Forms of ID are used to prove who you are. They may be requested by banks, employers, solicitors, universities, landlords, government departments, overseas authorities, embassies and professional bodies.

The right form of ID depends on the organisation asking for it. A passport may be accepted for one process, while another organisation may ask for a driving licence, biometric residence permit, birth certificate, certified passport copy or proof of address as well.

For overseas use, ID documents can become more complicated. A foreign authority may ask for a certified copy, solicitor certification, notary certification, apostille, translation or embassy legalisation before accepting the document.

This guide explains which forms of ID are commonly accepted, when certified copies are needed and how ID documents can be prepared for international use.

What counts as a form of ID?

A form of ID is a document used to prove identity.

It may confirm:

• your full name
• date of birth
• photograph
• signature
• nationality
• immigration status
• address
• official document number
• issuing authority
• expiry date

Some documents prove identity only. Others may prove both identity and address.

For example, a passport is usually strong proof of identity, but it does not prove your current residential address. A driving licence may show both identity and address, but some organisations may still ask for a separate proof of address.

Commonly accepted photo ID

Photo ID is usually the strongest form of identity evidence.

Common examples include:

• valid passport
• UK photocard driving licence
• provisional photocard driving licence
• biometric residence permit
• national identity card, where accepted
• residence card or immigration status document
• armed forces identity card
• voter authority certificate, for some voting purposes

A GOV.UK identity document checklist gives examples of acceptable photo ID, including a current valid passport, current biometric residence permit for the UK, and a current full or provisional photocard driving licence from the UK, Isle of Man or Channel Islands. (gov.uk)

The organisation requesting ID decides which documents it accepts.

Passport as proof of identity

A valid passport is one of the most widely accepted forms of ID.

It usually confirms:

• full name
• date of birth
• nationality
• photograph
• signature
• passport number
• issue and expiry dates
• issuing country

A passport is commonly requested for:

• bank checks
• employment onboarding
• visa applications
• overseas legal matters
• property transactions
• company formation
• identity verification
• certified copy requests

If a passport copy is being used abroad, an ordinary photocopy is usually not enough. A solicitor or notary may need to certify the copy before apostille.

Driving licence as proof of identity

A UK photocard driving licence is commonly accepted as photo ID.

It can also show your address, but you should only use it as proof of address if the address is current.

GOV.UK driving licence guidance states that additional evidence is needed if your name or gender has changed since your identity document or driving licence was issued, and that photocopies or laminated certificates should not be sent for that process. (gov.uk)

For overseas use, a driving licence copy may need solicitor or notary certification before apostille.

Biometric residence permit and immigration documents

A biometric residence permit, or BRP, has commonly been used as proof of identity and immigration status in the UK.

Some organisations may also accept other immigration status documents, residence cards or Home Office documents, depending on the process.

If an immigration status document is being used abroad, check whether the receiving authority accepts a copy and whether it needs certification, apostille or translation.

Because UK immigration documentation and digital status systems can change, always check the current requirements with the organisation requesting the ID.

Non-photo ID documents

Some processes may accept non-photo identity documents, especially when combined with other evidence.

Examples may include:

• birth certificate
• adoption certificate
• marriage certificate
• civil partnership certificate
• deed poll or name change document
• certificate of naturalisation
• tax letter
• benefits letter
• pension statement
• official government letter

Non-photo ID is often used with supporting photo ID or proof of address. A birth certificate alone may not prove current identity because it does not show a current photo or signature.

Proof of identity vs proof of address

Proof of identity and proof of address are not the same.

Proof of identity confirms who you are. Proof of address confirms where you live.

Common proof of address documents include:

• utility bill
• bank statement
• council tax bill
• mortgage statement
• tenancy agreement
• HMRC letter
• DWP letter
• NHS letter
• driving licence, where accepted and current

A GOV.UK identity checklist gives examples of proof of address documents such as mortgage statements, bank statements, original utility bills, benefit statements and council tax bills, with many required to be recent. It also warns that blurred, illegible, out-of-date or incomplete documents may not be accepted. (gov.uk)

Many applications require both identity and address evidence.

Certified copies of ID documents

A certified copy is a copy of an ID document that has been checked against the original and signed by a professional to confirm it is a true copy.

GOV.UK explains that certifying a document means getting it signed and dated by a professional person, such as a solicitor, as a true copy of the original. (gov.uk)

Certified copies may be needed when:

• you do not want to send the original passport
• a foreign authority asks for a certified copy
• a bank needs verified ID
• a solicitor needs identity evidence
• a visa or residency authority asks for legalised copies
• an overseas property transaction requires ID
• a company formation process needs certified identity documents

The certification wording must match the recipient’s requirements.

Who can certify a copy of ID?

For general UK use, organisations may accept certification by different professionals, such as solicitors, accountants, regulated professionals or Post Office document certification, depending on their own rules.

For overseas use, solicitor or notary certification is usually safer.

A passport copy, driving licence copy or residence document copy may need to be certified by a solicitor or notary before it can be apostilled. The FCDO can then legalise the professional’s signature.

