Making sense of Spanish government websites (sede electrónica)

Terms used

• DNI — The DNI is the national identity card of Spanish citizens.
• Sede electrónica — The sede electrónica is the official website of a Spanish administration, where you file procedures and collect documents.
• Justificante de registro — The justificante de registro is the automatic receipt proving you filed something, with date, time and entry number.
• Trámite — A trámite is a step or procedure, such as filing an application or answering a request.
• Expediente — The expediente is the file of your procedure, identified by a reference number.
• Subsanar — To subsanar is to correct or complete a defect or missing document in an application.
• CSV — The CSV (Código Seguro de Verificación) is a code on an issued document that lets you verify it online.
• Cl@ve — Cl@ve is the government's electronic ID system for logging in to public websites, by PIN or permanent password.

Key rules

• Proof of filing: Only the downloaded filing receipt proves your filing, not the on-screen confirmation.
• Non-working days: You can file at any hour, but a filing on a non-working day counts as made on the next working day.
• Login: Cl@ve, an electronic certificate or the electronic DNI opens your files and notifications.
• CSV: A CSV lets you check or download an issued document, usually without logging in.

The receipt is your proof, not the screen

When you file something online, the proof is the filing receipt (justificante de registro). The electronic registry creates it automatically. Download it and keep it. An on-screen "thank you" page is not proof.

A good receipt shows the date and time of filing, the entry number and the documents you sent. It also carries a CSV or electronic stamp. If a deadline is ever questioned, this receipt shows when you filed.

Decode the portal vocabulary

Government sites use the same few words again and again:

• Sede electrónica: the official website of an administration. Each ministry, region and town hall has its own, so check you are on the right one.
• Trámite: a step or procedure, such as filing an application or answering a request.
• Registro: the official register where documents going in and out are logged and given an official date.
• Expediente: the file for your procedure, with its own reference number. Note this number.
• Subsanar: to fix or complete something missing in your application, usually after the office asks you to.
• CSV: a code printed on an issued document. It lets anyone check the document is genuine.

Letters from officials use more words, such as requerimiento and plazo. The glossary below explains them.

Filing: when it counts

The electronic registry works 24 hours a day. A filing made on a non-working day counts as made on the next working day. Keep that in mind if a deadline falls on a weekend or holiday. The timeline below covers this.

Log in to retrieve documents and notifications

To open your files or notifications you need an electronic ID. Use Cl@ve (PIN or permanent), an electronic certificate or the electronic DNI. Each sede accepts its own methods, so check the login page.

Places to look:

• The sede's own area, often called "Mis expedientes" or "Carpeta ciudadana".
• The general government access point, which links to many services.
• The Dirección Electrónica Habilitada única (DEHú), for notifications sent to you electronically.

Regional and town hall sedes work in a similar way, but on their own portals.

Check or download a document with a CSV

If a document has a CSV, go to the issuing body's document verification page ("verificación de documentos") and enter the code. This usually needs no login. Use it to confirm a document is genuine or to download another copy.

Before you leave the portal

Use the checklist below. Make sure the receipt is saved on your device, not just open in your browser.

Timeline and deadlines

• Submit your filing at the electronic registry, which works 24 hours a day: any time, day or night

• Download and keep the receipt that shows the date and time of your filing: right after submitting

• Know that a filing made on a non-working day counts as made on the next working day: if you file on a weekend or holiday

Documents you need

• The filing receipt (justificante de registro), issued automatically by the electronic registry after you submit. It shows the date, time, entry number and documents sent. Keep the digital copy.

• An electronic ID to log in: Cl@ve (PIN or permanent), an electronic certificate or the electronic DNI. You need one to retrieve notifications or your files.

• The CSV (Código Seguro de Verificación), the code printed on an issued document, to check or download it on the issuing body's verification page.

Checklist

• Download the filing receipt (justificante de registro) as soon as you submit.

• Keep the digital copy of the receipt instead of relying on the on-screen confirmation.

• Log in with Cl@ve, an electronic certificate or the electronic DNI to open your files (expedientes) or notifications.

• Enter the CSV on the issuing body's document verification page to check or download an issued document.

Glossary of words in Spanish official letters

• Requerimiento: A request to supply missing documents or correct defects in your file. Answer within 10 working days, or the application can be treated as withdrawn (desistimiento).

• Subsanar: To correct or complete a defect or a missing document in your application, usually because a requerimiento asked you to.

• Trámite de audiencia: Your chance to review the file and send allegations and documents before a decision is made, usually for 10 to 15 days. If you do not respond, the procedure goes on without your input.

• Resolución: The decision that ends the procedure. It lists the recursos (appeals) open to you: generally 1 month to appeal to the same or a higher body and 2 months to go to court, counted from the day after notification.

• Providencia: A procedural order, used by courts and some bodies. The tax agency's providencia de apremio starts enforcement, so pay or appeal within the period it states.

• Plazo: The deadline to act. Read the date or number of days written in the letter and the appeals section.

• Recurso: A formal appeal against a decision. Your resolución says which ones you can use and where to file them.

• Notificación rechazada: An electronic notice you do not open within 10 calendar days counts as rejected, so it is treated as delivered and the deadlines start running.

• Sede electrónica: The official website of an administration, which is legally responsible for its content and services.

• Justificante: The receipt that proves you filed something or took an action. Save it every time.

• Expediente: The file of your procedure, identified by a reference number you should quote in any contact.

• CSV (Código Seguro de Verificación): A code that lets anyone check on the sede that an electronic document is genuine.

Frequently asked questions

Is the on-screen confirmation enough to prove I filed something online?

No, the on-screen confirmation is not enough to prove your filing; the proof is the automatic receipt (justificante de registro) the electronic registry issues. It shows the date and time, the entry number and the documents you sent. Download it and keep it.

What happens if I file on a Sunday or a holiday?

A filing made on a non-working day counts as made on the next working day, even though the electronic registry works 24 hours a day. Keep this in mind if your deadline ends on a weekend or holiday, and file earlier if you can.

Can I check a document with a CSV without logging in?

Yes, you can usually check or download a document that carries a CSV on the issuing body's document verification page without identifying yourself. You only type in the code printed on the document.

Where do I find notifications sent to me electronically?

You find them by logging in with Cl@ve, an electronic certificate or the electronic DNI, through the sede's own area, the single notifications address (DEHú) or the Carpeta Ciudadana. Regional and local sedes work similarly but have their own portals.