Replacing a lost or stolen document before or after arrival

Key rules

• Passport: Report to the police first, then go to your embassy or consulate in Spain.
• Civil certificates: Request a new certified copy from the civil registry where the event was registered.
• Apostille: A lost apostille is not reissued in general, so the new copy usually needs a new one.
• Appointments: Embassies usually require an appointment, so book early.

Start with the right office

Your passport is replaced by your own country's embassy or consulate in Spain. A birth or marriage certificate is replaced by the civil registry in the country where the event was registered. If the new copy is needed for a Spanish procedure, it usually has to be apostilled or legalised again, and translated.

Lost or stolen passport

1. Report the loss or theft to the Policía Nacional or Guardia Civil. You get a police report, the denuncia. Your embassy will usually ask for it.
2. Book an appointment with your embassy or consulate in Spain. Appointments are usually necessary, so do this straight away.
3. Ask for an emergency travel document or a full replacement passport.

An emergency document may be issued in 1 to 5 working days. A full replacement typically takes from a few days to several weeks. It depends on your country and on whether biometrics are needed. Procedures differ by embassy, so check your embassy's website before you go.

If you have not arrived yet, the same steps apply at home. Contact your own passport office and, if you need to travel, ask about an emergency document.

Lost birth or marriage certificate

Request a new certified copy from the civil registry where the birth or marriage was registered. Many registries take requests online or by post. Some countries' consulates in Spain can request or issue copies for their citizens, so ask yours first. You may not need to travel home.

Lost apostille

An apostille is attached to one specific document. It normally cannot be reissued on its own. If an apostilled document is lost, get a new copy of the underlying document and have it apostilled again.

Some issuing authorities keep a register of apostilles and can issue a duplicate or confirm validity. This is not generally available, so ask the authority that issued it before you start again.

Re-legalising and translating

Once you hold the replacement civil certificate, check whether your Spanish procedure needs it apostilled or legalised and translated. If so, do both again on the new copy. Allow extra time, since each step is separate.

The timeline, document list and questions below cover the details.

Timeline and deadlines

• Report the loss or theft to the Policía Nacional or Guardia Civil and get your denuncia: as soon as you notice it is missing

• Book an appointment with your embassy or consulate in Spain: right after you have the police report

• Receive an emergency travel document: usually 1 to 5 working days after your appointment

Documents you need

• Police report (denuncia) for the lost or stolen passport, issued by the Policía Nacional or Guardia Civil in Spain

• Emergency travel document or replacement passport, issued by your embassy or consulate in Spain

• New certified copy of a lost birth or marriage certificate, from the civil registry in the country where the event was registered, or through a consulate

• New apostille or legalisation on the replacement civil certificate, if it is needed for a Spanish procedure

• Translation of the replacement civil certificate, if it is needed for a Spanish procedure

Frequently asked questions

Can I get an emergency passport in Spain if mine is stolen?

Yes, your embassy or consulate in Spain can usually issue an emergency travel document, often in 1 to 5 working days. Report the theft to the local police first to get a denuncia, the police report. Book an appointment, as they are usually needed.

Can I get my lost birth certificate replaced from Spain?

Yes, you can usually request a new certified copy from the civil registry in the country where the event was registered.

Do I need a new apostille if my apostilled document is lost?

Yes, in most cases you need a new copy of the underlying document and a new apostille on it. An apostille is attached to one specific document and normally cannot be reissued separately.

Can the authority that issued my apostille give me a duplicate?

Sometimes, because a few issuing authorities keep a register of apostilles and can issue a duplicate or confirm it is valid. This is not generally available, so ask the issuing office before you order a new document.