The full guide
What is an apostille?
An apostille is a certificate that confirms a public document is genuine. It comes from the 1961 Hague Apostille Convention, which Spain, the UK, the US, Canada, Australia and most other countries have signed. It’s added by an authority in the country that issued the document, never by Spain.
Once a document has an apostille, Spanish offices accept it without further checks with the issuing country. If a country isn’t part of the convention, documents need full consular legalisation instead, which takes longer.
Who issues apostilles
| Country | Issuing authority | Notes |
|---|---|---|
| United Kingdom | FCDO Legalisation Office | £45 per document plus postage; up to 25 working days |
| United States | State Secretary of State, or the US Department of State for federal documents | An FBI record check is federal |
| Ireland | Department of Foreign Affairs | Applications by post or online booking |
| Canada | Global Affairs Canada or the province | Canada joined the convention in 2024 |
| Australia | Department of Foreign Affairs and Trade | Online request, then post the original |
Check the issuing authority’s own website before sending anything: fees and processing times change.
Sworn translations
Documents not in Spanish need a traducción jurada: a translation signed and stamped by a translator appointed by Spain’s Ministry of Foreign Affairs. Translations by anyone else, including certified translators in your home country, are usually rejected. Some Spanish consulates also translate documents for a fee.
The translator translates the whole document including the apostille, which is why the apostille comes first. Many translators now deliver a digitally signed PDF. Some offices accept it; others still want the stamped paper copy, so ask before you order.
How recent must documents be?
| Document | Usually accepted if issued within |
|---|---|
| Criminal record certificate | 3 months |
| Birth or marriage certificate | Varies; many offices ask for a recent copy |
| Bank statements and certificates | The period your procedure specifies |
| Medical certificate (visas) | 3 months |
Plan backwards from your appointment date. Order time-sensitive documents last and simple ones like degree certificates first.
EU documents and multilingual forms
Under EU Regulation 2016/1191, some public documents issued in one EU country, such as birth, marriage and no-criminal-record certificates, don’t need an apostille in another EU country. You can also ask for a multilingual standard form to attach, which can make a translation unnecessary. Ask the issuing office for it.
Common mistakes
Translating before the apostille. You’ll pay twice, because the apostille must be translated too.
Using an old criminal record. It’s the most common reason files come back incomplete.
Name mismatches. A missing middle name or accent can cause problems. Match your passport exactly.
Frequently asked questions
Do photocopies need an apostille?
Apostilles go on original public documents or certified copies. Ask the issuing authority which they’ll accept.
Can the translation be done in my home country?
Only if the translator is a Spanish traductor jurado. Many are based abroad, and their names are on the Foreign Ministry’s list.
What happens next?
Use your documents for your visa application, NIE or citizenship file.
