How to apostille documents in Spain: step-by-step guide (2026)

You have the document, but it's useless without an apostille

You've got your university degree. Or you've signed a power of attorney so your family can handle something in the Philippines. Or you need to send a birth certificate to another country. The document is in your hand, ready to go. But then someone tells you: "It needs an apostille."

Apostille? What's that? Where do you get one? How much does it cost? And how long will it take?

If you're at that point, this guide is for you. We explain everything step by step — no unnecessary jargon, just the practical information you need to get this done as quickly as possible.

What is the Hague Apostille (and why they're asking for it)

The Hague Apostille is an official stamp that certifies a Spanish public document is authentic. Think of it as a "passport" for your document: without it, many countries won't accept it.

It's called that because it comes from the 1961 Hague Convention, signed by over 120 countries. The Philippines, the United States, the United Kingdom, Germany, France, Italy, Mexico, Colombia... they're all members. If your destination country is part of the convention, you need an apostille. Period.

What if the country isn't a member? Then you need consular legalisation, which is a longer process involving the Ministry of Foreign Affairs and the destination country's consulate. But most cases are resolved with an apostille.

Key fact: over 80% of the documents we process at Acacia Cargo require an apostille. It's the most common procedure among our clients.

Which documents need an apostille

Not all documents need one. The apostille applies only to public documents. Here are the most common:

Academic documents:

• University degrees and diplomas
• Transcripts / academic records
• Vocational training certificates

Civil registry documents:

• Birth certificates
• Marriage certificates
• Death certificates
• Civil status certificates

Notarial documents:

• Powers of attorney (SPA - Special Power of Attorney)
• Property deeds
• Wills
• Notarised contracts

Other official documents:

• Criminal background checks
• Registration certificates
• Court documents (judgments, orders)

Don't need apostille: private documents (contracts between individuals without a notary), simple photocopies, personal letters.

Not sure if your document needs one? Ask us for free — we'll guide you.

Where to get an apostille in Spain

This is where most people get lost. Not all documents are apostilled at the same place. It depends on who issued the document:

Notarial documents (powers of attorney, deeds, contracts)

→ Colegio Notarial (Notarial College) of the province where the document was signed.

In Barcelona: Col·legi de Notaris de Catalunya, Carrer de la Notaría 4.

Civil registry documents (birth, marriage, death)

→ Tribunal Superior de Justicia (High Court of Justice) of the relevant autonomous community.

In Barcelona: Tribunal Superior de Justicia de Cataluña, Passeig de Lluís Companys 14-16.

Official university degrees

→ Ministry of Education (for official state degrees) or the university itself in some cases. Can also be processed at the Ministry of Justice central office.

Court documents

→ Tribunal Superior de Justicia of the autonomous community.

Administrative documents (registration certificates, criminal records)

→ Ministry of Justice — Central Citizen Service Office or its territorial offices.

How much does an apostille cost in Spain?

Good news: apostilles in Spain are relatively cheap.

The real cost isn't the apostille itself. It's the time: queues, travel, and sometimes multiple visits if something's missing. In our experience, the full process can take between 1 and 5 business days depending on the authority and workload.

Step by step: how to apostille your document

1. Identify the correct authority

Use the table above. The most common mistake is going to the wrong place — and wasting an entire day.

2. Bring the original document

The apostille goes on the original document. Not on photocopies (unless they're certified by a notary). If your original is in poor condition, you may need to request a duplicate.

3. Go in person or apply by post

Some authorities accept postal applications. Others require you to be there. In Barcelona, most can be done in person the same morning.

4. Collect your apostilled document

In many cases, the apostille is applied on the spot or within 24-48 hours. For university degrees, it can take longer (up to 1-2 weeks if going through the Ministry).

5. Ship it to its destination

Once apostilled, your document is ready to be sent abroad. This is where we come in.

Do you also need a sworn translation?

In many cases, yes. If the destination country doesn't speak Spanish, they'll likely require a sworn translation of the apostilled document.

A sworn translation must be done by a sworn translator-interpreter appointed by the Ministry of Foreign Affairs. A regular translation won't do.

The correct order is:

1. First apostille the original document

2. Then get a sworn translation of the apostilled document

3. Some countries also require the translation to be apostilled

If you're unsure what your specific document needs, ask us. We've handled hundreds of shipments with apostilles and sworn translations — we know what each country requires.

What nobody tells you: the most common mistakes

After processing hundreds of apostilled documents, these are the mistakes we see over and over:

1. Going to the wrong authority. A notarial power of attorney isn't apostilled at the TSJ, but at the Colegio Notarial. Seems obvious, but many people waste a full day on this.

2. Bringing only the photocopy. The apostille goes on the original. If you only bring the copy, they send you home.

3. Not checking if the country is a Hague Convention member. If it's not, you need consular legalisation — a different, longer process.

4. Apostilling without translating (or translating without apostilling). The order matters. And some countries require both to be apostilled.

5. Sending the apostilled document by regular mail. An apostilled degree represents months of paperwork. If it gets lost in the post, you start over. Over 12% of documents sent by regular international mail experience delays or losses. Better to use a professional service with tracking.

Apostilled and ready: we handle the shipping

Once your document is apostilled (and translated if needed), the next step is getting it to its destination safely and quickly.

At Acacia Cargo we take care of that:

• Documents to the Philippines and 50+ countries from €39
• Delivery in 3-5 business days
• Real-time tracking door to door
• Professional packaging with moisture protection
• Customs handling included

There's no point investing time and money in apostilling a document only to risk it in an untracked shipment.

Request your quote in under 24 hours or visit us at Carrer de Pelai 9, Barcelona. We serve you in Spanish, English and Filipino.