A foreign bank, property lawyer, university or government authority may ask for a “notarised passport copy” rather than an ordinary photocopy. Knowing how to notarise a passport copy before your appointment can prevent a small administrative request becoming a missed deadline. The key point is simple: the notary must inspect your original passport and certify that the copy is a true copy of that original.

For use outside the UK, the receiving organisation’s exact requirements matter. Some will accept a notarially certified copy alone. Others will require an apostille, consular legalisation, a translation, or particular wording on the certificate. Obtaining the right format at the outset is usually quicker and less expensive than correcting a rejected document later.

What notarising a passport copy means

A notarised passport copy is a photocopy or printout of your passport that has been certified by a Notary Public. The notary compares the copy against the original document, satisfies themselves as to what it is, and attaches or adds a formal notarial certificate. The certificate confirms that the copy is a true copy of the passport presented.

The notary will normally also verify your identity and keep a record of the act in accordance with their professional obligations. This is why a scan sent by email, without sight of the original passport, will not usually be enough for a traditional certified-copy appointment.

A notarial certification is different from merely having someone witness a signature. It is also different from a standard copy certification by a solicitor, accountant or other professional. A UK notary’s signature and seal are internationally recognised, which is why overseas bodies often specify notarisation.

How to notarise a passport copy: the practical process

The process is usually straightforward when you have the original passport and clear instructions from the organisation abroad. Before booking, ask the recipient whether it needs a notarised copy only, or whether apostille and legalisation are also required.

A typical appointment follows these stages:

1. Check the destination country and purpose. Tell the notary where the document will be used and why it has been requested. A passport copy for a UAE property transaction may need a different legalisation route from one requested by a US financial institution.

1. Bring your original, valid passport. The notary needs to inspect the physical original, including the photograph and personal details page. If the passport is expired, damaged or has recently been replaced, check whether the receiving authority will accept it before proceeding.

1. Provide the recipient’s instructions. Bring the email, form or written guidance that explains the required wording, number of originals and any language requirements. This is particularly useful where a bank, embassy or overseas lawyer has set a specific format.

1. The copy is checked and certified. The notary compares the copy with the original and prepares the appropriate notarial certificate. In many cases, the copy is attached to the certificate and sealed as one document.

1. Arrange apostille or legalisation if needed. Where the notarised copy must be authenticated for a foreign jurisdiction, it may then be submitted for an apostille or further consular legalisation. The required route depends on the country receiving it.

In a routine case, certification can often be completed at the appointment. Legalisation takes additional time because it involves third parties, although urgent handling may be available depending on the destination and service selected.

What to take to your appointment

Your original passport is essential. Do not rely on a photograph of it on your phone, a colour scan or an old photocopy. The original is the document the notary must inspect.

It is sensible to bring a clear copy of the passport as well, preferably in colour and showing the complete photo page without cropped edges. However, a notary can usually make or arrange a suitable copy if necessary. If your passport contains observations, endorsements or a page specifically requested by the overseas authority, take clear copies of those pages too.

You should also bring any instructions from the recipient, plus evidence of your address if requested as part of the identity checking process. Where the passport copy is connected to a company matter, property transaction or power of attorney, the notary may need supporting documents to understand the wider purpose and ensure the certificate is fit for use.

When apostille or embassy legalisation is required

Notarisation and apostille are separate steps. The notary certifies the passport copy. An apostille then verifies the notary’s signature and official capacity for use in countries that participate in the Hague Apostille Convention.

For example, a notarised passport copy for use in Spain, India or the United States may be accepted with an apostille where the recipient asks for one. The receiving institution still has the final say, so its instructions should always be followed.

Some countries are not covered by the apostille process for the purpose in question, or their authorities require an additional embassy or consular stage. Documents for the UAE, Qatar, Saudi Arabia or China can require further legalisation after the UK apostille. Requirements can also vary by document type, city, authority and intended use.

This is where early advice has real value. Sending a document for apostille when the recipient actually requires embassy legalisation can create delay, while obtaining unnecessary legalisation adds cost without improving acceptance.

Common reasons passport copies are rejected

The most common problem is not the passport itself but a mismatch between the certificate and the foreign authority’s instructions. A recipient may require the certificate to state that the copy is a “true copy of the original”, include the passport number, or be attached in a particular way.

Poor-quality copies are another frequent issue. If the photograph, machine-readable zone, signature, dates or edges of the passport are unclear, the foreign organisation may refuse the document even though it has been notarised. A clear colour copy is usually the safest option unless the recipient says otherwise.

Timing can also catch people out. Some banks and immigration authorities will only accept a notarised copy issued within a set period, often three or six months. Do not arrange certification too far ahead of submission if the document has a limited validity window.

Finally, do not assume one notarised passport copy can be used everywhere. It may be technically valid, but different recipients can have different requirements. If you need copies for several organisations, mention this before certification so the right number of originals and certificates can be prepared.

Can a passport copy be notarised remotely?

Remote electronic notarisation may be available for certain documents and destinations, but it is not a universal substitute for an in-person certified passport copy. The receiving authority must accept an electronically notarised document, and the notary must be able to meet all identity, document and regulatory requirements through the chosen process.

Many overseas institutions still expect a wet-ink notarial certificate and seal attached to a physical copy. If the passport copy is being used for property, immigration, banking or a high-value transaction, confirm the format before choosing a remote appointment. A practical approach is to send the recipient’s request to the notary in advance and obtain advice on the most reliable route.

Frequently asked questions

Can I notarise a photocopy of an expired passport?

A notary may be able to certify that a copy is a true copy of the expired passport presented, but that does not mean the foreign recipient will accept it as current identification. Check with the organisation requesting the copy first. If you have a valid replacement passport, it will usually be the more suitable document.

Does the notary keep my passport?

No. The notary inspects the original passport and retains a professional record of the notarial act, but your passport is returned to you. If apostille or legalisation is required, it is normally the notarised copy and certificate that proceed through the legalisation process, not your original passport.

How long does it take to notarise a passport copy?

A straightforward appointment can often be completed promptly once the original passport and recipient instructions are available. The overall timescale depends on whether you also need apostille, embassy legalisation, translation or courier delivery.

When an overseas authority asks for a notarised passport copy, treat its wording as a specification rather than a general suggestion. Bringing the original passport and the recipient’s requirements to a specialist notary gives you the best chance of submitting a document that is accepted first time.