Can a Copy of the Original Document Be Apostilled? (2026 Guide)

Written by: Omkar Jogdand  | Edited by: Swapnil Vyawahare

Reviewed by: Professional Attestation & Apostille Consultants team of PEC Attestation

The Direct Answer: Can a Copy Be Apostilled?

Type of Copy	Can It Be Apostilled?	Requirements
Plain Photocopy (Xerox)	❌ NO	Not accepted by MEA
Certified True Copy	✅ YES	Notarized by licensed notary
Original Document	✅ YES	Submitted directly to MEA
University Verified Copy	✅ YES (Sometimes)	With original for verification

Critical Warning from MEA

"It would be pertinent to point out that the Ministry does not legalize photocopies." — Ministry of External Affairs, Government of India

Plain photocopies from a local Xerox shop will NOT be accepted for apostille under any circumstances.

What Counts as an "Original" Document?

An original document is the first-issue or master copy issued directly by the competent authority:

• Degree certificates issued by universities
• Birth, marriage, and death certificates from municipal authorities
• School leaving certificates from educational boards
• Government-issued identity documents
• Court orders and legal judgments

What is a Plain Photocopy?

A plain photocopy is a simple reproduction of a document made using a photocopier or scanner, without any additional authentication or certification.

The Problem with Plain Photocopies:

Plain photocopies are not accepted because they:

• Can be easily replicated and manipulated
• Cannot be verified for authenticity
• Lack original signatures, seals, and security features
• Do not meet international authentication standards

What is a Certified True Copy?

A Certified True Copy is a photocopy of an original document that has been officially verified and authenticated by a licensed notary public. This certification transforms a plain photocopy into a legally recognized document that can be apostilled.

How to Get a Document Certified:

Step 1: Obtain a Photocopy

Make a clear, legible photocopy of the original document. Ensure all text, seals, signatures, and stamps are clearly visible.

Step 2: Visit a Licensed Notary

Approach a registered notary public at:

• Sub-Registrar offices
• Notary public offices
• Court complexes
• Some banks and legal service centers

Step 3: Notarization

The notary will:

• Verify your identity (requires valid ID)
• Compare the photocopy with the original
• Attach a certification statement
• Apply their official seal and signature

Step 4: Certification Statement

The notary's certification includes:

• "Certified true copy of the original"
• Date of certification
• Notary's official seal
• Notary's registration number
• Signature of the notary

Notarization Fees (2026):

Service	Approximate Fee	Timeline
Notarization of single document	₹50 - ₹500	Same day
Notarization of multiple documents	₹100 - ₹1,000	Same day
Urgent notarization	₹200 - ₹1,500	Within hours

Ministry of External Affairs (MEA) Requirements (2026)

Submission Requirements:

• Original document OR certified true copy
• Photocopy of the document (for MEA records)
• Passport photocopy (first and last page)
• Completed application form

Outsourced Service Providers (2026):

Since July 2012, MEA does not accept documents directly from individuals. You must submit through one of the five designated outsourced agencies:

Service	Fee (per document)	Scanning Fee
Standard Service	₹84	₹3 per page
Personal Documents	₹22	-
Educational Documents	₹18	-
Commercial Documents	₹16	-

Key Contact Information:

Attestation Section/Apostille Cell Ministry of External Affairs Jawahar Lal Nehru Bhawan, Janapath Marg New Delhi-110011

📞 011-23088403 (Attestation) | 011-23088404 (Apostille) 📧 sooi@mea.gov.in

e-SANAD Portal (2026 Update)

The e-SANAD initiative, launched by MEA in collaboration with NIC, enables online submission and tracking. In 2026, approximately 40% of attestation tasks are being handled through automated digital processes:

• Online document upload and verification
• Integration with National Academic Depository (NAD)
• Real-time application tracking
• Digital delivery of apostilled documents
• QR code-based authentication

Portal: https://esanad.nic.in

Complete Process to Apostille a Document (2026)

For Original Documents:

Step 1: Prepare Your Documents Gather the original document, a photocopy of it, and your passport photocopy.

Step 2: State-Level Verification (If Required) Some documents require prior verification:

• Educational documents: State HRD verification
• Personal documents: Home Department or SDM
• Commercial documents: Chamber of Commerce

Step 3: Submit to MEA Agency Submit documents to any of the five outsourced service providers. Applications can also be submitted online via e-SANAD.

Step 4: MEA Processing MEA reviews and applies the apostille sticker/stamp. Processing typically takes 1-3 working days.

