Which version of your birth or marriage certificate to order

Key rules

• Birth certificate: Order the full (literal) birth certificate showing your parents' names, not a short extract.
• Marriage certificate: Order the full marriage certificate from the civil registry where the marriage was registered.
• Multilingual extract: Use it only where the receiving office accepts it; ask first.
• Apostille: Full certificates normally need an apostille and a sworn Spanish translation, except EU documents, which need no apostille.

Order the full certificate

Order the full (literal) birth certificate showing your parents' names, not a short extract. Spanish offices usually ask for it, and a short version is the most common reason a certificate gets sent back.

For marriage, order the full (literal) certificate from the civil registry of the country where the marriage was registered. It should show both spouses' details. Short marriage extracts are often refused unless they contain all the data the office needs.

When a multilingual extract works

A multilingual extract is a standard form with the same boxes in several languages. If it comes from a country that is party to the 1976 Vienna Convention on multilingual extracts, Spain accepts it without translation and without legalisation. Spain and countries such as Germany, Austria, Belgium, France, Italy, the Netherlands, Portugal, Switzerland and Turkey are party to it.

It is only a summary. Some offices that need parents' names may still ask for the full version. Before you order the extract, ask the office that will receive it whether it is enough. If you cannot get an answer, order the full certificate.

Apostille, legalisation and translation

A full certificate normally needs an apostille or legalisation from the issuing country, and a Spanish translation by a sworn translator. Documents from EU countries do not need an apostille. They can also come with a multilingual form instead of a translation.

Get the apostille and the translation after you have the right version. Doing them first on the wrong certificate wastes money.

Before you order

• Check which procedure you are applying for, as requirements vary by procedure and office.
• Ask for a recently issued certificate.
• Check that names, dates and parents' names match your passport.

The documents list and the FAQ below cover what to gather and common questions.

Choosing between options

Should you order the full certificate or a multilingual extract?

• Full (literal) certificate: Your country is not party to the Vienna Convention, the office wants parents' names or full details, or you are unsure. You will usually need an apostille and a sworn Spanish translation.

• Multilingual extract: Your country is party to the 1976 Vienna Convention and the office confirms the extract has enough data. It needs no translation or legalisation.

Choose the multilingual extract only if the office confirms it is enough; otherwise order the full certificate.

Documents you need

• Full (literal) birth certificate showing your parents' names, issued by the civil registry of your birth country.

• Full (literal) marriage certificate from the civil registry of the country where the marriage was registered, showing both spouses' details.

• Apostille or legalisation on each certificate, unless it is a multilingual extract or comes from an EU state.

• Spanish translation by a sworn translator of each certificate that is not a multilingual form.

• Multilingual standard-form extract from a state party to the 1976 Vienna Convention, as an alternative where the office accepts it.

Frequently asked questions

Can I use a multilingual extract instead of the full certificate?

Yes, a multilingual standard-form extract is accepted without translation or legalisation if it comes from a country that is party to the 1976 Vienna Convention, but only where the data it holds is enough. Spain and countries such as Germany, France, Italy, Portugal and Turkey are parties. Some offices still insist on the full version.

Do I still need an apostille if I am in the EU?

Usually no, because EU rules remove the apostille requirement for public documents issued by another EU state. Those rules also allow multilingual forms. Ask the receiving office whether it wants a translation as well.

Is a short marriage extract enough for a residence application?

Often no, because short marriage extracts are frequently refused unless they contain all the data the office needs. Order the full certificate from the civil registry where the marriage was registered. Have it apostilled or legalised and translated into Spanish if needed.