Apostille for a Copy of a U.S. Passport — Document Guide

Confirm what the receiving party actually wants

Before you photocopy anything, ask the foreign bank, registry, lawyer, or agency exactly what they will accept: a copy of the photo/data page only or every page; a color copy; a copy certified by a U.S. notary with an apostille; a copy certified by their own country’s embassy or consulate in the U.S.; or a copy certified by a lawyer, bank officer, or notary in their country instead. Some destinations will not accept a U.S. notary’s copy certification at all, while others expect it plus an apostille. Also confirm whether they need the original wording in a specific language, whether a certified translation of the notarial certificate and apostille is required, and how recently the certification must be dated. Make sure the passport is valid (not expired) and that the name matches the other documents in your file.

Notarized copy and Secretary of State outline

1) Make a clear, legible copy of the passport data page (and any other pages requested), with the signature visible. 2) Have it notarized using a method your state allows. In states where notaries may certify copies of documents like passports, the notary compares the copy to the original you present and attaches a copy-certification certificate. In states where notaries cannot certify copies (or cannot certify copies of certain documents), the usual workaround is a signed statement by you, the document holder, attesting that the attached copy is a true and complete copy of your passport, notarized with an acknowledgment or jurat. Rules vary by state—follow your notary’s guidance and that state’s apostille checklist. 3) Submit the notarized copy to the Secretary of State in the same state where the notary is commissioned, for a Hague apostille or, for non-Hague destinations, a certificate of authentication that may then need U.S. Department of State authentication and embassy or consulate legalization. 4) Use tracked shipping and keep scans of the full packet. Do not mail your actual passport to a Secretary of State or to the U.S. Department of State for an apostille.

Fee and timeline estimates

Estimates only—fees and queues change. Notary fees are set or capped by each state and are often roughly $2–$15 per notarial act, with mobile or remote online notaries charging more for travel or platform fees. State SOS apostille fees often fall roughly in the $5–$25+ per document range, with higher charges for expedited or same-day service where offered. Getting the copy notarized can take minutes at a bank, shipping store, or mobile notary appointment. Mail-in SOS processing can range from several business days to a few weeks in busy periods; walk-in or courier hand-carry (where offered) may finish the apostille step in roughly one to a few business days. Non-Hague legalization through an embassy or consulate can add one to several weeks. If the receiving party has a freshness window for the certification date, time the notarization so the packet arrives inside it. Always verify live fees and hours on the Secretary of State site before you send documents.

Walk-in vs mail vs courier

Mail-in DIY is usually cheapest if you have time and can follow your Secretary of State’s checklist exactly (cover letter, destination country, fee, prepaid tracked return envelope). Walk-in helps when you live near the state capital and the SOS offers counter service, which is useful when a foreign bank account opening, closing date, or company filing is close. Couriers are useful when you are already abroad, when you are using a remote online notary and need the apostille from the state where that notary is commissioned, for multi-document packets (passport copy + power of attorney + articles of incorporation or a certificate of good standing for a foreign company or property purchase), or when the destination requires embassy legalization after the apostille. Budget for notary fees, SOS apostille fees, courier service fees, certified translations if required, and tracked shipping both ways.

Common mistakes

Sending the original passport to a Secretary of State or the U.S. Department of State expecting it to be apostilled; submitting a plain photocopy with no notarization; using a copy-certification method your notary’s state does not allow; sending the notarized copy to the wrong state (the apostille follows the notary’s commission state, not where you live or where the passport was issued); a notarial certificate missing the notary’s seal, commission expiration, or required wording; blurry or cropped copies where the photo, signature, or machine-readable zone is not legible; using an expired passport; skipping translation or embassy legalization for non-Hague countries; or assuming the foreign recipient will accept a U.S. notary’s certification when they actually want their own consulate’s. Informational only — not legal advice; questions about identity verification rules abroad, foreign company formation, or real estate purchases belong with a qualified professional in the destination country.

Related state guides

• California apostille guide
• Texas apostille guide
• Florida apostille guide
• Illinois apostille guide
• Georgia apostille guide
• Colorado apostille guide

FAQ

Can I get an apostille on my actual U.S. passport?

Generally no. A U.S. passport is a federal travel document and is not itself sent for an apostille. Foreign recipients usually want a notarized or certified copy of the data page, and the apostille is placed on that notarized copy.

Who apostilles a notarized copy of a passport?

Usually the Secretary of State (or equivalent competent authority) in the state where the notary who notarized the copy is commissioned. The apostille authenticates the notary’s signature and seal, not the passport itself.

Can any notary certify a copy of my passport?

It depends on the state. Some states let notaries certify copies of documents like passports; others do not, and the common alternative is a notarized statement signed by you attesting that the attached copy is true and complete. Ask your notary what your state allows and follow that state’s apostille checklist.

Will the foreign bank or registry accept a U.S. notarized passport copy with an apostille?

Often, but not always. Some institutions want the copy certified by their own embassy or consulate, or by a lawyer or notary in their country. Confirm the exact requirement in writing before you start.

Is this legal advice?

No. This page is informational only. Requirements vary by state, notary rules, and destination country and change over time—verify on official Secretary of State pages or consult a qualified professional. An apostille authenticates a signature/seal; it does not verify your identity or certify the contents of the document.