Getting certified copies of your documents in Spain

Terms used

• Compulsa — The compulsa was a stamp certifying that a photocopy matched the original, now largely replaced by the authentic copy.
• Copia auténtica — The copia auténtica is a copy issued by a public administration that has the same validity as the original.
• Cotejo — The cotejo is a check by an official that a photocopy matches the original document.
• Copia autorizada — The copia autorizada is a notary's full copy of a deed, with legal effect for enforcement and registries.
• Copia simple — The copia simple is a notary's copy of a deed that is for information only.
• Testimonio — The testimonio is a notary's certification that a copy matches a document shown to them.
• Apostille — The apostille is an international stamp that confirms a foreign public document is genuine, so it can be used in Spain.

Key rules

• Routine procedures: For most state administration procedures, show the original and the office issues the authentic copy, so you do not need a notary.
• Power of attorney: Use the copia autorizada from the notary who holds the deed, not a photocopy.
• Foreign documents: A notary's certification only shows the copy matches; the document usually still needs an apostille or legalisation and often a sworn translation.
• Private bodies: Banks and some regional or private bodies set their own copy rules, so ask first.

The short answer

Most offices no longer want a stamped photocopy. For ordinary procedures with the state administration, you show the original and the office makes the copy itself. A notary is needed only for specific cases, such as court filings, property or company registries, and powers of attorney.

Does the compulsa still exist?

Largely no. The compulsa was a stamp saying a photocopy matched the original. The state administration replaced it with the copia auténtica. You take the original to the office, staff digitise it, and the administration issues the authentic copy. Offices must also accept electronic copies made by another administration, and you do not have to hand in documents the administration already holds.

Some regional bodies, banks and other private organisations still set their own rules. Some may ask for a copy checked against the original (cotejo) or a notarised copy. Ask the receiving office which one it accepts before you pay for anything.

The three kinds of copy and who issues them

• Administrative authentic copy. A public administration issues it, on paper or electronically. It has the same validity as the original. Use it for ordinary procedures with public bodies.
• Notarial copy. A notary issues it. A copia autorizada is a full copy of a deed, with legal effect for enforcement and registries. A copia simple is for information only. A testimonio is a notary's certification that a copy matches a document shown to them.
• Electronic notarial copy. A notary can issue a copia autorizada electrónica, signed with an advanced electronic signature.

When you need a notarial copy

A simple photocopy, or one checked against the original by the official, is enough for most routine procedures. Expect to need a notarial copy for:

• court filings
• inheritance and succession matters
• foreign documents used in legal proceedings
• any case where the rules or the receiving body expressly ask for one

For a power of attorney, a photocopy is not enough. Ask the notary who holds the deed for the copia autorizada, and use that.

Copies of foreign documents

A Spanish notary can certify that a photocopy matches a foreign document you show them. That only confirms the copy is identical. It does not prove the document is genuine or valid.

To use a foreign public document in Spain you usually also need an apostille or legalisation, and often a sworn translation into Spanish. A notary may refuse to certify a document in a language they cannot read, or may ask for a translation first. Ask the notary before you go.

The choice, documents and checklist below help you pick the right copy for your procedure.

Choosing between options

Which type of copy do you need for this procedure?

• Simple photocopy or copy checked by the official: Most routine procedures, where the office checks the copy against your original.

• Authentic copy from the administration: Filings with a public administration, which must accept electronic copies made by another administration.

• Notarial copy: Court filings, property or company registry filings, inheritance matters, foreign documents used in legal proceedings, powers of attorney, or when the receiving body expressly asks for one.

Use the simplest copy the receiving body accepts, and get a notarial copy only when the rules or the body require it.

Documents you need

• The original document, to show to the office or notary so the copy can be checked against it.

• A notarial copy (copia auténtica or testimonio) of your document, only for court filings, property or company registry filings, inheritance matters, or where the receiving body expressly asks for it.

• The notary's copy (copia autorizada) of your power of attorney, issued by the notary who holds the deed, not a photocopy.

• An apostille (or legalisation) on a foreign public document, usually needed for use in Spain.

• A sworn translation into Spanish of a foreign document, made by a sworn translator, often needed on top of the apostille.

Checklist

• Ask the receiving office or body which type of copy it accepts: a simple photocopy, an authentic copy or a notarial copy.

• Take the original to a state administration office so it digitises the document and issues the authentic copy, instead of asking for a compulsa.

• Ask the notary for the copia autorizada when you need a copy of a power of attorney.

• Check whether your foreign document needs an apostille or legalisation and a sworn translation before it is used in Spain.

• Ask the notary beforehand if they will certify a foreign document, especially one in a language they may not read.

Frequently asked questions

Does Spain still use the compulsa to certify photocopies?

No, the compulsa has largely been replaced in dealings with the state administration by the authentic copy. You now show the original in the office, which digitises it and issues the authentic copy itself. Notaries can still certify copies, and some regional or private bodies may still ask for them.

Can a Spanish notary certify a copy of my foreign document?

Yes, a notary can certify that a photocopy matches the foreign original you show, but this does not confirm the document is genuine. For use in Spain you usually also need an apostille or legalisation, and often a sworn translation. Ask the notary beforehand, as they may decline a document in a language they cannot read.

Do I need a notarial copy of my power of attorney?

Yes, for a power of attorney the copy issued by the notary (copia autorizada) is the document used in practice, not a photocopy. Ask the notary for it when you sign the deed.

Will a bank accept the same copy as a government office?

Not always, because private bodies such as banks set their own requirements. Ask the bank which type of copy it wants before you order one.