Two people applying together needed a passport certified true copy for investment paperwork, one copy each, and they offered to come in that afternoon or the next morning; the tricky part was that the investment form, not the notary, decides what the certificate has to say.
| Case at a glance | Details |
|---|---|
| Document | Passport bio data pages for two holders, one page each |
| Language | No translation needed (English documents) |
| Who reads it | The investment platform or fund administrator handling the application |
| What the client needed | A certified true copy of each holder’s passport to complete an investment application |
| Our service | Certified true copies by a Notary Public, made at the office from the original passports, with both holders attending |
| The tricky part | Two separate holders, a short window to attend, and an investment form whose wording decides the certificate |
Two passports, one investment form
The enquiry came through our home page. Two people, applying together, wrote that they needed certified true copies of their passports for an investment application. They gave two signers on the form, chose to come to the notary office, and said they could be there early that afternoon or the following morning. They uploaded two files, one image and one PDF, which appeared to be copies of the passport pages.
The destination field said Singapore.
On the surface this is one of the simplest requests a notary sees. A passport bio page is a single, standard page. There is nothing to translate and nothing to draft. Yet this is also a request where small misunderstandings regularly cost people a second visit, so it is worth slowing down for a moment.
The phrase on the form matters more than the photocopier
Investment platforms, fund administrators and banks ask for identity documents because they must know who their investor is. How they phrase that request varies a great deal, and each phrase points to a slightly different document.
Some forms ask for a “certified true copy”. Some ask for a “notarised copy”. Some give their own certification wording and ask the certifier to write or stamp it word for word, often alongside their name, signature, date and contact details. A few ask for a statement that the photograph is a true likeness of the person, which can only be said by someone who has seen that person face to face.
Those are not interchangeable. A certificate that says “true copy” when the platform’s checklist requires its own sentence can be sent back, even though the copy is perfect. So before anyone photocopies anything, the most useful thing the clients can do is send us the platform’s exact instruction, or a screenshot of the relevant part of the form.
Why the uploads help, but are not the copies
The files the clients uploaded are useful for checking that each bio page is legible, that the machine-readable lines at the bottom are not cropped, and that nothing is obscured. They are not what the notary certifies. A certified true copy is made against the original passport, in the notary’s presence, so the uploaded scans serve as a preview only.
What the notary’s stamp is saying, and what it is not
A notary’s certified true copy of a passport makes a narrow statement. It says that the copy matches the original passport the notary examined. That is all.
It is not a statement that the passport is genuine in the sense a passport authority would check, nor that it is still valid, nor that the holder is suitable as an investor. The platform makes its own checks. What the notary adds is a trusted link between the paper in the platform’s file and a real passport that a professional has actually handled.
Where the platform also wants confirmation that the person in the photo is the person who attended, that is a separate statement, and it is one more reason both holders should come in person rather than one person bringing two passports. A notary can compare a passport with a photocopy without the holder in the room. Saying anything about the holder needs the holder.
Planning the visit for two holders
This is how we would set up a two-holder request like this one. It describes our approach rather than a confirmed appointment.
- Read the platform’s wording. We ask for the instruction or form text, so the certificate matches what the investment administrator asked for rather than a generic phrase.
- Check the uploaded scans. We look at each bio page for legibility, cropping and glare, and flag anything that suggests the original may be damaged or close to expiry.
- Book one visit for both. Both holders attend together with their own original passports, so each copy can be made and certified in a single sitting.
- Copy and compare. The notary copies each bio page, compares it with the original in hand and returns the passports straight away.
- Certify each copy separately. Each holder receives a copy certified on its own, so the platform can file them against the right applicant.
- Confirm the destination. If the investment is administered outside Singapore, we check whether an apostille or other step is asked for before anything further is booked.
Same document, similar deadline? Send us the passport scans and the platform’s certification instructions, and we will confirm the scope and a quote before anything is paid.
The certificate pack we would prepare
For two holders the output is two separate certified copies, not one combined document. Each would show the passport bio page, the notary’s certification, signature and seal, and the date of certification.
