Choosing paperwork help

It is for anyone thinking about, planning or carrying out a move to Spain. You do not need to know the Spanish system yet.

Start with "Choosing between a paperwork agent (gestor), a lawyer and an adviser". It shows which kind of professional fits your task, so you do not pay for the wrong one.

After that, the other pages follow the order in which most people use them:

• How to vet a paperwork agent (gestor) or lawyer before hiring.
• What paperwork help costs and what the fee includes.
• Authorising someone to file for you (representación).
• Free or low cost help with Spanish paperwork.

Scams and disputes are not covered here.

Key rules

• Fee extras: Helper fees usually exclude official fees, sworn translations, apostilles and courier costs, and IVA of 21% applies to the professional's own fees but not to out-of-pocket sums paid for you.
• Power validity: A power registered in the state representation register lasts a maximum of five years, can be renewed and can be revoked at any time.
• Missed notices: An electronic notice counts as rejected if you do not open it within 10 calendar days, and the procedure goes on without you.
• Passwords: Never hand over your Cl@ve, digital certificate or passwords; authorise a representative officially instead, and give documents, not passwords.
• Check registration: Before hiring, ask for the colegiado number and proof of professional liability cover, and check them with the professional's colegio.
• Who is responsible: You stay responsible to the administration for what is filed in your name, even if a helper made the mistake, so keep the written agreement, the authorisation, receipts and copies of everything filed.

Documents you may need

Identity and residence

• Valid passport or national ID — Free or low cost help with Spanish paperwork

Income and work

• Professional liability certificate or policy certificate from the gestor — How to vet a paperwork agent (gestor) or lawyer before hiring

Payments and receipts

• Factura from the helper for their own fees — What paperwork help costs and what the fee includes
• Receipts for every sum the helper paid to the administration — What paperwork help costs and what the fee includes
• Official fee payment form — What paperwork help costs and what the fee includes

Other documents

• Signed written authorisation for whoever files — Choosing between a paperwork agent (gestor), a lawyer and an adviser
• Proof of the professional's title and membership of their professional body — Choosing between a paperwork agent (gestor), a lawyer and an adviser
• Written quote or engagement letter — What paperwork help costs and what the fee includes
• Signed authorisation or apud acta power for an immigration filing — Authorising someone to file for you (representación)

Each article lists the other documents it asks for, where you need them.

Choosing paperwork help: questions that cross several articles

When do you need a lawyer instead of a gestor?

You need a lawyer for court cases, appeals against a refusal in court, family or inheritance disputes, and complex immigration cases such as refusals, expulsions or asylum. A gestor is enough for routine filing where the outcome is straightforward. Read "Choosing between a paperwork agent (gestor), a lawyer and an adviser" to pick the right one.

Can a gestor file my immigration application if I am a non-EU national?

Yes, a gestor can file residence applications, renewals and NIE requests inside Spain for you if you give written authorisation. Consulate visa applications and biometric appointments may still need you in person, and court appeals need a lawyer. See "Authorising someone to file for you (representación)" for how to grant that authority.

Can a relocation agency or informal helper legally file for me?

Yes, any person you properly authorise in writing can file for you, but they cannot call themselves a gestor or lawyer or represent you in court without the title. See Choosing between a paperwork agent (gestor), a lawyer and an adviser.

How do you check that a gestor or lawyer is really registered?

Ask for the colegiado number, then confirm it with the professional's colegio or the national member search for gestores or lawyers. For a lawyer, check that they are listed as practising.

Should a gestor or lawyer give you an invoice with IVA?

Yes, both must issue an invoice (factura) showing their details and yours, tax IDs, date, service, base amount, IVA and total. See How to vet a paperwork agent (gestor) or lawyer before hiring.