Timing and sequencingArticle 5 of 5 · 3 min read
The 90-day document trap: when certificates expire on you
Some documents for a Spanish residence application go out of date before you file. It is for non-EU applicants.
Key rules
- Criminal record certificate: Three months is the oldest it can be on your filing day.
- Apostille: An apostille never expires, but a new certificate needs a new apostille.
- Reference date: Age is measured on the filing day, so order dated papers last, close to the date you submit.
- Passport: Renew it first if less than 6 months remain.
Your criminal record certificate is the document most likely to expire on you. Order the slow items first (apostilles and translations), and get the dated ones last, so they are still fresh on the day you file.
How old can each document be?
Criminal record certificate. It must be issued no more than 3 months before the day you file (which certificates you need).
Medical certificate. Only some routes need one. It must be issued no more than 3 months before you file (what it must say).
Bank statements and income proof. The latest statement must be dated within 30 days of filing, so download them last (bank statements and source of funds). Payslips, contracts and tax records must be current.
Passport. It must have at least 6 months of validity left when you file (passport rules).
Which date is the age counted to?
The day you file. A few consulates check the date again when the visa is decided or issued, which is later and leaves you less room. The visa itself must also be used within its entry window.
Apostilles and translations add lead time
An apostille does not expire. The time limit belongs to the document underneath it. If the certificate becomes too old, you need a new certificate and a new apostille.
Apostille speed runs from days to several weeks depending on the issuing country, so start the slowest first (apostilles and legalisation).
Countries outside the apostille system need consular legalisation. Any document not in Spanish also needs a sworn translation, so book that as soon as the apostille is done.
Document validity countdown from your filing day
If your answer to “On what date will you file the application?” is 15 Mar 2027, your steps fall on these dates:
| Step | When | Note |
|---|---|---|
| Get the criminal record certificate, issued no more than 3 months before filing | 15 Dec 2026 to 15 Mar 2027 | Deadline |
| Get the medical certificate, if your route requires it | 15 Dec 2026 to 15 Mar 2027 | |
| Get bank statements and income proof, dated within 30 days before filing | 13 Feb 2027 to 15 Mar 2027 | |
| File the application with all documents | 15 Mar 2027 | Hard to undo |
| Expect the consulate decision; silence counts as a refusal | 15 Mar 2027 to 15 Jun 2027 | Deadline |
For the entry and card dates, start from your approval date (approval and entry).
What if a document expires?
Before you file
Nothing is lost except time. Replace the expired document before you submit, and file only when everything is valid. A file with an expired document is sent back to you.
After you file
The office sends an official request to fix the file. Saturdays, Sundays and public holidays do not count, and the notice states the exact period. You can ask for an extension before the time runs out.
- You send a valid replacement in time: the process continues.
- You miss the deadline: the application is treated as withdrawn and archived, and you can file a new application.
- Your visa lapsed after approval: you file a new visa application (approval and entry).
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