Filling in a general request form (instancia general)

Terms used

• DNI — The DNI is the national identity card of Spanish citizens.
• Instancia general — The instancia general is a free-form request form for matters that have no specific form.
• Sede electrónica — The sede electrónica is an administration's official online office, where forms and procedures are published.
• Registro — The registro is the registry office where you file forms and get proof of the filing date.
• EXPONE — EXPONE is the form section where you state the facts and reasons behind your request.
• SOLICITA — SOLICITA is the form section where you state exactly what you are asking for.
• DIR3 — The DIR3 code identifies a public body or unit in the state directory, and some forms ask for it.

Key rules

• Catch-all form: The instancia general is only for matters with no specific form, and never replaces a required model.
• Right office's version: Use the form published by the office you are writing to, as each body has its own.
• Clear request: State one precise request in the SOLICITA section.
• Proof of filing: Keep a stamped or electronic copy showing the filing date.

When to use it

The instancia general is a free-form request. Use it when your matter has no specific form: a petition, claim, complaint or question to a public office.

Do not use it when the procedure requires its own form, online filing or fixed annexes. This is common for tax, immigration, permits and some licences. If the office has a specific form for your matter, use that one. The decision block below helps you choose.

Where to get the form

Each office publishes its own version. Look on the office's sede electrónica, usually under "Trámites" and a name like "Instancia genérica" or "Solicitud general". Town halls and regional governments have their own versions, so use the one from the office you are writing to.

For national government bodies, the form is available through the Punto de Acceso General and the Carpeta Ciudadana. You can file online with a digital certificate, Cl@ve or the electronic DNI.

For paper, pick up the form and file it at the registro (registry office) or the citizen service office (OAC or OIAC). An Oficina de Asistencia en Materia de Registros also works.

Fill it in, section by section

Forms vary a little, but most follow this order.

1. Your details. Name, ID number, address, phone and email. Say how you want to be notified, by post or electronically.
2. Representative. Complete this only if someone files for you. Add their details and proof that they can act for you.
3. EXPONE. This is where you set out the facts and the reasons for your request. Keep it short, factual and in date order.
4. SOLICITA. State exactly what you are asking for. One clear request is better than several vague ones.
5. Documents attached. List every document you attach.
6. Place, date and signature. Sign it. Unsigned forms can be sent back.
7. Addressee. Name the body or unit you are writing to, for example "Sr./Sra. Alcalde-Presidente del Ayuntamiento de...". If the form asks for a DIR3 code, find it on the office's website or ask at its registry.

Some forms also include a data protection notice and a consent box for the office to check your data. Read these before ticking.

Before you hand it in

Go through the checklist below. Keep a stamped or electronic copy showing the filing date. It is your proof that you filed.

Choosing between options

Should you use the instancia general or a specific form?

• Use the instancia general: Your matter has no mandatory model, such as a petition, claim, complaint or inquiry.

• Use the specific form: The procedure requires its own model, electronic filing or fixed annexes, as with tax, immigration, permits and some licences.

If the office publishes a specific form for your procedure, use that one. Use the instancia general only when no mandatory model exists.

Documents you need

• The completed instancia general form from the office you are writing to, signed and dated, with your name, ID, address, phone, email and preferred notification channel.

• Proof of representation, if someone files on your behalf, together with that person's details.

• The documents that support your request, listed in the attachments section of the form.

Checklist before you submit a form or written reply

Before you submit

• Check that your full name, address and NIE or passport number match your ID exactly, with no spelling differences.

• Attach a valid copy of your ID, NIE or passport, and replace it if it has expired.

• Attach proof of representation (apoderamiento) if someone else files for you.

• Make sure you are using the current model or form for your procedure, and that it is addressed to the right body or office.

• Add every attachment the procedure asks for, such as certificates and the payment receipt for the fee (tasa), and pay the fee first.

• Ask whether your foreign documents need an apostille or a translation into Castellano, and whether an ordinary translation is enough or it must be sworn (jurado).

• Sign the form: by hand for a paper filing, or electronically with a certificate or Cl@ve if the procedure accepts it.

• Check that your handwriting and scans are clear enough to read.

• Confirm you are filing before the deadline.

• Choose a valid route: the electronic registry, an assistance office for registry matters (oficina de asistencia en materia de registros), a post office (Correos), or a Spanish consulate abroad.

• If you have no certificate, ask a registry office official to identify you and sign on your behalf with your consent.

• Keep a copy of everything you send, and look out for a request to correct your filing, which usually gives you 10 working days.

Frequently asked questions

Where do I find the instancia general form for my town hall?

You find it on your town hall's electronic office (sede electrónica), usually under "Trámites" or "Instancia genérica / solicitud general". Regional governments and the central State administration publish their own versions.

Can I file an instancia general on paper?

Yes, you can pick up a paper copy and file it at the office's registry (oficina de registro) or citizen service office, or at an Oficina de Asistencia en Materia de Registros.

Can I use an instancia general for any procedure?

No, you cannot use it when the procedure needs a specific form, electronic filing or fixed annexes, as with tax, immigration, permits and some licences. If a specific model exists, use that. If you are unsure, ask the office that handles the matter.

What does the EXPONE and SOLICITA part mean?

EXPONE is where you explain the facts and reasons for your request, and SOLICITA is where you state exactly what you are asking for. Keep the second part short and precise so the office knows what to decide.