Passport Notarized Copy: A Step-by-Step Guide

If you’re looking to get a passport notarised copy for legal, financial, or international purposes, you’re in the right place. 

This guide will explain why it’s necessary, the role of a notary public, and the step-by-step process to obtain one.

Key Takeaways

• A notarised copy of your passport is a legally certified replica that verifies your identity for various official processes, protecting your original document.
• To obtain a notarised passport copy, you need to gather the original passport, proof of address, and locate a qualified notary public to perform the notarisation.
• It’s important to understand regional variations in the notarisation process and associated costs, as they can affect the requirements and fees for certifying your passport copy.

Understanding a Notarised Copy of Your Passport

Notarising a passport is done in 2 simple steps:

1. Making a copy of the original passport 
2. A notary certifies that copy is a true and accurate copy of the passport which the notary has seen. 

The notary makes a statement along the lines of: 'I certify that this is a true and accurate copy of the original passport which I have sighted.' 

Often it is requested that the photograph is also certified in which case the notary will state something like: 'I also certify that the photograph is a true likeness to the bearer'. 

Once you have your notarised passport copy in hand, you can hold on to your original passport, and send on the notarised passport copy to the financial institution that has requested it. 

It is crucial that the notary sees the original physical document so that they can provide the certification. 

Why You Need a Notarised Passport Copy

A certified copy of your passport is a vital form of identification verification required for numerous legal and financial undertakings. 

Here are a few examples:

• Banks - commonly need certified copy documents like notarised passports and certified proof of address in order to open a bank account. 
  This is part of their Know Your Customer (KYC) protocols to establish your identity. 
• Professional firms such as Law firms when taking instructions for legal proceedings
• Accountancy firms require proof of identity in a similar manner to banks. Again, this is part of 'KYC' protocols. 
• Real Estate Agencies – for property transactions to prevent money laundering.
• Financial Services – including investment firms, insurance companies, and fintechs to meet compliance requirements.
• Cryptocurrency Exchanges – to ensure compliance with anti-money laundering (AML) laws.
• Money Transfer Services – like Western Union and online payment providers (e.g., PayPal).
• Casinos and Gambling Services – to monitor large transactions and prevent illegal activity.
• Telecommunications – certain providers require ID verification to prevent fraud.
• Luxury Goods Dealers – high-value items such as art, jewellery, and vehicles often need verification to prevent illicit purchases. 
• Visa applications - Government immigration agencies will often need passports with notarial certification
  Sometimes specific requirements go as far as requiring every page within your passport to be officially notarized.

Do you need a Notarised Copy of Your Passport? 

Give us a call on 020 7499 2605 and we will talk you through what you need to do. 

Gathering Required Documents

Before having your passport copy notarised, it’s essential to collect all required documents. For the process of notarization, presenting your original passport is commonly expected so that the notary public can confirm its authenticity and that the copy is a true representation of this document. 

Alongside this, proof of address must be provided. 

Please see our guide to proof of address documents  in the UK for information on what constitutes proof of address in the UK.  

Acceptable proof varies depending on local regulations or by institution.

Ensuring you have prepared all pertinent documents in advance of meeting with the notary will facilitate an efficient and seamless experience. 

It’s important to ascertain any specific documentation stipulations relevant for your locale or required by the entity requiring the certified photocopy of your passport, thus forestalling potential holdups in completing this task.

Finding a Notary Public

It is essential to find a notary public when you need to have your passport copy notarised. 

To locate one, consult local listings, conduct online searches, or seek suggestions from acquaintances and professionals in the legal field. 

Notary services are commonly available at financial institutions as well as through websites that specialize in legal assistance. 

These could serve as starting points for your search. Speaking, urban centers tend to offer more notarial options than less populated rural areas.

You might also consider reaching out to trustworthy solicitors or respected community figures who typically maintain networks with dependable notaries. 

They can offer referrals tailored to meet your requirements. Leveraging such contacts ensures that you secure the service of a proficient notary public who will certify your passport copy both thoroughly and promptly.

Do you need an Apostille on your document certification?

An apostille is an official certificate given by the UK Government which confirms that the notary certifying documents is in fact a notary in the UK and that the notary has signed and sealed his or her . 

Apostilles introduce an additional layer of authentication. 

The Apostille system is administered by the legalisation office of the Foreign, Commonwealth & Development Office (FCDO). 

This additional certification attests to the authenticity of the signature and seal from the notary public.

Should these same documents be required overseas, they may need an apostille to secure their legal acceptance across borders. To achieve this endorsement requires submitting your previously-notarized document to the FCDO, whereupon it will undergo verification – confirming that both document and certifying party bear recognition at government levels.

There are instances (specific countries or particular dealings) which might necessitate each page of your passport being individually certified with both a notchy stamp as well as accompanied by corresponding apostilles. Such thorough validation guarantees universally recognized legality fit for formal engagements in foreign territories. Discerning these distinct processes enables you appropriately tailor requisite certifications relative to geographic necessity conjoined with targeted application intent related thereto regarding documentation employment prospectively entertained internationally.

Certifying documents for use inside the UK 

For documents intended for use within one’s own country, having a certified copy of the passport is usually enough.

