Spain's digital nomad visa (the international remote work residence permit created by Law 28/2022) is the file with the most documents I translate. They come from two or three countries, they are issued by public bodies, employers, banks and universities, and almost all of them have to reach the consulate or the UGE in Spanish. This guide goes document by document: which needs an apostille, which needs a sworn translation, and the order in which everything is prepared.
Why are so many files refused or sent back?
Hardly ever because of the merits of the case. The reasons I see every week are three: a document without an apostille, a plain translation where a sworn one was required, and an incomplete batch that forces you to start again. All three are avoided before anything is submitted, with a review of the list and with a single translator applying the same criteria to the whole file (names, dates and terminology written identically in every document).
One warning before we go on: income thresholds, fees and processing times are set by the Spanish administration and change every year. You will not find them in this article, on purpose. Confirm them with the consulate, the UGE or an immigration lawyer; I take care of the documents, the apostilles and the translation.
Which documents need an apostille and a sworn translation?
- Criminal record certificate from the country or countries where you have lived in recent years (FBI or state level in the US, ACRO in the UK, MEA and police in India). Apostille: yes. Sworn translation: yes. It is usually valid for a limited time, so book your appointment first and order the certificate second.
- Employment contract or letter from your foreign employer confirming position, salary, length of service and express authorisation to work remotely from Spain. If you are self-employed, contracts with foreign clients. Apostille: not usually. Sworn translation: yes.
- Company registration certificate (certificate of incorporation, good standing or equivalent) proving at least one year of activity. Apostille: usually yes. Sworn translation: yes.
- University or postgraduate degree, or letters from previous employers proving three years of experience. Apostille: yes for the degree; letters depend on the consulate. Sworn translation: yes.
- Proof of income: payslips, bank statements, invoices, tax returns. Apostille: no. Sworn translation: yes (recent months are often enough).
- Social security coverage certificate from your home country (UK A1, US SSA certificate of coverage) or a commitment to register in Spain. Apostille: no. Sworn translation: yes.
- Health insurance with cover in Spain. Sworn translation: yes, if the policy is not in Spanish.
- For family members: marriage or partnership certificate and children's birth certificates. Apostille: yes. Sworn translation: yes.
- Passport: a copy is submitted and it does not usually need translating.
Which comes first, the apostille or the translation?
Always the apostille. It is a page or a sticker added to the original in the country that issued it, and it is part of the document: it gets translated too. If you send me a certificate without an apostille and the consulate requires one, I tell you before I start so you do not pay twice.
How do you send a complete file?
- Put everything in one folder (Drive, Dropbox, WeTransfer or attachments) named with your surname.
- Scan every document in full, apostille and back page included. A sharp phone photo is fine.
- Name the files in order: 01-criminal-record.pdf, 02-contract.pdf… I return the translations with the same numbering and an index.
- Tell me which consulate you are applying at (or whether you are filing with the UGE) and your appointment date.
With that I reply within 2 working hours with the review of the list, a fixed price for the batch and a single delivery deadline in writing. Individual documents take 24/48 hours; a complete file is usually ready within a few days. If you are coming from the United States or from India, you have a guide of your own with the particulars of your country.
Is the PDF translation accepted by the consulate?
For online submission, yes: every translation carries my electronic signature, verifiable in one click, and my stamp as sworn translator no. 7310, which can be checked on the official register of Spain's Ministry of Foreign Affairs. If your consulate insists on paper, I courier the stamped originals to Spain or to your country.
Preparing your file? Send me your list on WhatsApp and I will tell you what is missing and what needs an apostille, with no obligation.