Do not assume that every certifier will be accepted. If the document is going abroad, check whether the recipient asks for:

• solicitor-certified copy
• notary-certified copy
• notarised copy
• apostilled copy
• embassy-attested copy
• certified translation

Passport copy certification

A certified passport copy is one of the most commonly requested certified ID documents.

It may be required for:

• foreign bank accounts
• overseas property transactions
• company registration abroad
• visa applications
• residency procedures
• inheritance or probate abroad
• overseas legal matters
• identity checks by foreign lawyers or notaries

Certification may need to confirm that the copy is a true copy of the original passport and, in some cases, that the photograph is a true likeness of the person named in the passport.

If the certified passport copy needs apostille, the apostille is usually attached to the solicitor’s or notary’s certification.

Driving licence copy certification

A certified driving licence copy may be used for identity, address or driving-related overseas processes.

It may be needed for:

• foreign driving licence exchange
• overseas insurance
• identity checks
• residency procedures
• bank checks
• vehicle or legal matters abroad

The receiving authority may require the front and back of the licence to be copied and certified. If the licence shows an old address, it may be rejected as proof of current address.

Birth certificate as ID

A birth certificate is often used as supporting evidence of identity, nationality or family relationship.

It may be needed for:

• first passport applications
• overseas marriage
• visa applications
• family registration abroad
• inheritance or probate
• citizenship or nationality matters
• child identity evidence

For overseas use, an official UK birth certificate can usually be apostilled directly. A short birth certificate may not be enough for some authorities because it does not include parent details.

Name change documents

If your ID documents show different names, you may need evidence linking the names.

This may include:

• deed poll
• statutory declaration
• marriage certificate
• civil partnership certificate
• divorce document
• adoption certificate
• gender recognition certificate
• certificate of naturalisation

Name differences are a common cause of rejection. Make sure your ID, proof of address and supporting documents tell a clear story.

ID documents for overseas use

If an ID document is being used outside the UK, the receiving authority may require extra steps.

This may include:

• certified copy
• solicitor certification
• notary certification
• FCDO apostille
• embassy legalisation
• certified translation
• sworn translation
• paper copy instead of digital file

The UK Legalisation Office checks whether the signature, stamp or seal on a document is genuine and legalises it by attaching an apostille. (gov.uk)

For ID copies, the apostille is usually attached to the certifier’s signature, not directly to the passport or driving licence.

Does a form of ID need apostille?

A form of ID may need apostille if it is being used abroad and the receiving authority asks for legalised identity evidence.

This is common for:

• overseas bank accounts
• foreign property transactions
• company incorporation abroad
• visa or residency applications
• inheritance matters
• legal proceedings abroad
• powers of attorney
• professional registration
• marriage abroad
• foreign tax or investment procedures

An original passport itself is not normally apostilled. Instead, a certified copy of the passport is usually prepared and apostilled.

Translation requirements

If your ID document is being used in a non-English-speaking country, a certified translation may be required.

The correct order depends on the receiving authority. Some authorities want the certified copy apostilled first and then translated. Others may require a sworn translation, notarised translation or translation completed in the destination country.

Before arranging translation, check whether the recipient needs:

• original ID document
• certified copy
• apostilled certified copy
• certified translation
• sworn translation
• translation of the apostille
• embassy-attested document

Paper copies vs digital ID

Some organisations accept digital identity verification. Others still require physical ID documents or certified copies.

For overseas use, do not assume that a digital ID check will replace a certified and apostilled copy. Foreign banks, notaries, property lawyers and government authorities may require paper documents with original certification and apostille.

If the recipient accepts digital documents, an e-Apostille may be possible in some cases. If they require a physical file, a paper apostille is safer.

Common mistakes to avoid

Common mistakes include:

• sending expired ID
• using a driving licence with an old address
• submitting blurred or incomplete copies
• sending only one side of a driving licence
• using a passport copy without certification
• assuming proof of identity is the same as proof of address
• not providing name change evidence
• using a short birth certificate when a full certificate is needed
• choosing solicitor certification when notary certification is required
• forgetting apostille for overseas use
• translating documents before checking the correct order

These mistakes can delay bank checks, visa applications, legal procedures, property transactions or overseas registrations.

How to prepare ID documents for overseas use

The process usually works as follows.

1. check the recipient’s ID list

Confirm which forms of ID are accepted and whether they need originals or certified copies.

2. check the document is valid

Make sure the ID is current, complete and matches your name and other documents.

3. prepare supporting evidence

Collect proof of address and name change documents if required.

4. arrange certification

Use a solicitor or notary if the ID copy needs to be certified for overseas use.

5. arrange apostille

Submit the certified copy for FCDO apostille if legalisation is required.

6. arrange translation or embassy legalisation

Complete any additional translation or consular steps in the correct order.

How we can help

We can help prepare certified copies of ID documents for overseas use.

Our service can include checking which form of ID is most suitable, arranging solicitor or notary certification, preparing certified passport or driving licence copies, submitting documents for FCDO apostille and advising on translation or embassy legalisation where required.

If you have been asked for a certified or apostilled copy of ID, send us the receiving authority’s instructions and the country where the document will be used. We can confirm the safest route before you send originals or copies.