Step 5: Collection Collect your apostilled document from the same agency or receive it via speed post.

For Certified True Copies:

Step 1: Get Photocopy Notarized Make a clear photocopy and get it certified as a "True Copy" by a licensed notary public.

Step 2: Submit to MEA Agency Submit the notarized true copy along with original for verification (if required), a photocopy, and passport copy.

Step 3: MEA Processing Same process as original documents—1-3 working days standard processing.

Step 4: Collection Collect your apostilled certified true copy.

Processing Timeline (2026):

Method	Timeline
e-SANAD (eligible documents)	2-4 working days
Standard processing	3-5 working days
Express processing	1-2 working days
With prior state verification	15-30 days total

Country-Specific Requirements

Hague Convention Countries (106 Total)

For countries that are members of the Hague Apostille Convention, a single apostille is sufficient—no further authentication is required:

Region	Key Countries
Americas	USA, Canada, Mexico, Brazil, Argentina
Europe	UK, Germany, France, Italy, Spain
Asia-Pacific	Australia, New Zealand, Japan, Singapore
Middle East	Israel, Bahrain, Oman

Non-Hague Countries (Requires Embassy Attestation)

For countries NOT in the Hague Convention:

Country	Additional Requirements	Embassy Time
UAE	HRD → MEA → UAE Embassy → UAE MOFA	5-7 days
Saudi Arabia	HRD → MEA → Saudi Embassy	7-10 days
Qatar	HRD → MEA → Qatar Embassy	5-7 days
Kuwait	HRD → MEA → Kuwait Embassy	5-7 days
Malaysia	MEA → Embassy Legalization	5-7 days

Common Mistakes to Avoid

What NOT to Do:

• ❌ Don't submit plain photocopies — They will be rejected outright
• ❌ Don't use torn or damaged documents — Get replacements first
• ❌ Don't submit laminated documents — Lamination must be removed
• ❌ Don't sign blank forms — Complete all sections properly
• ❌ Don't forget passport photocopies — Mandatory for all applications
• ❌ Don't use expired documents — Ensure all documents are valid
• ❌ Don't rely on unauthorized agents — MEA advises against touts

⚠️ MEA Warning:

"Applicants are advised not to rely on unauthorised persons/touts for Apostille or Attestation services."

Frequently Asked Questions

Q: Can I apostille a plain photocopy of my degree certificate?

No, you cannot apostille a plain photocopy. The Ministry of External Affairs explicitly states that photocopies are not accepted for apostille. You must either submit the original degree certificate or get a certified true copy notarized by a licensed notary public.

Q: What is the difference between a certified true copy and a plain photocopy?

A certified true copy is a photocopy that has been officially verified and authenticated by a licensed notary public, who confirms it matches the original and attaches their seal and signature. A plain photocopy is simply a reproduction without any certification—these are not accepted for apostille.

Q: How much does it cost to get a document notarized in India?

Notarization fees in India typically range from ₹50 to ₹500 per document depending on the type of document and urgency. Urgent notarization may cost up to ₹1,500.

Q: Can I get an apostille without the original document?

Yes, in certain cases. If you have a certified true copy (notarized by a licensed notary), it can be submitted for apostille instead of the original. However, for some document types and destination countries, the original may still be required for verification purposes.

Q: What happens to my original document after apostille?

Your original document remains with you. For apostille via MEA outsourced agencies, the original is submitted along with required photocopies, but it is returned to you after the apostille is applied.

Q: Can I apostille a copy if the original is lost?

No, you cannot apostille a document without either the original or a properly certified true copy. If your original is lost, you must obtain a duplicate/replacement from the issuing authority first.

Q: Is e-SANAD available for all types of documents?

e-SANAD currently covers documents available in digital depositories like CBSE certificates (from 2014 onwards) and documents from institutions integrated with the National Academic Depository (NAD). Documents not available digitally still require physical submission.

Q: Do I need apostille for both original and copy?

Only one document needs the apostille. If you submit the original, the apostille goes on the original. If you submit a certified true copy, the apostille goes on that copy.

Q: Can I use an apostilled copy for official purposes?

Yes, an apostilled certified true copy is legally equivalent to an apostilled original for all purposes under the Hague Convention.

Q: What is the validity of an apostille?

An apostille does not expire. Once properly issued, an apostille remains valid indefinitely. However, the underlying document must remain valid (e.g., a passport must not be expired).