If you’ve been asked to provide a certified copy of your passport, you are not alone. Banks, employers, universities, and authorities often request one when they need proof of identity but do not want to receive or store your original passport.
For many people, the phrase itself is confusing. Is it the same as a notarized copy? Do you need an apostille? Can a Swedish Notary Public do it? And what happens if the document will be used abroad?
This blog explains what a certified passport copy is, when it is commonly required, and how the process usually works in Sweden.
What is a certified copy of a passport?
A certified copy of a passport, also called a certified true copy, is a copy that has been officially verified to match the original passport.
In Sweden, this is commonly done by a Notary Public (Notarius Publicus). The notary compares the copy against the original passport and certifies that the copy is a true and accurate reproduction. The certified copy is then usually signed and stamped.
This is often requested in situations where the receiving party needs reliable identity documentation but does not want to handle the original passport itself.
Why do organizations ask for a certified copy instead of the original?
There is a simple reason: risk and practicality.
Many organizations do not want to collect, hold, or process original passports unless absolutely necessary. Instead, they ask for a certified copy so they can verify identity while reducing the risk of losing or mishandling the original document.
This is especially common in regulated, cross-border, and administrative processes where identity checks must be documented properly.
When is a certified copy of passport required?
A certified copy of a passport is commonly requested in the following situations:
Banks and financial institutions
Banks often ask for certified passport copies during KYC, onboarding, compliance reviews, account opening, and international financial processes. If a bank is working across borders or under stricter compliance rules, it may specifically request a copy certified by a notary.
Employers and HR departments
Employers may ask for a certified passport copy for right-to-work checks, relocation files, onboarding procedures, or international employment documentation. This can be especially common when a company is hiring someone from another country or transferring an employee internationally.
Universities and admissions offices
Universities may request a certified passport copy for identity verification, admissions files, enrollment, or international student administration. In some cases, they also specify the exact wording they want on the certification.
Authorities and regulated entities
Certain authorities, licensing bodies, and regulated organizations require identity documents in certified form to reduce the risk of fraud or document mismatch.
International or cross-border submissions
If you are submitting documents to another country, the receiving party may require more than a plain passport photocopy. In such cases, they may ask for a certified copy, a notarized copy, or even a certified copy with apostille.
Certified copy vs notarized copy: is there a difference?
In everyday use, many people use these terms interchangeably.
When someone asks for a certified copy of passport and someone else says notarized passport copy, they are often referring to the same practical result: a copy that has been checked against the original and certified by a notary.
That said, the safest approach is always to follow the exact wording used by the receiving organization. Some institutions are very specific and may distinguish between:
- certified copy
- notarized copy
- apostilled copy
- legalized document
The wording matters, especially in international matters. Learn about the distinction in detail here.
How the process works in Sweden
If you need a certified passport copy in Sweden, the process is usually straightforward.
First, check what the receiving party actually wants. Some only want a certified copy. Others may want a notarized copy. If the document is going abroad, they may also require an apostille or another legalization step.
Next, bring your original passport. This is important because the certification is based on comparison with the original. In many cases, bringing only a photocopy is not enough.
The notary then compares the copy to the original passport and certifies that it matches. Once completed, you receive the certified copy, usually with the notary’s signature and stamp.
If the document will be used outside Sweden, you should then check whether the notary’s certification also needs an apostille or another type of legalization.
What you should prepare before visiting a notary
To make the process smoother, it helps to prepare properly.
You should normally have:
- your original passport
- a clear copy of the passport photo page, if requested
- any written instructions from the receiving organization
- the destination country, if the document will be used abroad
This last point matters more than people expect. The country where the document will be used often determines whether a certified copy alone is enough or whether an apostille or legalization is also needed.
If there is also a form that needs your signature witnessed, remember that many notary offices require you to sign in front of the notary and show valid identification at the appointment.
Common mistakes that cause delays
A lot of document problems happen because people assume all certification requests are the same. They are not.
One of the biggest mistakes is not checking the exact requirement. A recipient may ask for a certified copy, but what they actually need is a certified copy plus apostille.
Another common issue is showing up without the original passport. A notary usually needs the original document to certify that the copy matches it.
Poor copy quality can also cause trouble. If the passport image is blurry, cropped, reflective, or missing details, the receiving party may reject it.
People also often assume that an apostille is always necessary. It is not. Whether you need one depends on the destination country and the recipient’s rules.
Finally, some assume that EU rules remove all formalities for all documents. That is not always true. You should always follow the specific instructions given by the institution requesting the passport copy.
Do you need an apostille on a certified passport copy?
Sometimes yes, sometimes no.
If the certified passport copy will be used in another country, the receiving authority may ask for authentication of the notary’s certification. In that case, an apostille may be required if the destination country is part of the Hague Apostille system.
If the destination country is not in that system, a different legalization route may apply instead.
This is why the destination country should always be confirmed before booking the notarial service. It can change the entire process.
Who issues apostilles in Sweden?
In Sweden, notaries public are designated as Competent Authorities to issue apostilles. That means the apostille step may be handled through the notarial route depending on the document and circumstances.
This is one of the reasons it is helpful to confirm the exact end-use of the document before proceeding.
Will the certified copy definitely be accepted?
Not automatically.
A certified copy of a passport is often accepted by banks, employers, universities, and authorities, but final acceptance always depends on the receiving organization’s internal policy.
That is why it is best to ask them clearly:
Do you need:
- a certified copy only,
- a certified copy plus apostille,
- or another specific format?
Getting this answer in writing can save a lot of time.
Why this matters for international document use
Passport copy certification seems simple, but international use adds complexity quickly. One country’s routine verification may be another country’s insufficient documentation.
For people dealing with relocation, study abroad, employment onboarding, banking, immigration support files, or regulated submissions, getting the document format right the first time can prevent delays, rejection, and repeat appointments.
Final thoughts
A certified copy of a passport is one of those document requirements that sounds minor but can become frustrating if handled incorrectly. The good news is that the process is usually straightforward once you know what the receiving party actually needs.
The key things to remember are simple:
bring the original passport, check the exact wording requested, and confirm whether the document will be used only in Sweden or abroad.
If the document is for use outside Sweden, always check whether apostille or legalization is needed in addition to the certified copy.
Need help with a certified copy of your passport?
If your bank, university, HR department, or another authority asked for a “certified copy of passport,” send us their exact wording together with the destination country.
We can help you confirm whether you need:
certified copy only, or certified copy plus apostille/legalization.
Contact us at info@notarette.com to learn more or get your document notarized quickly.