If the platform supplied its own wording, the certificate follows it. If the platform asked only for “a certified true copy” without specifying anything else, a standard notarial true copy certificate is what we would prepare, through our certified true copy service in Singapore.
Investors are sometimes asked to sign other papers in the same application, such as declarations or subscription forms. If those also need a witness, it is efficient to bring them to the same visit. We would only add them to the scope if the clients asked; a passport copy request does not automatically include witnessing anything else.
A practical note on the passports themselves
Two things often trip people up. A passport that expires soon may be refused by the platform even if the copy is flawless, so it is worth checking the platform’s rules on remaining validity before the visit. And if a holder has recently renewed, the copy should be of the passport the application names, or the details will not match.
Before anyone mentions an apostille
The clients did not ask for an apostille, and the form said Singapore. Even so, the question deserves a moment, because investment applications often run through administrators in other countries.
An apostille is issued under the 1961 Hague Apostille Convention for public documents that have to be produced in another member country. In Singapore, the Singapore Academy of Law (SAL) issues apostilles, and on a notarised document it places the apostille on the notarial certificate. If the platform is in Singapore, none of that applies.
If the fund or platform sits in another country and its instructions ask for an apostille, that changes the scope. If the country is not a member of the Convention, the chain changes again. That is why we ask where the investment is made and what the administrator’s checklist says before suggesting any extra step, and why we would never add an apostille for a notarised copy that nobody asked for.
Status of the request
At the time of writing, this request is at the planning stage. The clients have shown when they can attend. What is still open is the platform’s exact wording and where the investment is administered. Those two answers settle the certificate form and whether anything beyond the notary is needed. If you are in the same position, you can send the platform’s instructions to our notary office before booking a time.
The same habit of confirming the reader before choosing the instrument runs through our case study on two declarations witnessed in Singapore, where the document’s destination, not its wording, decided which officer was the right one.
Key takeaways for investors certifying passport copies
- Copy the platform’s exact certification instruction before your visit. “Certified true copy” and “notarised copy” can mean different things to different administrators.
- Each holder should attend with their own original passport. A notary certifies against the original, not against a scan.
- Ask for one certified copy per holder, so each investor’s file is complete on its own.
- Check your passport’s remaining validity against the platform’s rules, not just the notary’s.
- Find out where the investment is administered before thinking about an apostille. If it is Singapore, you almost certainly do not need one.
Certified passport copies for investors: common questions
Can one of us bring both passports to the notary?
A notary can compare a passport with a copy without the holder present, but many investment platforms want the certifier to have seen the person too. Unless you know the platform does not care, it is safer for each holder to attend in person.
Does a certified true copy prove my passport is valid?
No. It confirms the copy matches the original passport the notary examined. The platform carries out its own identity checks, and validity is something you should check yourself against its rules.
The platform gave us its own certification sentence. Can the notary use it?
Usually, yes. Send us the wording in advance so the notary can check it describes something they can properly certify. If a phrase asks the notary to confirm something outside a copy certificate, we will tell you before the visit.
Do we each need a separate certified copy, or can both pages go on one sheet?
Most administrators file each investor separately, so one certified copy per holder is the cleaner choice. If the platform specifically asks for a combined document, tell us and we will consider it.
Our investment platform is overseas. Do the copies need an apostille?
Only if the platform asks for one. If it does, and the country is a member of the Apostille Convention, the notarised copies can go to SAL for an apostille. If it is not a member, embassy legalisation may be required instead. Confirm the platform’s instruction first.
We uploaded scans already. Is that enough?
The scans let us check legibility in advance, but they cannot be certified on their own. The notary needs to see the original passports to make and certify the copies.
Get your passport copies certified for your investment application
Send us a scan of each passport bio page and the platform’s certification instructions. We confirm the certificate wording and whether anything beyond the notary is needed, then give you the scope and a quote before you book the visit.
Client details in this case study have been withheld or changed to protect privacy.
Related reading
- Declaration witnessed in Singapore case study
- Contractor agreement attestation for the UAE case study
- Notary Public questions answered
Based on a real request our team handled. The document, purpose and requirements are described as the client shared them, with all names and personal details removed.