A hotel, host, letting agent or identity-check provider may ask for a copy of your passport or another document. A visible watermark can state exactly who the copy is for, why it was supplied and when it was created.

What should an ID watermark say?

Make the wording specific enough to be useful if the file is copied away from the original message. Include:

  • the recipient or organisation;
  • the exact purpose;
  • the date you supplied it.

For example: “FOR ABC HOTEL CHECK-IN ONLY — 10 AUG 2026” or “FOR XYZ LETTINGS TENANCY CHECK ONLY — 10 AUG 2026”.

Keep essential information readable if the recipient needs to verify it. Before editing the copy, ask whether their check accepts a watermark.

Checks before sending a passport or ID copy

Share a sensitive document more carefully

  1. Verify the request independently.

    Open the company’s official app or website yourself. Do not rely only on a link or contact number supplied in an unexpected message.

  2. Ask why the whole document is needed.

    A recipient should only request information that is relevant and necessary for the stated purpose.

  3. Share the minimum required.

    Do not add unrelated pages, documents or personal details just because they are easy to attach.

  4. Create a purpose-specific copy.

    Add the recipient, purpose and date as a visible watermark. Check that it does not hide information needed for the legitimate check.

  5. Use the official secure route.

    Prefer an authenticated account or upload portal over an open social post or an unfamiliar messaging account.

  6. Keep a record.

    Note what you sent, to whom and when. Delete temporary edited copies from shared devices when you no longer need them.

The Information Commissioner’s Office says personal data should be adequate, relevant and limited to what is necessary. Its fraud-prevention guidance also stresses secure processing and protecting the people whose information is shared.

What a watermark cannot do

A visible watermark is context, not encryption. It cannot:

  • prove that a requester is genuine;
  • stop a determined person from editing an image;
  • hide the personal information already visible;
  • make an unnecessary request legitimate;
  • guarantee that a recipient will accept the edited copy.

If a passport is lost or stolen, report it through the official GOV.UK process so it can be cancelled. Do not rely on a watermark to protect a compromised original document.

Passport and ID copy questions

Is it normal for accommodation to ask for passport details?
Requirements differ by country, property and check-in process. A request may be legitimate, but that does not remove the need to confirm who is asking, why they need it and how they will protect it. Use the platform’s official support if the request feels unusual.
Should I cover my passport number or photograph?
Ask what is genuinely required for the check. Hiding a necessary field may make the copy unusable, while sharing extra information creates avoidable exposure. Do not guess when an official or regulated check is involved.
Can I watermark a document for a tenancy application?
Yes, if the agent or landlord accepts an annotated copy. Put the organisation, tenancy purpose and date in the watermark. Verify the property and requester before sharing documents, especially if you have not viewed the home.
Can I remove the watermark later?
The tool never changes your original image. It creates a separate PNG or PDF with “-watermarked” added to the filename, so keep the original securely if you may need a clean copy later.

Useful official guidance

Planning accommodation for a trip? Read how HomeExchange can reduce holiday accommodation costs and keep bookings, identity checks and payments inside the relevant official platform whenever possible.