What to do on a scouting trip, and what not to sign

Terms used

• Fianza — The fianza is the legal deposit for a residential lease, held as security for the landlord.
• Padrón — The padrón is the town hall register of residents, which needs a Spanish address.
• NIE — The NIE is the foreigner identification number used for property, banking and tax in Spain.
• Arras — Arras is a deposit paid when agreeing a purchase, which can be lost if you withdraw.
• Señal — A señal is a reservation payment that holds a property and can be lost if you pull out.
• Gestor — A gestor is a professional who handles administrative paperwork with Spanish offices on your behalf.
• Centro de salud — The centro de salud is the local public health centre, your first stop for medical care.

Key rules

• Binding paperwork: Sign no reservation or arras contract and pay no deposit until a lawyer has checked the property and the contract.
• Fianza: The legal deposit is one month's rent, and extra guarantees in shorter leases can add up to two months' rent.
• Order of paperwork: Get the NIE first, a bank account second, and register on the padrón only once you live at the address.
• Scams: Never send money for a rental you have not viewed or pay a deposit by transfer to an unknown individual.

Use the trip to check, not to commit

Spend your time on things you can only judge in person. Do not pay a deposit or sign anything binding while you are on holiday mood. A good flat will still be there after a few days of thinking, and a lawyer can read the paperwork first.

Errands worth doing

• Viewings at different times of day. Go back in the evening to check noise from bars, traffic and neighbours.
• Schools. Visit the ones you are considering and talk to the staff.
• Health. Find the local centro de salud and the nearest hospital, and see how far they are from where you might live.
• An independent adviser. Meet an abogado (lawyer) and a gestor, who handles paperwork for you. Choose people who work for you, not for the seller or agent.
• Signal. Test mobile and internet coverage inside the flat.
• Commute. Do the real journey to work or school at the real hour.
• Town hall. Ask about the padrón and any local rules that affect you.

What not to sign or pay

Do not sign a reservation or arras contract, or pay a señal, before a lawyer has checked the property's title, debts, licences and the contract terms. If you pull out, you can lose the money. With penitential arras, the seller can also withdraw by returning double.

For rentals, watch for these common scam signs:

• A request to send money for a flat you have not viewed.
• A deposit sent by transfer to an individual you do not know.
• Upfront fees from a supposed owner.
• A price far below the market.

Do not give anyone a broad power of attorney. Do not work with an agent who takes fees without a written contract.

Know the deposit limits too. The legal fianza for a residential lease is one month's rent. In shorter leases, extra guarantees can add up to two months' rent. Ask for more than that and you should walk away. These limits do not cover tourist or seasonal lets.

Paperwork: what is worth doing now

Do things in this order: NIE first, bank second, padrón only once you live at the address.

• NIE. You can apply at a police station or a Spanish consulate abroad. Appointments (cita previa) can be scarce, so book early. If you are buying property or opening accounts, it is worth having. It is often issued the same day or within days once you have the appointment.
• Bank account. With a passport and an NIE, many banks will open an account for a non-resident, though some want proof of residence. It is realistic during a visit only if you already hold the NIE.
• Padrón. It needs a Spanish address, so a short-stay visitor without a home should not register.

The documents list below shows what to bring. The checklist covers which bookings to keep refundable, and the warnings and FAQ go into more detail.

Documents you need

• Passport: needed for the NIE application and to open a bank account.

• Form EX-15: the NIE application form, handed in at a police station or Spanish consulate abroad.

• A written reason for applying for the NIE, such as buying property or opening an account.

• NIE: needed by many banks to open an account as a non-resident.

• Proof of residence: some banks ask for it when a non-resident opens an account.

• Rental contract or the owner's consent for your address: needed for the padrón, so only once you live there.

What to know before paying, and what to book only with a refund option

Before you pay for the trip

• Check current flight fares for your dates and compare them on a flight search engine, because prices rise sharply in July-August, at Christmas and at Easter.

• Look up current listings for a one-month furnished stay in your chosen city and month, and ask what bills and cleaning cost on top of the rent.

• Book hotels and apartments only on free-cancellation rates, and pay at the property where you can.

• Choose a flexible or changeable airline fare if your dates may move, because basic fares are usually non-refundable.

• Book Spanish trains and car rental with free cancellation or pay-at-pickup, and buy travel insurance early so it covers cancellation.

• Pay by credit card where you can, because it gives you extra chargeback options.

• Hold back from prepaying non-refundable saver hotel rates or long-stay apartments paid in full upfront.

• Hold back from prepaying moving, language-course, coworking or gym packages, or visa fast-track services, until your visa or residency is approved.

• Refuse to send any deposit or advance to a landlord you have not met or for a property you have not viewed, and walk away from ads priced far below market.

• Hold off on any reservation payment or arras contract until a lawyer has checked the title, debts, licences and contract terms, because you can lose the money if you withdraw.

• Ask for a written contract before paying any agent a fee, and do not give anyone broad powers of attorney.

• Check that any rental deposit asked of you fits the limits for deposits and extra guarantees set out in this article's section on what not to sign: one month's rent, plus up to two months' rent in extra guarantees on shorter leases.

• Apply for your NIE (foreigner ID number) first if you plan to buy or open accounts, and book the police or consulate appointment early because slots can be scarce.

• Open a bank account on the trip only if you already hold your NIE, and take your passport, since some banks also ask for proof of residence.

• Wait to register on the padrón (town hall residents list) until you live at a Spanish address.

What to watch out for

• Reservation and arras payments: A señal (reservation payment) or arras payment can be lost if you pull out of a purchase. With penitential arras the seller can also withdraw by returning double. Pay no deposit and sign no reservation or arras contract until a lawyer has checked the title, debts, licences and contract terms.

• Rental scams: Common scams include ads priced far below market, upfront fees from supposed owners, deposits sent by transfer to unknown individuals, and payment for a rental you have not seen. View the home in person and pay nothing until you have met the real owner or a trusted agent and have a written contract.

• Agents and powers of attorney: Giving someone a broad power of attorney, or signing with an agent who takes fees without a written contract, can leave you exposed. Give only a narrow power of attorney, and get any agent's fees in a written contract before you pay.

• Rental deposit too high: A rental deposit that goes beyond the legal limits is a red flag. The deposit limits are set out in the article on what to do on a scouting trip. Ask what the deposit is, and for housing leases ask where it will be lodged with the regional body.

Frequently asked questions

Should I register on the padrón during a short scouting trip?

No, you should not register on the padrón (the local residents' register) on a short scouting trip if you have no home there. It needs a Spanish address, such as a rental contract or the owner's consent, and it is meant for people who live at that address. Register once you have moved in.

Can I open a Spanish bank account during a short visit?

Yes, a non-resident can open a Spanish bank account with a passport and an NIE at many banks, but some banks ask for proof of residence. It is realistic in one visit only if you already hold the NIE. Do the NIE first, then the bank.

Is it worth getting an NIE on a scouting trip?

Yes, getting the NIE early is worth it if you plan to buy property or open accounts. A non-resident applies at a police station or Spanish consulate abroad with form EX-15, a passport and a reason for applying. Appointments (cita previa) can be scarce, so book before you travel.

Which local places should I visit besides viewings?

Visit the local health centre (centro de salud) and nearest hospital, plus the town hall to ask about the padrón and local rules. Also meet a gestor (a paperwork agent) and an independent lawyer. Test your commute and phone and internet signal inside the flat.