Authorising someone to file for you (representación)

Terms used

• Cl@ve — Cl@ve is Spain's official online identification system for dealing with public administrations.
• Poder notarial — A poder notarial is a power of attorney signed before a notary, needed for acts that require a public document.
• Apud acta — An apud acta power is granted by appearing in person before an official at an administration office.
• TIE — The TIE is the foreigner identity card issued to non-EU residents in Spain.
• Traducción jurada — A traducción jurada is a sworn translation into Spanish, made by an officially recognised translator.
• Gestor — A gestor is a professional who handles administrative and tax paperwork for clients.

Key rules

• Passwords: Never hand over your Cl@ve, digital certificate or passwords; authorise a representative officially instead, and give documents, not passwords.
• Registered power: A power registered in the state representation register lasts a maximum of five years, can be renewed and can be revoked at any time.
• Notary: You need a poder notarial only for acts that require a public document; many filings need only a simpler authorisation.
• Narrow scope: Limit the power to the job, the procedure or the taxes you choose.

The safe way to let someone act for you

Give your helper an official authorisation, not your login. Never hand over your Cl@ve, digital certificate or passwords. Your helper then uses their own certificate, and everything they do is traceable to them, not to you pretending to be you.

If a professional needs your data, send documents. The checklist below covers the steps in order.

Pick the right instrument

Choose the simplest instrument that covers the job. Spain accepts several.

• Simple written authorisation. For routine acts such as filing forms or making payments, the administration may presume your representative is allowed to act. It can still ask for proof.
• Apud acta power. You grant it by appearing in person before an official at an office or electronic office. It can cover one procedure or be general.
• Registered power (REA). You record the power in the state electronic register of powers. It works for procedures with the state administration. Regional and local administrations have their own registers.
• Poder notarial. A power signed before a notary. You need it only for acts that require a public document, such as buying or selling property, opening certain accounts or broad general powers. Many administrative filings do not need it.

Which procedures accept a registered power varies by office, so ask the office handling your case before you choose.

Granting a power in the state register

You can grant it online with your own Cl@ve or electronic certificate, or in person at a registration office with your ID. Your representative must accept the power, and their identity is checked. It can be:

• general, for any procedure;
• limited to one body and type of procedure;
• limited to filing documents only.

Pick the narrowest option. Set an end date. A registered power lasts a maximum of five years, can be renewed and can be revoked at any time. Your representative can be a person or a company.

Tax matters

For tax, authorise your representative with the tax agency, limited to the taxes or acts you choose. For example, you can limit them to receiving notifications. Options include granting a power in the agency's own register (online or in person), using a notarial power or a registered power, or going through a tax adviser or gestor who is registered to file for clients. Form names and codes change, so confirm them on the tax agency's site. Non-residents can also be required or choose to appoint a tax representative in some cases.

Immigration filings

You can file through a legal representative or an authorised person. Sign an authorisation or power and give your representative a copy of your ID. They will often also need the form declaring representation. Many filings are sent electronically by lawyers or gestores with your signed consent.

You normally do not need to be in Spain to appoint a representative, but some applications must be submitted while you are in Spain. Some steps always need you in person: fingerprinting for the TIE, collecting the card, and generally visa applications at a consulate abroad. The rules changed in 2025, so check the current steps for your permit.

Signing a power abroad

A power signed outside Spain must be signed before a local notary and carry an apostille. If the country is not part of the apostille system, the Spanish consulate legalises it instead. If it is in another language, add a sworn translation into Spanish (traducción jurada). The easier route is to sign before a Spanish consul, which avoids both the apostille and the translation. A Spanish notary may ask for the power to be formalised in their records.

Ending a power

The power's scope and end date are written in the document itself. A power for one procedure ends when that procedure ends. Death of either person usually ends it too.

• Registered or apud acta power: revoke it through the register, online or in person, at any time.
• Notarial power: revoke it with a new notarial deed, tell your representative, and ideally tell the offices where it was used.

Revoke the power once the job is done.

Agree the job in writing first

Before you authorise anyone, get a written quote and a clear list of what they will do. The wording template below helps you ask.

Documents you need

• Poder notarial: a power signed before a notary, needed for acts that require a public document, such as property purchases or broad general powers.

• Power signed abroad: it must be signed before a local notary and carry an apostille, or be legalised by the Spanish consulate if your country is not in the Hague Convention.

• Sworn translation into Spanish (traducción jurada) of a power signed abroad in a foreign language. Signing before a Spanish consul avoids this.

• Signed authorisation or apud acta power for an immigration filing, together with your representative's ID and often the 'EX' form declaring the representation.

• Your own ID, to grant a power in person at a registration office for the state representation register. Online you use Cl@ve or an electronic certificate yourself.

Checklist

• Choose the narrowest power that covers the job, for example only filing documents or only one procedure.

• Set an end date on the power; one in the state representation register lasts a maximum of five years.

• Grant the power through the official register, online with your own Cl@ve or certificate or in person with ID.

• For an immigration filing, sign the authorisation and give your representative a copy of your ID.

• Give your helper documents, never your passwords or certificate.

Wording to request a written quote and authorisation

Send this before you sign anything or pay anything. Fill in the blanks in square brackets and delete what does not apply.

Subject: Request for written quote and limited authorisation

Dear [name],

I would like you to help me with [describe the task in one sentence, for example: "my residence application" or "registering my car"].

Before we start, please send me in writing:

1. Scope of work. A list of exactly what you will do, and what is not included.
2. Fee. Whether it is a fixed fee or hourly, with the total or the maximum I could pay.
3. IVA. Whether the fee includes IVA or whether it is added on top.
4. Expected costs paid to third parties. The taxes and official fees you expect to pay on my behalf, shown separately from your fee.
5. Payment terms. When each payment is due and how I pay.
6. Duration. How long you expect the work to take.
7. Ending the arrangement. How I can stop the work, and what I would owe if I do.
8. Data protection. How you will store and use my documents and personal data.
9. Complaints. How I can raise a complaint.

If you need to act for me in front of an office, I will only give a limited authorisation. Please confirm that it will:

• cover only these acts: [list the specific procedures or forms];
• be for [name the office or authority] only;
• end on [date], or when the procedure ends, whichever comes first;
• allow me to revoke it at any time, and tell me how you will help me do that.

Please do not ask for a general power that covers anything beyond the list above. If you think you need wider powers, explain why in writing first.

Please do not start work or make any payment for me until I have accepted the quote in writing.

Thank you, [Your full name] [Your address] [Your phone number or email]

Before you send it

• Compare the reply with your list. If the scope, the total or the end date is missing, ask again before you sign.
• Keep the signed quote and the authorisation together, with their dates.
• If the person refuses to put the terms in writing, treat that as a reason to look for someone else.

Frequently asked questions

When do I need a notarised power instead of a simpler authorisation?

You need a poder notarial (a power signed before a notary) when your representative must do things that require a public document, such as buying or selling property or opening certain accounts. Many administrative filings work with a simpler written authorisation or a personal appearance before an official (apoderamiento apud acta). Broad general powers also normally go through a notary.

How do I sign a power of attorney from another country for use in Spain?

Sign it before a local notary and add an apostille, or have the Spanish consulate legalise it if your country is not part of the Hague Convention. If it is not in Spanish, it also needs a sworn translation (traducción jurada).

Can I let someone represent me with the tax agency only for certain things?

Yes, a tax representative can be limited to certain taxes or acts, such as receiving notifications. You can authorise them in the tax agency's own register, by notarial power, or through a registered tax adviser or gestor who files on clients' behalf. The agency also has a specific form for filing returns for non-residents.