Certification can be made by a number of recognised professionals and requirements differ from institution to institution but include:

• Notaries Public – specialise in certifying and notarising documents, including KYC documents, for both domestic and international use.
• Solicitors – UK solicitors are often authorized to certify KYC documents.
• Accountants – chartered and certified accountants can also provide certified copies, especially for financial institutions.
• Chartered Legal Executives – members of the Chartered Institute of Legal Executives (CILEx) can certify KYC documents.
• Bank Officials – many banks allow their branch managers or designated officials to certify copies for KYC purposes.
• Regulated Financial Advisors – certified financial planners or advisors registered with the Financial Conduct Authority (FCA) are accepted by some institutions.
• Commissioners for Oaths – are qualified to certify documents and take affidavits.
• Doctors (GPs) – in limited cases, General Practitioners or other regulated healthcare professionals can certify documents for identity verification. But be careful, Doctors are super busy and often resent having to provide non-medical processes. 
• Chartered Surveyors – regulated by the Royal Institution of Chartered Surveyors (RICS), they can sometimes certify for property-related KYC needs.
• Teachers or Lecturers – sometimes accepted if they’re affiliated with a known institution, although this is more common for lower-risk certifications.

If you need your certified copy for domestic UK purposes, you should check with the institution making the request as to who they recognise for certifying documents. 

Most institutions requesting certified copies of KYC documents usually provide a list of acceptable professionals who can provide certified copies of documents. 

Costs Associated with Notarizing a Passport Copy

The price for obtaining a notarized copy of your passport can fluctuate depending on various elements. 

These variables encompass the volume of documents requiring notarization and the number of people involved in the process. 

For example, should there be a necessity to notarize every page within your passport, this would escalate costs due to an increased number of certified documents.

Additional expenses beyond the standard fee for notarization may arise for handling original documents, creating photocopies, and processing completed forms. 

It’s essential to consider these potential additional charges when planning financially so as to seamlessly navigate through the certification process without encountering unforeseen monetary obstacles.

If you are required to obtain an Apostille copy, this can add to costs of document certification. 

Keeping Your Notarized Passport Copy Secure

It is essential to safeguard your notarized passport copy to avert its loss or deterioration. Ensuring that it is kept in a secure location like a locked safe or drawer will preserve its integrity and guarantee availability for when you require it, especially if the document sees frequent official use, as misplacement could lead to considerable setbacks and difficulties.

Likewise, securing your original passport holds equal significance. By safely storing both the original document and its notarized counterpart together, you can shield these crucial documents from theft or harm. Such precautionary measures offer reassurance that these vital records are well-protected while keeping them readily accessible for future needs.

Regional Variations in the Notarization Process

The process of certifying a passport copy can differ considerably depending on local rules. 

Certain areas may mandate the notarization of specific pages within a passport, such as just the identification page or every page that has visa stamps. 

Being cognizant of these variations is crucial to ensure that your certified document adheres to all requisite legal protocols.

Within the United Kingdom, certification procedures for documents in Scotland and Northern Ireland are consistent with those practiced in England and Wales. 

Nevertheless, verifying any unique local mandates or instructions is recommended. 

People living in major cities often have greater access to professionals who can certify documents than those residing in less populated regions do. 

Consequently, individuals in more isolated areas frequently depend on alternatives like bank officials or Post Office locations for their document certification needs. 

Understanding these differences across regions allows individuals seeking certifications to efficiently manage this task while ensuring correct execution of the process.

Practical Tips for Using a Notarized Passport Copy

Understanding when and how to utilize a notarized passport copy is key for effective use. For common legal or bureaucratic functions, the employment of certified copies can safeguard your original passport from loss or damage. These are especially valuable during KYC procedures, where a notarized copy of your passport acts as trustworthy identification.

It’s equally crucial to refresh your certified copies regularly if they begin showing wear or no longer reflect your current appearance accurately. Maintaining the integrity and reliability of your notarized passport copy in this way will help you circumvent possible complications, guaranteeing that these documents are consistently prepared for use.

Summary

In summary, obtaining a notarized copy of your passport is a vital process for many legal and administrative purposes. By understanding what a notarized passport copy is, why you need it, and how to get it, you can ensure that your documents are properly certified and securely stored. Whether you’re dealing with legal matters, financial institutions, or international transactions, a notarized passport copy provides the necessary assurance of your identity. Keep your documents up-to-date and secure, and you’ll be well-prepared for any situation.

Frequently Asked Questions

What is a notarised copy of a passport?

A notarised copy of a passport is a legally verified reproduction that confirms the accuracy of the original document, ensuring its authenticity through the signature and seal of a notary public.

This process is often required for various legal and administrative purposes.

Why do I need a notarised passport copy?

A notarised passport copy provides official verification of your identity, which is essential for legal activities like opening bank accounts or conducting international transactions.

This added security ensures that your personal information is authenticated and recognized.

How much does it cost to get a passport copy notarised?

It typically costs between £12.75 for a few copies and up to £51.00 for multiple passport copies to be notarised, depending on the number of documents and any extra fees involved.

Who can certify my passport copy?

A notary public or other qualified professionals can certify your passport copy to confirm it is a true and accurate reproduction. This certification is often required for legal or official purposes.

How do I keep my true copy secure?

To keep your notarized passport copy secure, store it in a locked drawer or safe to prevent loss or damage while maintaining easy access when needed.

Remember, your certified copy will often be held in the same validity as the original physical document. So it is important to keep it safe to prevent identity theft and other fraudulent offences. 

what is a certified copy?

Can I get document certification at the post office? 

What is certify wording

How long does it take to get a notarised passport copy?

Explanation: The process is typically quick, often completed within the same day or by appointment, depending on the notary’s availability.

Can I get a digital copy of my notarised passport?

Notaries usually provide a physical notarised copy, but some may offer a digital version if needed. Confirm this in advance.

Can a photocopy of a notarised passport be used in place of the original?

Generally, notarised copies are accepted in place of originals for specific legal or official purposes, but confirm this with the requesting institution.