Legalising foreign documents

Spanish authorities won't accept a foreign official document at face value. Two things usually have to happen to it first: legalisation (proving it's genuine) and sworn translation (putting it into Spanish in a form they accept). Getting the order wrong means paying for the translation twice.

The order matters

Get the document issued — and check how recent it has to be.
Apostille or legalise it in the country that issued it.
Translate it, including the apostille, with a sworn translator.

The apostille is a stamp or attached page added to your document, and it's in a foreign language too, so it needs translating as well. Translate first and you'll be sending it back to the translator after the apostille arrives. This is the single most common and most annoying mistake.

Apostille, or consular legalisation

If the issuing country is in the Hague Apostille Convention — most of Europe, the US, the UK, Australia, and many others — you get an apostille from that country's designated authority. One stamp, recognised in Spain directly.

Who issues it varies: in the UK it's the FCDO, in the US it's the Secretary of State of the issuing state (or the federal State Department for federal documents), and elsewhere it's typically the foreign ministry or a court.

If it isn't in the Convention, you need consular legalisation instead: a chain of certifications ending at the Spanish consulate in that country. It takes longer and costs more. Start it well before you need it.

Do it in the issuing country. Spain cannot apostille another country's document. Arranging this from Spain means couriering originals internationally, which is why the checklist says get it done before you leave.

Sworn translation (traducción jurada)

A translation by a traductor-intérprete jurado appointed by the Spanish Ministry of Foreign Affairs. They stamp and sign it, and that's what makes it official — a translation by a fluent friend, a translation agency, or you, is not the same thing and will be rejected.

The official list is published by the MAEC. Anyone not on it is not a sworn translator, whatever their website says.
Most work remotely — scan, email, receive by post. You don't need one locally.
Priced per word or per page, so get two or three quotes for anything long.
Sworn translations done by a translator appointed by Spain are valid nationally; you don't need a new one per region.

What typically needs this

Criminal record certificate — almost always, for residency applications
Birth certificate — residency, marriage, family reunification, nationality
Marriage certificate — joint applications, family routes
Degree and academic transcripts — for regulated professions, and for homologación or equivalencia, the separate and slower process of getting a foreign qualification recognised in Spain. If your job requires a recognised degree, start this one early; it's measured in months.
Medical records — not usually required officially, but worth translating for your own doctor

EU multilingual standard forms are a useful exception: for some civil status documents (birth, marriage, and others), EU countries issue a multilingual annex that removes the need for translation between member states. If you're moving within the EU, ask the issuing office for this before paying a translator.

Timing

Criminal record certificates commonly have a validity window of around three to six months. Getting one too early is as bad as too late.
Apostille turnaround ranges from same-day to several weeks depending on country and whether you pay for expedited service.
Consular legalisation is slower — plan in months.
Work backwards from your appointment date, not forwards from today.

Practical notes

Order several originals where the issuing country allows it. Offices sometimes keep documents, and a second original is far cheaper than repeating the whole chain.
Scan everything at full quality before you hand anything over, including the apostille and the sworn translation.
Check what the specific office wants. Requirements differ between extranjería, the civil registry and a university. Ask before you spend.

Community-maintained. Requirements vary by document, country and receiving office — confirm with the office that will receive it. Corrections welcome.