In some countries, such as Canada, a certified true copy must be made in the passport office or a government office abroad. [4] X Research source If your country requires this, your copy may not technically be considered a certified true copy if you don’t follow that method – even if the requesting organization says you can make your own copy.
Some organizations require the certified true copy to include your signature to show that you signed your passport. If you haven’t signed your passport, you may need to order a new passport, sign it, then order your certified true copy. [6] X Research source
Make sure the file is of a large enough size and resolution that everything on the copy is legible. You may have to make it larger than your actual travel document. If you scan the image at a facility that doesn’t have printers available, you’ll need to save it so you can print it later. The easiest way to do this is to email a copy of the image to yourself.
While you don’t necessarily need to use photo paper, the paper should be of quality stock. Otherwise, it may not be able to hold the quantity of ink necessary to produce a quality image. Avoid standard copy paper, which will be too thin to produce a good image. If you use photo paper, make sure the person who certifies it will be able to write legibly on the paper. It may be difficult for them to write on glossy paper.
Typically, the person certifying your copy must write something to the effect of “Certified to be a true copy of the original seen by me,” then sign and date underneath. The person certifying your copy may also need to include their printed name, occupation, and contact information. If your copy is certified by a notary public, they will also place their seal next to their signature on the document.
The notary public will affix their seal next to their signature. Make sure you have enough room on the copy so that the seal does not cover or distort the image.
Other professionals that may be qualified to certify documents include bankers, accountants, religious ministers, teachers, and doctors. Do not ask a professional to certify the copy of your passport if they are related to you, in a relationship with you, or live at the same address as you. Keep in mind that in some states, notaries public are not authorized to certify copies of government documents.
If you need expedited service, contact the passport agency and find out the time frame for certified copies. You may have to pay an additional fee to get your copy more quickly. If you need the copy sent directly to the requesting organization, let your passport agency know when you complete the application.
