If sworn translations are the first hurdle of Spanish immigration paperwork, apostilles are usually the second. And just like sworn translations, this is something that trips a lot of people up.
An apostille is an official stamp or certificate that authenticates a public document so that it is legally recognised in another country. It is essentially the international seal of approval that tells Spanish authorities: this document is genuine and was issued by a legitimate authority in its country of origin.
For Spain’s Digital Nomad Visa and most other residency applications, any official document from outside Spain will need to be both apostilled and sworn translated. This includes criminal record certificates, degree certificates, birth and marriage certificates, and company documents such as a Certificate of Good Standing.
Spain is part of the Hague Convention, which means documents from other member countries can be apostilled rather than going through the longer legalisation process. If your country is not part of the Hague Convention, a different legalisation process applies, and I can guide you through that separately.
The apostille is obtained in the country where the document was issued, not in Spain. That is the most important thing to understand upfront.
Every country handles apostilles slightly differently, and the process, cost, and timescale vary quite a bit. Here is what you need to know for some of the most common countries my clients come from.
You have two options for getting a UK apostille.
The government service via the Foreign, Commonwealth and Development Office (FCDO) is the official route and costs around £50 per document, but it typically takes around two weeks.
If you are up against a deadline, a faster option is to use an apostille agency. A reliable one can turn documents around in two to three days, costs around £70 per document (plus £12 extra if you want a PDF copy sent to you), and you can send certified copies of documents and originals directly to them.
A couple of important notes for UK applicants:
For a Certificate of Good Standing (which proves your company has been active for over a year), you will need to order a certified copy from Companies House first. Search for your company, click “More,” then “Order a certified certificate”. This costs £15 and can take up to 10 days, so factor that in before you add the apostille process on top.
The US apostille process is a little more involved than some other countries, so let me walk you through each document type of document and how to get them apostilled clearly.
You will need an FBI Identity History Summary, which you can request electronically for $18. Processing takes around 3 to 5 business days once they receive your fingerprint card (NOTE: this fluctuates constantly according to what’s happening in politics and whether it’s a busy time of year for students etc).
To get your fingerprints taken you have three options:
Once you receive your FBI report, it needs a federal apostille, which must be done by the State Department in Washington DC. You have two options:
Using an agency (recommended): Monument Visa can process this in around 2 to 3 weeks for $55. One important note: do not use their translation service, as they do not use certified Spanish sworn translators.
Using the government service: The US Department of State charges $20 per document but turnaround can range from 2 weeks to 11 weeks or more depending on their backlog. They prioritise requests based on stated travel deadlines, so always specify yours clearly when you apply. Fill out Form DS-4194 and make sure to include a self-addressed envelope with postage and tracking on both envelopes.
A useful tip: about a week after sending your application, email your local congressperson and ask them to expedite the process. Include the tracking number from your envelope so they can locate it at the Office of Authentications. This genuinely works and can speed things up significantly.
If you are up against a tight deadline, such as the 10-day window to respond to a request for additional documents from the UGE or Extranjería, I work with FastNIE who can help you source and apostille documents quickly. Use the code NAOMI5 for a 5% discount.
All certified copies must be dated within six months of your application date. A birth certificate is only required for each child, not for the main applicant or spouse.
These documents come from the relevant US state, not from a federal body. Go to your state’s website and follow the instructions for obtaining an apostille. It is usually much easier to do this before you leave the US.
One critical point: the UGE will generally not accept documents signed by a notary. They must be signed by a government official, specifically the Secretary of State at state level, as that signature is what can be apostilled. Some exceptions here are 1099s, W2s and Schedule C tax documents.
If you are already in Spain or unable to process these yourself, you have two options. You can find a local agency in your state’s capital, as they are often well placed to walk documents through the process quickly. Alternatively, FastNIE can help you source certified copies and organise the apostille remotely. Use code NAOMI5 for 5% off.