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Are Notaries allowed to notarize passports?

A person holding a stamp and a passport.

Notaries frequently ask the NNA if they may certify copies of passports for customers. Before doing so, you need to answer 3 important questions:

  1. Does your state allow you to certify copies of documents?
  2. Are there restrictions on certifying copies of passports in your state?
  3. Does the request meet all other requirements for copy certification?

Does your state allow you to certify copies of documents?

The only way a passport can be “notarized” is by certifying a copy of the original passport. So, you should first find out if your state authorizes you to certify copies of documents. You can find a list of each state’s copy certification rules in “How to certify a copy of a document.”

If you are commissioned in a state where Notaries cannot certify copies, such as Michigan, Nebraska, North CarolinaOhio, South Carolina or South Dakota, then you cannot notarize the passport.

If your state authorizes copy certification by Notaries, you can move on to the next step: Checking what type of documents are permitted for copy certification in your state.

Are there restrictions on certifying copies of passports in your state?

Some states restrict the type of document copies that Notaries may certify. For example, in Alaska, New York and Tennessee, Notaries may only certify tangible copies of electronic records, so certifying a copy of a passport (which is a physical document) is not authorized.

In California, Notaries may only certify copies of power of attorney documents or an entry in the Notary’s journal if requested by the Secretary of State or a court. California Notaries are not allowed to certify copies of any other types of documents, so they cannot notarize passports.

Texas is tricky. In Texas, Notaries may only certify a copy if the original document cannot be recorded with a specific government entity, such as the Secretary of State’s office, a court of law, or a county clerk. Any document that can potentially be recorded with an agency cannot be copy-certified. Because it is not always clear if a passport will or will not be recorded with some type of government entity at some point and the Secretary of State’s office has told the NNA in the past that a passport is a potentially recordable document, the safest course for Texas Notaries is to avoid certifying copies of passports.

Conversely, Iowa’s Secretary of State has published a Notary FAQ that specifically lists passports as a document that can have copies certified by Iowa Notaries.

Does the request meet all other copy certification requirements?

If your state permits you to certify copies and does not exclude passports, the final step is to confirm the request meets all your state’s other copy certification requirements. For example, in Florida, the Notary must supervise the making of the copy that they are going to certify.

In other states such as Arkansas, Connecticut and Delaware, Notaries must either supervise the copying of the original document or make the copy themselves. Arkansas Notaries must also keep a copy of the document for their records to confirm the certified document was not altered.

Pennsylvania Notaries must compare the original passport and the copy to confirm that the copy is a complete and accurate reproduction of the original.

Before obtaining a certified copy in West Virginia, a customer must give the Notary a written statement that the requested certified copy cannot be obtained from the office of a recorder, or custodian of public documents in West Virginia, that making a copy of the document does not violate state or federal law, and that the Notary keeps a copy on file.

Whether you are certifying a copy of a passport or any other document, always make sure that you follow all rules set by your state’s Notary laws.

If you are an NNA member and have questions about notarizing a passport or copy certification procedures for your state, you can contact the NNA Notary Hotline for assistance at 1-888-876-0827 or by filling out our online form.

David Thun is the Editorial Manager at the National Notary Association.

34 Comments

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Michael R. Lefebvre

25 Mar 2024

Are Florida notaries authorized to certify copies and or passports?

National Notary Association

25 Mar 2024

Florida authorizes Notaries to certify copies of documents that are not vital or public records. A Notary may supervise the making of a copy of a tangible or electronic record or the printing of an electronic record and attest to the trueness of the copy (FS 117.05[12][a]).

Lori Hostetler

25 Mar 2024

Great article! I'm in Texas and have been asked this numerous times and this article helps me to concisely state why I cannot perform the certification.

Carrie

25 Mar 2024

“For example, in Alaska, Illinois, New York and Tennessee, Notaries may only certify tangible copies of electronic records, so certifying a copy of a passport (which is a physical document) is not authorized.” I’m in Illinois and recently passed the state required notary training and none of the above was mentioned in the training nor was it on the exam. Just letting you know.

National Notary Association

25 Mar 2024

Hello. The Illinois information was in error and we removed it from that section of the article. We apologize for any confusion.

Bertha Desr

25 Mar 2024

Thanks so much for the information. Live in New York. This issue of certifying passports has not come up yet for me. Now I know my state does not allow it.

Clifton Palmer McLendon

25 Mar 2024

This Texas Notary thanks you for this timely information!

jesse hinkel

25 Mar 2024

so whats the work around for passports? is it just a hard no if asked? how do people that have passport notary requests get fullfilled?

National Notary Association

25 Mar 2024

Hello. The most common request from customers is for a copy certification of a passport. Whether or not you may perform this depends on your state's rules regarding Notaries certifying copies. You can find a list of copy certification rules for Notaries by state here: https://www.nationalnotary.org/notary-bulletin/blog/2014/04/how-to-certify-copy-document

Loretta

25 Mar 2024

Thank you for this info on passports. It was very helpful.

AM Botto

25 Mar 2024

I am a CA notary and cannot certify passport copies; however, if the passport holder (as the document custodian) writes and signs their own certifying statement, I can notarize their signature. In this scenario I am not certifying the passport copy, they are. I explain the difference between the approaches and let the passport holder decide if they want to try this approach. I never make this decision for them and I always recommend they contact the requestor to confirm if this approach will work before we proceed.

Judy Seki

25 Mar 2024

California notaries may not certify a passport, but we can notarize the sworn statement of a document custodian that the photocopy of a passport is a true photocopy. For the needs of most clients, this suffices.

Wendy Lewis

25 Mar 2024

I'm a Notary in California. The work around is I use the Jurat with Affiant Statement. The person who's Passport Photocopy it is, makes the statement that it's a true copy of the document. I notarize THEIR sworn statement.

