Which original documents to carry on you instead of shipping

Key rules

• Originals: Carry original identity, civil and income documents in your hand luggage, not in a shipment.
• Apostille: Most foreign documents need an apostille, or full consular legalisation if your country is not part of the Hague Convention.
• Sworn translation: Documents not in Spanish usually need a sworn translation, typically 2 to 5 working days for short certificates.
• Order: Get the apostille first, then the translation.

Lead times are general patterns, and the originals Spanish offices and landlords ask for vary, so confirm both with each office, landlord or consulate before you travel.

Carry originals on you, never in a shipment

Keep every original document that proves who you are, your family ties, your qualifications or your record in your hand luggage. Shipments can be delayed or lost, and you cannot replace an apostilled original quickly. Spanish offices and landlords often ask to see the original, not just a copy.

What to put in your hand-carry set

Build the set around the documents you will be asked for in your first weeks:

• Passports for everyone in your household, plus any visa or residence approval.
• Civil documents, such as birth and marriage certificates, if you need to prove family ties.
• Proof of income or funds, such as recent payslips, an employment contract or bank statements. Landlords commonly want this before they sign.
• Qualification certificates and school records, if you will enrol children or have your studies recognised.
• A criminal record certificate, if your visa or residence route asks for one.

The exact list depends on your visa, your town and your landlord. Ask each office or landlord what they require before you travel. The documents block below lists what you need, and your embassy or the Spanish consulate can confirm what applies to your route.

Which documents need an apostille and a sworn translation

Foreign documents usually need two extra steps before a Spanish office accepts them:

1. An apostille from the issuing country. This is a stamp that certifies the document is genuine.
2. A sworn translation (traductor jurado), made by a translator appointed by the Spanish Ministry of Foreign Affairs, if the document is not in Spanish.

If your country is not part of the Hague Convention, you need full consular legalisation instead of an apostille. This takes longer.

Plan the lead times

Start with the slowest step. Apostille times depend on the country and document type. A walk-in or expedited service can take from the same day to a few days. Post or the standard route can take one to several weeks. Documents that first need certified copies or authentication, such as a US FBI background check, can add weeks.

A sworn translation of a short standard document, such as a certificate, usually takes 2 to 5 working days. Long documents take longer, and a larger batch can take a week or more. Rush options cost extra.

Do the apostille first, then the translation, because the translator should translate the apostille too. The timeline below shows the order.

Keep copies too

Scan every document and store the files in the cloud. Carry a few paper photocopies as well. Offices often keep a copy, so you hand over the copy and keep the original.

Timeline and deadlines

• Order certified copies of documents that need them first, such as a US FBI background check: before you request the apostille; this can add weeks

• Get the apostille through a walk-in or expedited service: same day to a few days

• Get the apostille by post or standard route: one to several weeks

• Arrange full consular legalisation if your country is not part of the Hague Convention: longer than an apostille; start as early as you can

• Order the sworn translation of long documents or a larger batch: a week or more

Documents you need

• Each foreign original that a Spanish office or landlord will ask for, with an apostille from the issuing country. If your country is not part of the Hague Convention, it needs full consular legalisation instead.

• A sworn translation (traductor jurado, a translator appointed by the Spanish Ministry of Foreign Affairs) of any document going to a Spanish authority.

Frequently asked questions

How long does an apostille take to get?

An apostille takes anywhere from the same day to a few days at a walk-in or expedited service, and one to several weeks by post or standard routes. Documents that first need certified copies, such as a US FBI background check, can add weeks. Countries outside the Hague Convention need full consular legalisation, which takes longer.

How long does a sworn translation for Spain take?

A sworn translation of a short standard document, such as a certificate, usually takes about 2 to 5 working days. Longer documents take more time, and a larger batch can take a week or more. Rush service is available at extra cost.