Apostille by Country — US, UK & Canada (2026 Guide for Spain Visa Documents)
Spain is a member of the Hague Apostille Convention, which means foreign public documents must carry an apostilla (apostille) — a standardized authentication stamp issued by the competent authority in the country that issued the document — before Spanish authorities will accept them. The issuing authority and the process differ depending on whether you are based in the United States, United Kingdom, or Canada, and whether the document is federal or state/provincial. This guide explains who issues apostilles in each country and how to obtain them.
Fees, mailing addresses, processing times, and consular requirements change without notice. Always confirm current procedures with the relevant government office and your Spanish consulate before submitting documents. Nothing here constitutes legal or immigration advice.
What an apostille is and when you need it
An apostilla (apostille) is a certificate issued under the 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents. It authenticates the origin of a public document so that it is legally recognized in another member country without further legalization.
For Spanish visa and residency applications, apostilles are typically required on:
- Police clearance certificates (criminal record checks)
- Birth, marriage, and civil status certificates
- Academic diplomas and degree certificates
- Incorporation documents and employment proof (where applicable)
An apostille must be issued by the competent authority in the same country that issued the original document. You cannot apostille a US document in the UK, or a Canadian document in Spain. For each document, identify the issuing country first, then locate the correct apostille authority for that country.
United States — two separate apostille authorities
The US has a two-tier apostille system. The correct authority depends entirely on whether the document is federal or state-level:
Federal documents (e.g., FBI Identity History Summary)
- Apostille authority: US Department of State, Office of Authentications
- Who uses this: Anyone apostilling a document issued by a federal US agency — most commonly the FBI Identity History Summary
- A state Secretary of State apostille does NOT apply to federal documents and is not accepted by Spanish consulates for them
US Dept of State, Office of Authentications
44132 Mercure Circle, P.O. Box 1206
Sterling, VA 20166-1206
Official guidance: travel.state.gov
Fees and processing (verify at travel.state.gov before submitting):
- Government fee: $20 per document — by check or money order payable to "U.S. Department of State"
- By mail (mailing address above): up to 5 weeks from receipt. Include a prepaid USPS or UPS return envelope — FedEx returns are not accepted.
- In-person drop-off at the Sterling, VA office: approximately 7 business days. Confirm current hours and drop-off availability on the website before traveling.
- Appointment-based same-day/urgent service may be available for imminent travel — check website for eligibility.
Required form: DS-4194 (enter "Spain" as destination country); include it with the original document and payment.
State-issued documents (e.g., birth certificate, marriage certificate, diploma)
- Apostille authority: the Secretary of State of the state that issued the document (e.g., California Secretary of State for a California birth certificate)
- Each state has its own process, fees, and processing times — check the Secretary of State website for the issuing state
- Typical government fees range from $5 to $20 per document
- Processing times vary widely: some states offer same-day in-person service; others take 4–8 weeks by mail
For the FBI Identity History Summary specifically, see our dedicated guide: FBI Identity History Summary — US police clearance for Spain. That page covers the full process including both the FBI request and the federal apostille.
United Kingdom — FCDO Legalisation
For UK-issued documents, the apostille is provided by the FCDO Legalisation Office (Foreign, Commonwealth and Development Office), formerly known as the Foreign and Commonwealth Office.
FCDO Legalisation — key facts
- Applies to: all UK public documents including ACRO Police Certificates, birth/marriage certificates, educational qualifications, and notarized documents
- Official guidance: gov.uk/get-document-legalised
- Postal service fee: £45 per document
- Business counter fee: £40 per document (FCDO-registered agents only — not accessible to the general public directly)
- Postal processing time: up to 25 working days; can be 10–15 working days under normal load; longer during summer peak
- Via FCDO-registered service providers: typically 24–48 hours once the provider has the document; provider fees apply in addition to the FCDO government fee
- No public walk-in service at the FCDO premises — postal or registered provider route only
- An e-Apostille option is available for qualifying documents and saves £10 on the government fee; confirm whether your Spanish consulate accepts digital apostilles before choosing this route
Practical tip for UK applicants: Using an FCDO-registered service provider is the most reliable way to obtain an apostille quickly — they access the business counter and typically return documents within 1–3 business days. Budget for their service fee (typically £40–£100 per document) on top of the £45 FCDO government fee.
For the ACRO Police Certificate (the criminal record document required from UK applicants), see Police clearance by country.
Canada — Global Affairs Canada (Hague member since January 2024)
Canada formally joined the Hague Apostille Convention on 11 January 2024. Before that date, Canadian documents required a longer authentication and legalization chain to be valid in Spain. That chain is now replaced by a straightforward apostille from Global Affairs Canada.
Global Affairs Canada — apostille facts
- Applies to: Canadian federal documents, including RCMP Certified Criminal Record Checks
- Issuing authority: Global Affairs Canada, Authentication Services Section, Ottawa
- Processing time (Ottawa): can take several months depending on workload — confirm current wait times before submitting
- Faster alternative — Canadian Embassy in Madrid: the Embassy of Canada in Madrid can issue apostilles on federally issued documents (such as the RCMP certificate) with a turnaround of approximately 2 weeks. If you are already in Spain, this is typically the faster route. Contact the Embassy directly for current fees and appointment availability.
- Provincial documents (e.g., birth or marriage certificates issued by a province): the apostille authority may differ — some provinces issue apostilles through their own government offices. Confirm with the issuing provincial authority.
Any guidance written before January 2024 about Canadian document legalization for Spain may describe an outdated multi-step authentication process. Since 11 January 2024, an apostille from Global Affairs Canada (or the Canadian Embassy abroad) suffices. Disregard older instructions that describe Embassy legalization chains.
For the RCMP Certified Criminal Record Check (the criminal record document required from Canadian applicants), see Police clearance by country.
After the apostille: sworn Spanish translation
An apostille authenticates the document's origin — it does not translate the content. For Spanish visa and residency applications, any foreign-language document must also be accompanied by a sworn translation into Spanish:
- The translator must be a traductor jurado — a sworn translator certified by the Spanish Ministry of Foreign Affairs. A standard translation or a notarized translation is not sufficient.
- The Ministry of Foreign Affairs maintains an official directory of certified traductores jurados at maec.gob.es (search "traductores e intérpretes jurados").
- Many sworn translators work remotely: you send a scan or courier the apostilled original, and they return a signed, stamped translation. Confirm with your consulate whether a physical stamp is required or whether a certified scan is accepted at the application stage.
- Typical cost: €50–€150 per document, depending on length and turnaround.
- Allow 2–5 business days for translation once the translator has the apostilled document.
General tips
- The apostille goes on the original document — not a photocopy.
- For the US: federal documents (FBI check) require the US Dept of State apostille; state documents require the Secretary of State of the issuing state. Do not mix these up.
- Spain requires a paper apostille in most cases. If you are considering a digital/e-Apostille option (available in the UK), confirm your consulate accepts it before selecting that route.
- Apostilles do not have a fixed expiry date, but the documents they authenticate do. Spanish consulates typically require the underlying document (not just the apostille) to have been issued within 90 days of your application date. Start the apostille process only after you have the fresh original document.
- Build apostille processing time into your overall visa timeline — do not leave it until the last few weeks before your intended application date.
Need help navigating this process?
We manage your full document package — from police clearance and apostilles to your TIE (Tarjeta de Identidad de Extranjero — residency card). Book a free call or send us a message.
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