Apostilling copies, notarised documents and digital documents

Key rules

• Safest form: Apostille the original or a certified copy from the issuing authority.
• Photocopies: A plain photocopy needs a notary's or authority's true-copy certification before it can be apostilled.
• Electronic apostilles: Ask the Spanish office whether it accepts an electronic apostille or wants paper.
• Criminal record certificate: It usually must have been issued within the last 3 months, and the procedure sets the exact period.

Which form to apostille

Apostille the original public document, or a certified copy issued by the authority that issued the original. These are the safest routes. An apostille confirms the signature, the seal and the signatory's capacity. It does not confirm what the document says.

A plain photocopy

Do not apostille a plain photocopy. It is not a public document, so the apostille has nothing to attach to. If you only hold a photocopy, first ask a notary or the competent authority to certify it as a true copy. The apostille then goes on that certification. Rules differ by issuing country, so ask the apostille office in the country that issued the document.

Notarised copies

Spain generally accepts a foreign notarial certified copy when the notary's signature carries an apostille. The Spanish office treats it as proof that the original exists. Acceptance is the office's decision. Some offices still ask for the original, or for a sworn translation into Spanish alongside the copy. Ask your office before you pay for notarising.

Electronic apostilles

Electronic apostilles from other countries are accepted in principle. You can check one in the issuing country's online register. Some Spanish offices still want paper, so ask whether an electronic version is enough before you rely on it.

Does an apostille expire?

The apostille itself has no expiry date. The Spanish procedure sets how recent the document must be. Criminal record certificates usually must be issued within the last 3 months, and the exact period is set by the procedure you apply under. Civil-status documents are often accepted within 3 to 6 months or 1 year, depending on the procedure. Order these so they are still recent when you file. The timeline, documents list and checklist below cover the steps.

Timeline and deadlines

• Order a criminal record certificate so it is recent when you file: issued within the last 3 months before filing

Documents you need

• The original public document, or a certified copy issued by the authority that issued the original, with the apostille attached to it.

• A true-copy certification from a notary or competent authority, if you only hold a photocopy. The apostille goes on this certification, not on the plain photocopy.

• A sworn translation into Spanish, if the Spanish office asks for one alongside a foreign notarial copy.

• A recently issued criminal record certificate or civil-status document, issued within the period the procedure sets.

Checklist

• Ask the Spanish office whether it accepts a notarial certified copy or wants the original.

• Ask the office whether it accepts an electronic apostille or wants paper.

• Verify an electronic apostille in the issuing country's online register.

• Check the age limit for each document in the rules of your application, and order a new one if it is too old.

Frequently asked questions

Can I apostille a plain photocopy for use in Spain?

No, a plain photocopy cannot be apostilled on its own, because it is not a public document.

Will a Spanish office accept an apostilled notarial copy instead of the original?

Usually yes, Spain generally accepts a foreign notarial certified copy when the notary's signature carries an apostille, but the receiving office decides. It may still ask for the original or a sworn translation, so ask the office before you order copies.

Can I use an electronic apostille in Spain?

Yes, electronic apostilles from other countries are accepted in principle and can be checked in the issuing country's online register, but a particular office may still ask for paper. Ask the office which version it wants.

Does an apostilled document expire?

The apostille itself has no expiry date, but the Spanish procedure can require a recent document. Civil-status documents are often accepted if issued within 3 to 6 months or 1 year, depending on the procedure. Check the exact period in the rules of your application.