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Moving to Spain

Documents, apostilles & sworn translations

Do not apostille every document by default. First identify the document, the country that issued it, the Spanish procedure receiving it and whether an exemption applies.

Quick answer

1. Check for an exemption

Certain public documents moving between EU Member States fall within Regulation (EU) 2016/1191, which removes the apostille requirement for documents within its scope and simplifies some translation formalities.

2. If Hague applies, use an apostille

For documents within the Hague Apostille Convention, the apostille replaces diplomatic legalisation. Check the issuing country, the document type and the receiving procedure.

3. If no exemption or apostille route applies

Diplomatic legalisation may be required. The exact chain depends on the document and issuing country, so use the Foreign Ministry procedure rather than a generic checklist.

The five questions to ask for every foreign document

  1. 1. Is this the exact document the Spanish procedure asks for?

    Start with the official immigration, civil-registry, nationality or other procedure. Do not order certificates simply because they are commonly requested elsewhere.

  2. 2. Is it a public document, and where was it issued?

    Apostille and diplomatic legalisation primarily concern public documents and authentic public copies. Private documents may need a different route.

  3. 3. Is there an EU or treaty exemption?

    If a relevant exemption applies, you may not need an apostille or diplomatic legalisation at all.

  4. 4. If not exempt, is the Hague Apostille Convention the correct route?

    If so, obtain the apostille from the competent authority connected with the issuing country/document.

  5. 5. Does the receiving authority require Spanish or an official translation?

    Legalisation and translation are separate questions. A correctly apostilled document can still need an official translation.

Apostille vs diplomatic legalisation

ApostilleA simplified authentication used between states participating in the Hague Apostille Convention for documents within its scope. It replaces the diplomatic-legalisation chain; it does not certify the truth of the document's contents.
Diplomatic legalisationThe alternative authentication chain used when the relevant document is not exempt and the Hague apostille route does not apply. Spain's Foreign Ministry publishes the current route by document and country.
EU public-document exemptionRegulation (EU) 2016/1191 removes apostille/legalisation for specified public documents moving between EU Member States. It does not mean every document from every EU country is automatically exempt.
An apostille is not an expiry extension.

The Foreign Ministry notes that legalisation itself does not extend a document's own validity period. If the Spanish procedure requires a recently issued certificate, follow that procedure's rule.

Sworn translations for Spain

Spanish sworn translators

Translations made by sworn translators appointed by Spain's Ministry of Foreign Affairs have official character. The Ministry publishes a searchable list of appointed translators and interpreters.

EU documents can be different

Within Regulation (EU) 2016/1191, multilingual standard forms can assist translation and qualifying sworn translations from another Member State can have simplified treatment. Check whether your exact document is inside the Regulation's scope.

Translate the final authenticated document

Where both authentication and translation are required, make sure the translation covers the complete document as the receiving authority expects, including the apostille/legalisation material where relevant.

Common documents that need route-specific checking

Birth and marriage certificates

Frequently used for family, civil-registry and nationality procedures. Check whether an EU public-document exemption or multilingual form applies before arranging an apostille.

Criminal-record certificates

Many non-EU residence and nationality procedures use criminal-record evidence, but the countries, look-back period and recency requirements vary by procedure. Follow the exact official sheet.

Qualifications and professional documents

Academic or professional recognition can use its own authentication and translation requirements. Do not assume immigration-document rules automatically cover recognition of qualifications.

Originals, copies and document age

There is no useful single rule such as “all certificates must be less than three months old.” Recency is procedure-specific. Many current Migraciones sheets state that copies are generally submitted while originals are shown, but you must follow the instructions for the exact procedure and filing channel.

Safer document workflow

Download the current official procedure → list only the certificates it asks for → obtain the correct version → authenticate only if required → translate if required → make filing copies → keep the originals ready for presentation.

Common mistakes

Apostilling everything

This wastes time and money and can be unnecessary where an EU/treaty exemption applies.

Translating too early

If the final authenticated version changes or adds an apostille/legalisation page, an earlier translation may not match what the authority expects.

Using a generic validity period

A certificate can be valid as a document but still be too old for a specific Spanish procedure. Check the receiving authority's current instruction.

Official sources

Before you file

IberiGo explains the process in practical terms. Always verify the current official procedure sheet before filing an application.