Certified passport copies for your ITIN application

What “certified copy” means to the IRS

A certified copy is an exact copy of your document that the original issuing agency provides and certifies, with that agency’s official stamped seal. For a passport, that means the government office that issued it, not a lawyer, notary or bank.

The IRS also accepts copies certified by officers at US embassies and consulates overseas, where they offer the service. A certified copy of a valid passport does the same job as the original: it proves both your identity and your foreign status, so you don’t need a second document.

The same rule applies to every document you send with Form W-7: originals, or copies certified by the agency that issued them. The ITIN document checklist covers the other documents.

Why notarized and apostilled copies don’t count

The IRS says it plainly on its supporting documents page: “We don’t accept notarized documents.” A notary public confirms the signer’s identity and witnesses and records the signing. A notary isn’t the agency that issued your passport, so a notarized copy doesn’t meet the IRS definition.

The same goes for the kind of certified true copy used for banks in many countries. UK government guidance, for example, describes certifying a copy by having it signed and dated by a professional such as a solicitor. That’s a certified copy for many purposes, but not for an ITIN, because the certifier didn’t issue the passport.

An apostille doesn’t fix this. Under the Hague Apostille Convention, an apostille only certifies the authenticity of a signature, the capacity of the person who signed and the seal or stamp on a public document. It doesn’t authenticate the content. An apostille on a notarized copy is still a notarized copy.

There’s one exception. Spouses and dependents of US military personnel who apply from an overseas or APO/FPO address may send notarized copies, together with a copy of the servicemember’s US military ID.

Who can certify your passport copy

You have two sources:

1. The office that issued your passport. Ask whether it certifies copies, how long it takes and what it charges. The IRS tells applicants to contact the issuing agency for details.
2. A US embassy or consulate in your country. The IRS says consular officers overseas provide certification and authentication services, and suggests contacting the American Citizens Services section in advance. The W-7 instructions add that services vary between countries.

Whichever you use, check that the copy carries the certifying office’s official seal before you post it.

Examples by country

These are the routes confirmed on official government sites in September 2026. Fees and procedures change, so check the source before you book.

Passport offices that certify copies

US embassies that list the service

The UK, India and Nigeria

UK passports are issued by HM Passport Office, Indian passports by the Ministry of External Affairs through Passport Seva, and Nigerian passports by the Nigeria Immigration Service. Ask the passport office directly whether it will certify a copy with its official seal before you plan around it. The notarial services pages of the US embassies in these three countries don’t list certified passport copies for ITINs. Unless your passport office confirms it can help, plan on a Certifying Acceptance Agent or mailing the original.

Visa pages and expiry dates

A certified copy of a passport must include the US visa pages if a visa is required for your application. Box f applicants (students, professors and researchers) need a passport with a valid US visa, unless their foreign address is in Canada, Mexico or Bermuda. Box g applicants attach a copy of the visa. Canada’s certified copies leave out visa pages, so this matters if you’re in one of those groups.

The passport itself has to be current. The IRS treats it as current if the expiry date hasn’t passed by the day you submit Form W-7, and the postmark date generally counts as the submission date. If it expires while the IRS is processing your application, that’s fine. A certified copy of an expired passport won’t work.

Dependents who need to prove US residency need a passport that shows a date of entry into the US. Otherwise they send another document, such as a US school or medical record, alongside it.

How long it takes and what it costs

The IRS doesn’t charge for an ITIN, but the office that certifies your copy sets its own fee and timing. Some examples from the official pages:

• US Embassy in Japan: normally issued during the appointment. The notarial fee is paid at the consular cashier.
• Philippine DFA: released after three working days at the DFA ASEANA office. At other consular offices, the release date depends on their schedule.
• Canada, stamped copies: most are processed within 20 business days, not counting mail time, with no express or urgent option.
• US Embassy in Bangkok: by mail, for the baht equivalent of US$50 plus return postage.

Ways to skip the certified copy

If you can’t get a certified copy, or it would take too long, you have other options:

• A Certifying Acceptance Agent (CAA). CAAs work in the US and many other countries. The agent checks your original passport, hands it back and sends the IRS a copy with a certificate of accuracy. You pay the agent’s fee. The IRS requires the agent to have your original in hand during the interview, even when the interview is by video. Certifying Acceptance Agents explains how to find one.
• An IRS Taxpayer Assistance Center. Free, US only, by appointment on 844-545-5640. Staff check your original and return it at the appointment.
• Mailing the original. Free. The IRS returns it to the mailing address on your Form W-7 within 60 days, and you may include a prepaid Express Mail or courier envelope for a faster return.
• Your school, if you’re a student. F, J and M students and exchange visitors applying under Exception 2 can have their ID certified by a school approved under the Student and Exchange Visitor Program, instead of mailing originals.

If the IRS decides your documents are wrong, it writes to ask for new ones or rejects the application. If that has already happened, see ITIN application rejected. TheITINapp isn’t a CAA and can’t certify a copy, but it reviews your documents and tells you which route fits before you send anything.