Can I apostille a photocopy or scanned document?

When a photocopy can still work

A photocopy or printout can be part of an acceptable apostille packet if it is first turned into a notarized document or certified record under Nevada rules. The state needs to verify the Nevada notary, registrar, or official who signed what they see, not just confirm that it looks like your scan.

• Notarized copy certifications, where a Nevada notary certifies that a copy of a passport, ID, or diploma is a true copy of the original, creating a notarized document that can be apostilled as a notarized original.
• School records printed from a student system, then signed and notarized by a registrar or authorized officer before they are sent to the Nevada Secretary of State.
• Business documents that start as PDFs, are printed, signed in wet ink, and then notarized correctly, so the state is authenticating the notary’s certificate rather than the file format.

Photocopies that usually get rejected

Some copy-based documents are almost always rejected when submitted “as is,” even if they look official. These usually need to be replaced with proper certified copies or recreated as fresh notarized originals.

• Hospital birth worksheets or souvenir certificates instead of Nevada Vital Records or county-certified birth, marriage, or death certificates.
• Printed or scanned copies of court orders and decrees instead of certified copies with a court seal and clerk signature.
• Out-of-state documents copied and notarized in Nevada when they should be authenticated by the state where they were originally issued.

How to fix a scan or photocopy problem

If all you have is a scan or photocopy, the solution is usually to recreate an eligible Nevada original instead of trying to force the copy through the apostille system.

• Identify whether the item is a notarized legal document, vital record, court order, business record, or educational record, because each follows different “original vs. certified copy” rules.
• Request certified copies from the issuing agency for vital records and court documents, or sign new wet‑ink originals and have them notarized properly for powers of attorney, affidavits, and many business documents.
• Rebuild the apostille packet with the correct version and an accurate Nevada apostille order form so the Secretary of State can accept and process your request.

How Lake Mead Mobile Notary helps

Lake Mead Mobile Notary works with clients who often start with emailed PDFs or phone scans and need them turned into Nevada-ready paper quickly.

• Reviewing your situation and confirming whether you need a notarized original, a Nevada-certified copy, or a school or court reissue before apostille is possible.
• Providing mobile notarization across Las Vegas, Henderson, and Downtown Las Vegas, then coordinating apostille submission so you do not lose weeks to preventable rejections.

What happens if the Nevada Secretary of State rejects my apostille request?

Common reasons Nevada rejects apostille packets

When an apostille request is rejected, it is usually because something about the underlying document or request does not meet the Secretary of State’s rules, not because the transaction itself is invalid.

• Submitting the wrong document type, such as a hospital birth record instead of a Nevada vital records certified copy, or a photocopy instead of an original notarized document.
• Improper or missing notarization, missing certified-copy stamps, incomplete apostille request forms, or incorrect fees for the speed tier you selected.

How to fix and resubmit a rejected apostille

The correction path depends on what went wrong, but most rejections fall into a few predictable categories that can be remedied without starting everything from scratch.

• For wrong document type, request the proper certified copy from the issuing Nevada agency or have the correct document notarized in Nevada, then rebuild the packet.
• For notarial or form errors, have the document re-notarized with correct Nevada wording or update the apostille order form and fees, then resubmit under the same or a different speed tier.

How Lake Mead Mobile Notary helps prevent rejections

Lake Mead Mobile Notary treats “avoid rejection” as a core part of apostille coordination by reviewing documents against Nevada’s expectations before anything is sent to Carson City.

• Confirming whether your document must be notarized, issued as a certified copy, or obtained from a specific Nevada office before apostille is even possible.
• Preparing the apostille request, checking signatures, seals, and dates, and aligning shipping or courier choices with your timeline so you are not repeating the process after a preventable rejection.