Why the state route
The Office of Authentications lists passports among documents it does not authenticate; the passport is an identity document, not a public record meant to be certified. Foreign banks, notaries, registries and company registrars that need a “legalized copy of the passport” accept a notarized copy with a state apostille.
How the copy is notarized
- Copy certification by the notary — the notary photocopies the passport (or compares your copy to the original) and attaches a certificate stating it is a true copy. Permitted for passports in Florida, Texas, Arizona, Nevada, Colorado, Pennsylvania and others; prohibited in states such as New York and Georgia (identity documents) and restricted in California (notaries may certify copies only of POAs and journal entries; use the custodian method).
- Copy certification by document custodian — you sign an affidavit stating the attached copy is a true and complete copy of your passport, and the notary notarizes your signature. Works in every state and is accepted by most foreign recipients.
Copy the full data page in color where possible; some recipients also require the signature page and any pages with relevant visas.
Remote online notarization
Signers abroad commonly use a remote online notary (Florida, Texas, Virginia and others) to certify the passport copy or custodian affidavit, then obtain an e-apostille or paper apostille from that state. Confirm that the receiving party accepts an electronically notarized copy.
Typical uses
- Opening bank or brokerage accounts abroad.
- Registering as a shareholder or director of a foreign company.
- Property purchases through a representative.
- Residency and citizenship files that require an authenticated identity document.
- Court proceedings abroad.
Other identity documents
Driver’s licenses, state ID cards and Social Security cards follow the same notarized-copy route. The U.S. Social Security Administration and state DMVs do not certify copies for apostille (though some DMVs issue certified driving records, which are state public documents).
Common reasons for rejection
- Attempting to apostille the passport itself
- Copy certification in a state that prohibits it for identity documents
- Black-and-white copy where the recipient requires color
- Incomplete notarial certificate
- Expired passport where the recipient requires a valid one
Frequently asked questions
Can the U.S. Department of State apostille my passport?
No. Passports are not authenticated by the Office of Authentications. A notarized copy apostilled by a state is the accepted equivalent.
Which states allow notaries to certify passport copies?
Florida, Texas, Arizona, Nevada, Colorado and several others. Where prohibited, use a custodian affidavit notarized in any state.
Will a foreign bank accept a notarized copy with an apostille?
This is exactly what most foreign banks and company registrars ask for. Some also require the copy to be made within the last three months.