Chandra Saihgal

25 Mar 2024

Very Informative on notarizing passports,I was not aware that passports had to be notarize

Shandra

26 Mar 2024

I do as Judy and Wendy stated. The owner of the passport makes a copy and writes a statement that they made the copy and it is a true and correct copy. I then notarize their statement.

Nathalie Cadavid

26 Mar 2024

I am a little newer in the notary game and while I did know Florida was a state it was allowed, I didn't know the part of you having to be present at the time of the copy. Learn something new everyday!

Jacqueline Talley

27 Mar 2024

I'm a notary in Arkansas thank you for this information. Very Informative on notarizing passports.

LYDIA MOORE

27 Mar 2024

In Nevada do they allow notarized copies of passports? Thank you.

National Notary Association

29 Mar 2024

Hello. Nevada Notaries may certify a copy of a passport. “A notarial officer shall … in certifying a copy of a document, photocopy the entire document and certify that the photocopy is a true and correct copy of the document that was presented to the notarial officer” (NRS 240.1655.2[c]).

Irma pfeffer

28 Mar 2024

They say in Texas, you cannot Certify a passport because it could be potentially recorded . so the word potential means this could happen, so since, it could happen Texas prefers being safe.

Jackie

29 Mar 2024

Can a commission notary in the State of Mississippi authorized certify copies and or passports?

National Notary Association

29 Mar 2024

Hello. No, Mississippi Notaries are not authorized to certify copies of passports.

Jackie

29 Mar 2024

Does the state of Mississippi allow me to certify copies of documents?

National Notary Association

01 Apr 2024

Hello. Only physical copies of electronic documents, and only under certain conditions. Mississippi Notaries who are custodians of an electronic document may certify a tangible copy of the electronic document is a true copy (1 Miss. Admin. Code Pt. 5, R. 50.6.5.A). Mississippi Notaries may take a verification on oath or affirmation of an attorney or custodian of the original document that a paper printout of an electronic record is a true copy (MCA 89-3-101[2][a]).

Stephanie Adams

29 Mar 2024

Another Arkansas NP here. Great information and refresher! Thank you for providing this information, state-specific.

Rose

08 Apr 2024

Are NYS notaries able to notarize a PDF copy of a New York State drivers license and US passport?

National Notary Association

08 Apr 2024

Hello. In New York, “A notary public may certify that a tangible copy of the signature page and document type of an electronic record notarized by such notary public is an accurate copy of such electronic record” (EL Section 135-c.6[d][i]). Such certification must (i) be dated and signed by the notary public in the same manner as the official signature of the notary public provided to the secretary of state pursuant to section one hundred thirty-one of this article, and (ii) comply with [Executive Law] section one hundred thirty-seven” (Executive (EL 135-c.6[d][i]).

Nadea Sp

23 Jun 2024

That’s not true I’m from South Carolina and I called Secretary of State, I can notarize a copy of the passport

National Notary Association

24 Jun 2024

UPDATED 6-24-24. Hello. Thank you for bringing this to our attention. According to the South Carolina Notary Public Online Manual (https://dc.statelibrary.sc.gov/server/api/core/bitstreams/a212fe9a-75e6-41b9-acf9-942d1be09a0f/content), South Carolina Notaries cannot certify copies of documents. However, the holder of the document may sign an affidavit certifying the authenticity of a photocopy and have the holder's signature on the affidavit notarized, except when a certified copy is available from an official source (for example, vital records). We apologize for any confusion.

Trina

12 Jul 2024

Should the name of the article read: "Are Notaries Allowed to Notarize Copies of Passports?"

chris@notarychris.com

17 Jul 2024

What about providing certified copies of *international* passports in the state of Virginia?

National Notary Association

18 Jul 2024

Hello. Virginia Notaries may certify copies of documents. However, they are prohibited from certifying documents in the custody of a court (COV 47.1-12). A Notary may not certify a copy of a birth, death, or marriage certificate (Handbook for Virginia Notaries Public).

Mario Atkins

22 Aug 2024

I'm currently researching the topic of copy certification via Remote Online Notarization (RON) and working on a proposal to overturn existing restrictions in Florida, as outlined in House Bill 409 (Chapter 2019-71, Laws of Florida), specifically addressing Chapter 117, Section 117.275. I noticed that some states allow copy certification via RON, and I'm interested in understanding their reasoning and the legal basis for these allowances. Could you please direct me to any resources or contacts within the National Notary Association who might assist in reviewing my argument? Additionally, is there a way to connect with your legal department for guidance on this matter? Thank you for your assistance, and I appreciate the NNA's ongoing support and insights on notarial issues.

National Notary Association

28 Aug 2024

Hello, Mario. We forwarded your question to Bill Anderson, the NNA's Vice President of Government Affairs. Here is his response: "Copy certification via RON" can mean: 1. The Notary certifies a copy of an electronic record just like the Notary certifies a copy of a paper record. 2. The Notary certifies a paper-printout of an electronically notarized record is a true copy of the electronically notarized record. Florida already authorizes both (FS 117.05(12): "A notary public may supervise the making of a copy of a tangible or an electronic record or the printing of an electronic record and attest to the trueness of the copy or of the printout..." As for the reasoning and legal basis, the reasoning is that not all agencies receiving notarized documents may be able to accept electronic records. So, the solution is to paper them out and certify the paper printout is a true copy of the electronic record and file that. Most U.S. states authorize this. It's particular use is with recording real property records in counties or towns where the recorder/county clerk/register of deeds can accept only paper records. The legal basis of this in Florida, as noted above, is FS 117.05(12).

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