Originals, photocopies and scans: what Spanish offices want

Terms used

• Cita — The cita is your booked appointment at a public office.
• TIE — The TIE is the residence card for foreigners in Spain.
• Padrón — The padrón is the town hall's register of residents.
• Compulsa — A compulsa is a stamp certifying that a photocopy matches the original.
• Apostille — An apostille is an international stamp certifying that a foreign public document is genuine.

Key rules

• Scans: Scans uploaded to an electronic filing count as the original for that procedure, but you may be asked to show the original later.
• Sets: Bring the originals plus at least two photocopy sets per person.
• Foreign documents: Foreign documents still need an apostille and a sworn translation.
• Office lists: Each office sets its own list, so check it before your appointment.

The short answer

Online, a scan is usually enough. In person, bring the original and photocopies. Some steps ask you to show the original later, so keep every original.

When a scan is accepted

When you file through an electronic filing system (registro electrónico), you can upload scanned copies. They count as valid as the original for that procedure. You are responsible for the copy being true. If the office doubts a copy, it can ask you for the original or a certified copy to compare.

Scan each document as a clear PDF, one file per document. Documents with a secure verification code (CSV) can be checked online by the office.

Offices should not ask you for documents that another public body already holds.

When you need originals in person

At in-person steps, offices typically want your passport and your appointment (cita) confirmation in original, plus a photocopy of each. The documents list below gives the usual examples, such as fingerprinting for the TIE and padrón registration. Each office sets its own list, so check the exact one for your appointment. A step can also require the original even if you uploaded a scan earlier.

Stamped copies (compulsa)

The old paper stamp (compulsa) has largely been replaced. If an office asks for a certified copy, you can get an authentic electronic copy at a public registry office, at a town hall, or from a notary. Some counters still compare (cotejo) a photocopy with your original on request, so bring both.

Foreign documents

Foreign documents still need an apostille and a sworn translation, whether you scan them or not. Electronic apostilles are accepted by some offices and not others, and others ask for paper. Ask the office before you rely on a PDF apostille. If you can, get a paper apostille too.

How many sets to carry

Carry the originals plus at least two photocopy sets per person. Put them in the order of the office's list. Families should prepare a separate set for each person, plus spare passport-size photographs.

Keep a digital copy of everything on your phone or a USB drive, and in cloud storage. The checklist below shows how to organise your paper and digital archive.

Documents you need

• Your passport in original, plus a photocopy, for every in-person step.

• Your appointment (cita) confirmation, in original plus a photocopy.

• For TIE fingerprinting: your resolution or receipt, the fee payment (tasa, model 790 code 012) and a photograph, each with a photocopy.

• For padrón registration at the town hall: your passport or ID and your rental contract or title deed, each with a copy.

• A certified copy of a document, if the office asks for one: an authentic electronic copy from a registry office or a notarised copy.

• Foreign documents with an apostille and a sworn translation.

Set up your paperwork archive, paper and digital

Set up your paperwork archive

• Keep a paper folder for originals that must stay on paper: apostilled certificates, sworn translations, deeds, contracts and passport copies.

• Scan every other document as a readable PDF, so you have a digital copy of everything.

• Sort files by person first, then by topic: identity, residence, tax, housing, work and social security, health, education, vehicle, insurance and banking.

• Keep the original acknowledgement receipts (justificantes) and payment records (NRC) of every filing.

• Keep indefinitely your passports, NIE and TIE, residence resolutions, civil-status certificates, property deeds, mortgage papers, vida laboral (your social-security work record) and proof of continuous residence such as padrón history and leases.

• Keep tax returns, invoices and receipts for at least 4 to 6 years, and property purchase and improvement papers for as long as you own the property plus 4 years after you sell.

• Keep fee receipts (tasas) and application acknowledgements until the final decision and any appeal period have ended.

• Keep rental contracts and fianza (deposit) receipts for the lease plus several years, and utility bills as proof of address for at least a few years.

• Keep wealth and foreign-asset reports (modelos 720, 721 and 714) for at least 4 years, longer while the assets remain.

• Back up with the 3-2-1 rule: three copies, on two types of storage, with one held off-site in encrypted cloud or on a drive kept elsewhere.

• Protect sensitive files with a password manager, strong passwords and two-factor authentication, and store backups of your digital certificate and Cl@ve details securely.

• Download documents from official online portals regularly, since they stay available online only for a limited time.

• Make a short index with expiry dates for your TIE, passport, insurance and certificates, and set reminders before each one.

• Give a trusted person access to the archive for emergencies.

Frequently asked questions

Can I upload a scan instead of bringing the original?

Yes, a scan uploaded to the electronic filing system or digitised at a registry office has the same validity as the original for that procedure, but the office can still ask to see the original later. This happens if it doubts the copy, or at a later in-person step such as TIE fingerprinting.

Do I still need a stamped photocopy (compulsa)?

Usually no, because registry offices now digitise your document and issue an authentic electronic copy with the same validity.

Will Spanish offices accept an electronic apostille?

Sometimes, because acceptance of electronic apostilles differs from office to office. Some accept the PDF and check it online using the number and code printed on it, while others ask for a paper apostille. Ask the office before you order, so you do not have to repeat the apostille.

How many sets of copies should my family carry to appointments?

Carry the originals plus at least two photocopy sets per person. Bring a separate set for each family member and spare passport-size photographs. Keep a clear PDF of each document, one file per document, on your phone or a USB stick.