Certified copy of passport: when it’s required and how it works

A certified copy of a passport (often called a “certified true copy”) is a copy that is verified to match the original. In Sweden, a Notary Public (Notarius Publicus) can verify copies and other document details, which is commonly what banks, universities, HR, and authorities ask for when they don’t want to handle an original passport. If the certified copy will be used outside Sweden, additional apostille or legalization may be required depending on the receiving country.

When is a certified copy of a passport required?

You typically need a certified (true) copy of your passport when the receiving party wants proof of identity but does not want to handle the original, for example:

Banks / financial institutions (KYC / onboarding, account opening, compliance checks)
Employers / HR (right-to-work checks, onboarding, relocation files)
Universities / admissions (identity verification for enrollment or application files)
Authorities or regulated entities that request a copy “certified by a notary”
Cross-border submissions where the recipient requires a notarized/certified copy rather than a plain photocopy

What documents and information are required?

Before booking/visiting a notary, prepare:

Your original passport (a certified copy is verified against the original)
A clear copy of the passport photo page (some notaries prefer to make the copy on-site)
If applicable, instructions from the receiving party (some specify exact wording like “certified true copy”)
Where the document will be used (Sweden vs another country), because this affects whether you may need an apostille/legalization step afterward
If the request is for signature witnessing on any accompanying form, be prepared that this often requires signing in front of the notary and showing valid ID (requirements vary by notary office).

How the certified copy process works (Sweden)

Confirm the receiving party’s requirement (do they want: “certified copy”, “notarized copy”, apostille?)
Bring the original passport (and a copy if requested)
The notary compares the copy to the original and certifies that it matches (copy verification is a standard notary function in Sweden).
You receive the certified copy (often stamped/signed).
If the certified copy is for use abroad: check if the recipient needs an apostille on the notary’s certification (Hague countries), or another legalization route (non-Hague).

Common mistakes that cause delays or rejection

Not checking the exact wording the recipient wants (“certified copy” vs “notarized copy” vs “apostilled”)
Bringing only a photocopy and not the original passport (often required for verification)
Poor copy quality (blur, glare, cropped edges, missing page/number details)
Assuming apostille is always needed (it depends on destination country + document type)
Assuming EU rules remove all formalities for all documents (EU simplifications apply to certain public documents and scenarios; always follow the receiving party’s instructions).

Frequently asked questions

What’s the difference between a certified copy and a notarized copy?

In practice, people often mean the same thing: a copy verified against the original by a notary. Always match the exact wording requested by the receiving party.

Do I need to show the original passport?

Usually yes — certification means the notary verifies the copy matches the original.

Can a Swedish Notary Public certify copies?

Yes. Verifying copies is one of the listed functions of a Swedish Notary Public (Notarius Publicus).

Will a certified passport copy be accepted by banks/universities/employers?

Often yes, but acceptance depends on the receiving organization’s policy. Ask them whether they require: (a) certified copy only, (b) certified copy + apostille, or (c) something else.

When do I need an apostille for a certified passport copy?

If the certified copy is going to another country and the receiving authority requires authentication, you may need an apostille on the notary’s certification for Hague Apostille Convention countries.

Who issues apostilles in Sweden?

Sweden has designated all notaries public as Competent Authorities to issue apostilles.

Is legalization the same as an apostille?

No. Apostille applies between Hague Convention countries. Legalization is typically the longer authentication chain used when the destination country is not in the apostille system.

Do I need to attend in person?

For copy certification, requirements vary by notary and situation; for signature witnessing, many notary offices require you to appear in person and sign in front of the notary.

Next steps

If your bank/university/HR asked for a “certified copy of passport,” send us their exact wording and the destination country.
We’ll confirm whether you need certified copy only or certified copy + apostille/legalization, and help you book the right option.