Does this document need an apostille, a translation, or both?

Key rules

• Two questions: The issuing country decides the apostille or legalisation, and the document's language decides the translation.
• Sworn translation: Only a translator accredited by Spain's Ministry of Foreign Affairs makes a sworn translation; yours or an ordinary translator's does not count.
• EU documents: Many EU-issued civil-status documents need no apostille, and an EU multilingual form can replace translation for some.
• Criminal record: A criminal record certificate must usually be issued within three months of use.
• Ask first: The office handling your case decides in practice, so confirm what it wants before you pay for stamps or translations.

The short answer

Two separate questions decide what each document needs. First: which country issued it? That sets the apostille or legalisation step. Second: is it in Spanish? That sets the translation step. Answer both for every document, one by one.

Step 1: the stamp that proves the document is genuine

Find the issuing country, not your nationality or where you live now.

• Country in the Hague Apostille Convention: you need an apostille. It replaces full legalisation.
• Country outside the Hague Convention: you need full legalisation. The foreign ministry of the issuing country legalises the document, then the Spanish embassy or consulate in that country does. Sometimes the Spanish Ministry of Foreign Affairs then legalises the consul's signature.
• Document issued by an EU state: for many civil-status documents you need no apostille and no legalisation. This covers proof of birth, death, name, marriage, marital status, registered partnership, parenthood, adoption, residence, nationality and a clean criminal record. It does not cover documents from non-EU countries. An office can still ask for more proof if it doubts a document is genuine.
• Country with a special agreement with Spain: Spain has older agreements that waive legalisation for some documents with countries such as France, Germany, Italy, Portugal and Switzerland. The scope differs by treaty, and many cover only court or civil-registry documents. Check the current list with the Spanish Ministry of Foreign Affairs before you rely on one.

Step 2: the translation

If the document is not in Spanish, expect to need a sworn translation (traducción jurada). In immigration, civil registry and nationality procedures this is the normal rule.

• Who can make it: a traductor-intérprete jurado, accredited by the Spanish Ministry of Foreign Affairs. The translation carries their signature, stamp and a statement that it is faithful. You can check the translator in the Ministry's list for your language.
• Not accepted as sworn: a translation by you or by an ordinary translator.
• EU multilingual form: for birth, death, marriage, registered partnership and marital status documents from an EU state, you can ask for this form. It attaches to the document and can replace a translation. It does not replace translation for other documents.
• Translated abroad: a translation by a local sworn translator is not automatically accepted. It usually needs its own apostille or legalisation, and the office must agree. Translations by a Spanish consulate are accepted. Most offices prefer a Spanish sworn translator, so ask before you pay.
• Catalan, Basque, Galician or Valencian: these are co-official in their regions, but that covers documents issued in Spain. Your foreign documents still need Spanish. National bodies, such as immigration offices and registries, normally want Spanish. A regional office may accept another language, so ask it first.
• English documents: some offices, and consulates in particular, accept them without translation. Never assume this. Ask first.

Step 3: apply it to each document

These rules apply to visa applications, residence permits (including family reunification and arraigo), civil registry entries and nationality applications. The civil registry wants the original apostilled documents.

Before you order anything

The office or consulate handling your case has the final say, and requirements differ between them. Ask it whether it wants a sworn translation, a simple one or none. Do this before you pay for stamps or translations, and order the criminal record last so it stays within its three months.

If you are not sure which countries are in the Hague Convention or have an agreement with Spain, the checklist below tells you who to ask.

Choosing between options

Does this document need an apostille, a sworn translation, both or neither?

• Apostille only: The document was issued in a Hague Convention country and is already in Spanish.

• Full legalisation and sworn translation: The issuing country is not in the Hague Convention and has no convention with Spain: the foreign ministry there legalises it, then the Spanish embassy or consulate there, and a sworn translation follows if it is not in Spanish.

• Sworn translation only, or neither: The document is a covered type issued by an EU state, or comes from a country with a convention exempting it. It needs no apostille, and the EU multilingual form may replace the translation.

Start with the issuing country: Hague country means apostille, EU covered document means none, other countries need full legalisation. Then ask whether the document is in Spanish; if not, add a sworn translation.

Documents you need

• Criminal record certificate from your home country, issued recently (within three months) and apostilled or legalised.

• Birth certificate from the issuing country's civil registry, apostilled or legalised. EU-issued ones need no apostille.

• Marriage certificate from the issuing country's civil registry, apostilled or legalised. EU-issued ones need no apostille.

• Sworn translation into Spanish of each foreign public document not in Spanish, made by a sworn translator-interpreter (traductor-intérprete jurado).

• Your passport: a simple copy is usually enough, and you show the original at the appointment.

Checklist

• Check whether the country that issued the document is a party to the Hague Apostille Convention, and ask the foreign ministry there for the apostille if it is.

• Check whether your document was issued by an EU state and is one of the types covered by the EU rules, such as birth, marriage, residence or criminal record; if so, no apostille is needed.

• Ask the Spanish Ministry of Foreign Affairs whether Spain has a convention with the issuing country that exempts your document from legalisation.

• Look up your translator in the Ministry of Foreign Affairs list of sworn translators for the language you need.

• Ask your regional office whether it accepts a translation into Catalan, Basque, Galician or Valencian.

Frequently asked questions

Can I use a sworn translation made in my home country?

Not automatically: a sworn translation made abroad is generally accepted only if it is apostilled or legalised and the office agrees. Translations by a Spanish consulate in your country, or by a sworn translator appointed by the Spanish Ministry of Foreign Affairs, are accepted.

Can I translate my documents into Catalan, Basque, Galician or Valencian instead of Spanish?

Usually no, because foreign documents still need a Spanish translation for state offices such as immigration and the registries. Co-official languages are accepted without translation only for documents issued in Spain in those languages. Some regional offices may accept a translation into their language, so ask them first.

Does an EU multilingual form replace a sworn translation?

Yes, for birth, death, marriage, registered partnership and capacity-to-marry or marital status documents, the optional multilingual form attached to the document can replace a translation. Other documents may still need a sworn translation. An office can ask for a certified copy or translation if it doubts the document is genuine.

Can I translate the document myself or use an ordinary translator?

No, a translation by you or by an ordinary translator is not a sworn translation. You need a sworn translator-interpreter (traductor-intérprete jurado), who signs, stamps and certifies the translation. The Ministry of Foreign Affairs publishes a list of them by language so you can check.