When you submit foreign documents in Spain, some mistakes can lead to delays, requests for further documents or unnecessary costs. Translating before checking whether an Apostille is needed, sending incomplete documents, not checking whether certificates are still valid or ordering translations you don’t need are all situations worth avoiding. Knowing these eight common mistakes can help you prepare your documents better.
Mistake 1: translating before apostilling
When a foreign document needs a Hague Apostille and a sworn translation, it is generally best to have it apostilled first and translated afterwards.
That way, the translation can also cover the Apostille where applicable. If it is translated first, the translation may need to be completed later, although the whole job will not always have to be redone.
Before ordering it, check whether your document needs an Apostille or is exempt.
Mistake 2: confusing the Apostille with the validity of the translation
The Apostille and the sworn translation serve different purposes.
The Apostille certifies certain formal elements of a public document and must be issued by a competent authority of the State the document comes from.
For their part, translations carried out by sworn translator-interpreters appointed by the Spanish Ministry of Foreign Affairs are official and do not need any further legalisation by that Ministry to be valid in Spain.
Mistake 3: sending incomplete or illegible scans
Cropped photos, blurred stamps or a forgotten back page can make it harder to prepare a sworn translation.
The translator must faithfully reflect the content of the document they receive, including annotations, stamps and other relevant elements.
To avoid problems, send complete, legible copies, with all edges visible, good lighting and the back of the document whenever it contains information.
Mistake 4: not checking whether certificates are still valid
Some procedures require recent certificates, especially in the case of criminal record certificates or civil registry documents.
Validity periods may vary depending on the document and the receiving authority. Requesting a certificate too early may mean you have to obtain a new one and, where applicable, have it translated again.
It is a good idea to coordinate the issue of the document, its Apostille or legalisation and the translation with the date on which you plan to submit it.
Mistake 5: ordering translations without checking possible exemptions
Not all foreign documents need a sworn translation.
Certain multilingual certificates issued under international conventions can be used without a translation. In addition, Regulation (EU) 2016/1191 provides for multilingual standard forms which, under certain conditions, make it possible to do without one.
Before ordering a translation, check whether your document is covered by an exemption and what requirements the Spanish authority receiving it has set.
Mistake 6: believing that a sworn translation recognises qualifications or converts grades
A sworn translation faithfully reproduces the content of a document, but it does not recognise qualifications, validate studies or convert grades to the Spanish system.
Recognition (homologation) of qualifications, academic equivalence, validation of studies and the equivalence of average grades are different procedures, handled by the competent authorities or institutions depending on the case.
It is important to tell these procedures apart in order to prepare your documents correctly.
Mistake 7: submitting a different document from the one requested
Sometimes the problem is not the translation but the document chosen.
For example, submitting an extract when a full (literal) certificate is required, a provisional version when the final one is requested, or a foreign marriage certificate when the procedure requires a certificate from the Spanish civil registry.
Before requesting or translating any document, check the specific requirements of the receiving authority.
Mistake 8: leaving the preparation until the last minute
Obtaining certificates, completing legalisations and preparing translations can take time.
Timeframes depend on the country, the authority, the type of document and the language of the translation.
To avoid surprises, check the requirements in advance, organise the procedures and leave enough margin before the submission deadline.
Frequently asked questions
What should I check before ordering a sworn translation?
Check that you have the right document, that it is complete and legible, that it meets the validity requirements and that you have obtained the Apostille or legalisation where applicable.
It is also a good idea to confirm with the receiving authority whether it really needs a sworn translation.
I had a document translated and was then asked to have it apostilled. Is the translation wasted?
Not necessarily. If the document needs an Apostille, the translation may need to be completed to include it.
Depending on the document and the existing translation, it will not always be necessary to redo the whole job.
Which mistakes can lead to unnecessary costs?
Among the most common are translating a document that turns out not to be needed, using a certificate that no longer meets the validity requirements or ordering a translation before completing the necessary formalities.
Checking the requirements beforehand can help you avoid these costs.
How do I know whether my document is exempt from translation?
It depends on the country of origin, the type of document and the procedure.
Some multilingual certificates and documents accompanied by European multilingual standard forms may be exempt from translation under the conditions laid down in the applicable rules.
Check the requirements of the receiving Spanish authority before ordering it.
- Regulation (EU) 2016/1191 on the circulation of certain public documents in the European Union (EUR-Lex).
- Sworn translation and interpreting: appointment of sworn translators and official status of their translations (Spanish Ministry of Foreign Affairs, European Union and Cooperation).
- Hague Convention of 5 October 1961: States where it applies (Hague Conference on Private International Law).
This guide is for information purposes only. Requirements may vary depending on the country, the document and the procedure. Always check the instructions of the competent authorities before submitting your documents.