
When do you need a notary for a passport copy?
It depends entirely on who has requested the document and where it will be used. For some UK purposes, a solicitor, accountant, doctor or other recognised professional may be able to certify a passport copy. That is not always sufficient for an overseas transaction.
A notarial passport copy is commonly requested for overseas property purchases, foreign company formation, opening an international bank account, immigration applications, inheritance matters and powers of attorney. Foreign courts and public authorities may also require it as part of a wider document package.
The key distinction is between a certified copy and a notarised copy. A certified copy confirms that it matches the original. A notarised copy is certified by a Notary Public, whose signature and seal can usually be verified internationally and may be legalised further. If the request says “notarised”, “notarially certified”, “certified by a notary public”, or refers to apostille or consular legalisation, a standard professional certification may not be enough.
Before booking, ask the overseas recipient three practical questions: do they require a UK Notary Public; do they need an apostille; and do they have prescribed wording or a form that must be signed? Written instructions, even an email from the receiving lawyer or authority, can prevent an avoidable second appointment.
Preparing for notarising passport copies in the UK
Bring your original, valid passport to the appointment. A scan, photograph or photocopy shown on a mobile phone will not normally allow a notary to certify a true copy, because the original document must be inspected. If your passport has expired, damaged pages or a material difference from information in the related paperwork, raise this before the appointment.
It is also sensible to bring any instructions issued by the overseas authority. This is particularly useful where the copy must include every page, the cover, visas, entry stamps or a particular page containing your signature. Do not assume that the photo page alone will be accepted simply because it is usually the most relevant page.
Where the passport copy supports another document, such as a power of attorney or a declaration, take the full document pack. The notary may need to ensure names, dates and passport details are consistent across the documents. For corporate matters, a director may also need to provide company information and evidence of authority to act.
A good-quality photocopy helps, but the notary can normally make or arrange a clear copy during the appointment. The priority is legibility. Cropped borders, blurred text, missing machine-readable lines and dark photocopies create problems, particularly if the document later needs an apostille or is assessed by a cautious overseas compliance team.
Apostille and legalisation: when a notarial copy is only the first step
Notarisation and legalisation are separate stages. The notary certifies the passport copy. An apostille then verifies the notary’s signature and seal for use in countries that accept the Hague Apostille Convention. For many destinations, this is the final authentication required.
Other countries may require consular legalisation after the apostille. This can apply to certain documents intended for jurisdictions in the Middle East and elsewhere, depending on the destination’s current rules and the purpose of the document. The UAE, Qatar, Saudi Arabia, China and other countries can have document-specific requirements, so it is unwise to rely solely on a friend’s recent experience or a generic online checklist.
There is a trade-off between moving quickly and checking the requirements properly. Obtaining an apostille that was never required can add cost and time. More seriously, sending a notarised copy without the required apostille or consular stamp can lead to rejection after a transaction deadline has already begun to run.
A specialist notarial service can advise on the likely legalisation route and coordinate the stages where appropriate. White Horse Notary Public assists clients with both the notarial certification and the practical steps needed to prepare documents for international use.
Can a passport copy be notarised remotely?
Remote electronic notarisation may be available in limited circumstances, but it is not automatically suitable for every passport-copy request. The recipient must accept an electronically notarised document, and the notary must be able to satisfy identity, document and procedural requirements. Many overseas bodies still ask for an original wet-ink notarial certificate, particularly where apostille or consular legalisation is involved.
For a conventional paper copy of a physical passport, an in-person appointment remains the most reliable route. It allows the notary to inspect the original security features, compare the document directly and produce a sealed certification ready for the next stage. Mobile appointments can also be useful where a director, family member or professional has an urgent deadline and cannot easily travel.
Common reasons passport copies are rejected abroad
Rejection often has little to do with whether the passport is genuine. It is usually caused by an administrative mismatch: the wrong person certified the copy, the certificate did not state what the recipient expected, pages were omitted, the document was expired, or legalisation was missing.
Timing can be another issue. Some banks and immigration authorities require certified identification documents issued within the previous three or six months. A previously notarised copy may therefore be unusable even though the passport itself remains valid. Check the date requirement before relying on an older certificate.
Translations may also be needed. If the recipient works in a language other than English, it may require a translation of the notarial certificate, the passport details or both. Whether that translation must be certified, notarised or legalised depends on the destination and the receiving body’s rules.
Frequently asked questions
Does the notary keep my passport?
No. The notary needs to see the original passport to verify it and certify the copy, but your passport is returned to you after the inspection. It should not be sent away for apostille or consular legalisation when only the notarised copy requires further authentication.
Can someone else bring my passport to be copied?
Usually, the passport holder should attend. The notary may need to verify identity directly and confirm that the person presenting the document is entitled to request the certification. Exceptions can arise, but they should be discussed in advance rather than assumed.
How long does it take?
The notarial certification itself can often be completed promptly once the original passport and clear instructions are available. The overall timetable depends on whether an apostille, embassy legalisation, translation or courier service is required. Urgent handling is possible in many cases, but overseas legalisation timetables are outside any notary’s control.
A passport copy is a small document with potentially significant consequences. Providing the original passport, the recipient’s instructions and enough time to confirm the legalisation route gives you the best chance of having it accepted first time.