Apostilles and sworn translations in Spain: when you need them and how to get them

Sooner or later, most people who move to Spain are asked for a document with an apostille, a sworn translation, or both. It might be a criminal record certificate for a visa, a birth certificate for a residence card, or a Spanish document you need to use back home. The rules are not hard once you know what each step does, but getting the order wrong can cost you weeks. This guide explains when you need them and how to get them.

What an apostille is

An apostille is a certificate added to a public document, such as a birth certificate, court document or notarial deed. It confirms that the signature and seal on the document are genuine, so that another country can accept it. It comes from the Hague Convention of 5 October 1961, which replaced the older and slower legalisation process between the countries that signed it.

• It checks the signature, not the content: an apostille does not say that what the document states is true or that it meets Spanish requirements.
• It is issued in the country of origin: a document from your home country is apostilled there, not in Spain.
• Not every country is a member: documents from countries outside the Convention usually need full legalisation through that country’s authorities and the Spanish consulate.

When you typically need one

Requirements depend on the procedure, so always read the official list for the application you are making. Common cases are:

• Visas and residence permits: criminal record certificates and civil documents such as birth and marriage certificates. Our guide to the non-lucrative visa shows how this works in practice.
• Spanish nationality: foreign birth certificates and criminal records. See how to get Spanish citizenship.
• Family matters: getting married in Spain, registering a child or proving a family link.
• Studies and work: recognising a foreign degree, or using a Spanish document abroad.
• Inheritance and wills: foreign death certificates and wills. See making a will in Spain as a foreigner.

Documents from another EU country

Since 16 February 2019, EU Regulation 2016/1191 has removed the apostille requirement for certain public documents issued in one EU country and presented in another. It covers documents such as birth, name, marriage, registered partnership and domicile records, and certificates of no criminal record.

You can also ask the issuing authority for a multilingual standard form to attach to the document, which can mean you do not need a full translation. The regulation only deals with the authenticity of the document, though. Whether the document has legal effect in Spain is still decided by Spanish law. Documents outside its scope, such as university degrees, may still need an apostille, so check with the Spanish office first.

Apostilling a Spanish document for use abroad

If you need a Spanish document for another country, the authority depends on the type of document:

• Administrative and judicial documents (including Civil Registry certificates): the Ministry of Justice’s central citizen office, its regional offices (Gerencias Territoriales), or the Secretarías de Gobierno of the regional high courts (Tribunales Superiores de Justicia).
• Notarial documents, and private documents with a signature certified by a notary: the regional associations of notaries (Colegios Notariales).
• Some documents need an extra step first: for example, official university degrees, tax agency documents and police documents must have the signature checked by the relevant ministry before the apostille.

The Ministry of Justice accepts requests in person or by post, using its application form. For documents that only exist in digital form, check first: the Ministry says that in some offices you still need a version with the issuer’s handwritten signature.

Sworn translations

Spanish authorities usually want documents in Spanish. A sworn translation (traducción jurada) is made by a sworn translator (traductor-intérprete jurado) appointed by the Ministry of Foreign Affairs, EU and Cooperation. The translator certifies that the translation is faithful and accurate with a signature and seal, using the wording set by the Ministry, and the translation has official status before Spanish courts and administrations.

• Find a translator in the official list: the Ministry publishes a list of all sworn translators and a search tool showing which languages each one is authorised for.
• Ask for quotes: sworn translators are private professionals, so prices and delivery times vary.
• Digital translations: Order AUC/213/2025 regulates the use of electronic signatures by sworn translators, so ask whether a digitally signed version works for your procedure.
• Translations made abroad: if you want to use one, ask the Spanish office in advance whether it will accept it.

Getting the order right

• Apostille first, then translation: this way the sworn translator can translate the apostille together with the document.
• Check validity periods: some procedures only accept recently issued certificates, especially criminal records. Do not order them too early.
• Keep originals safe: offices often want to see the original and keep a copy.
• Scan everything: keep clear PDF copies of each document, apostille and translation. A tool such as ABBYY FineReader PDF (ad) can scan, combine and search PDFs, which helps when online applications ask you to upload files.

FAQ: apostilles and sworn translations

Can I get an apostille in Spain for a document from my home country?

No. An apostille is issued by the competent authority of the country where the document was issued. Contact that country’s authorities, or ask your consulate in Spain how to request it from abroad.

Does a sworn translation need its own apostille?

Not when it is made by a sworn translator appointed by the Spanish Ministry and used in Spain. If you need to use a translation abroad, ask the destination country’s authorities what they require.

Do EU citizens ever need apostilles?

Less often. EU Regulation 2016/1191 removes the apostille for certain civil documents and criminal record certificates between EU countries, but documents outside its scope may still need one.

Is an ordinary translation enough?

For official procedures, usually not. Spanish offices normally ask for a sworn translation. Check the requirements of your specific procedure before you pay for any translation.

Useful links

• Ministry of Foreign Affairs: sworn translation and interpreting
• Ministry of Foreign Affairs: sworn translator search (Spanish)
• European Commission: public documents in the EU
• Ministry of Justice: apostille application form (PDF, Spanish)

Disclaimer: This article is general information, not legal or financial advice. Rules and prices change, so check with the official source before you decide. Links marked “(ad)” are affiliate links – NewInSpain may earn a commission at no extra cost to you.