When you need to certify the authenticity of a Spanish document before authorities or institutions abroad, two terms frequently appear: notarial certification and apostille. Although they are related, they are different things and are used in different situations. This guide clarifies when you need each one.
What is notarial certification?
Notarial certification (also called testimony by exhibition) is the act by which the notary certifies that a copy of a document is faithful to the original that has been presented. The notary does not certify the content of the document or its legality, only that the copy is identical to the original.
It is different from the notarial authorized copy (which the notary issues for documents that he or she themselves authorized, such as a deed). Certification is done for external documents: university degrees, private contracts, identity documents, certificates, etc.
When do you need notarial certification?
- University and academic degrees: To present a Spanish degree at a foreign university, company, or professional association that requires a certified copy.
- Private contracts: When a foreign institution requires a notarial copy of a contract (employment, lease, etc.) executed in Spain.
- Identity documents: Certified copy of the ID card or passport for procedures that do not accept a simple photocopy.
- Notarial deeds: To present a copy of a Spanish deed abroad when the original cannot be moved.
- Official certificates: Birth, marriage, or death certificates from the Civil Registry when the foreign institution requires a certified copy in addition to the original.
Difference between certification and apostille
The certification certifies that a copy is faithful to the original: it authenticates the copy. The apostille certifies the authenticity of the original document (or the signature of the official who issued it) for it to be recognized in another country. They are often complementary procedures: first, certification is done, and then the certified copy is apostilled, or the original is directly apostilled.
In practice, to use a Spanish document abroad, it is common to need both: a certified copy of the original document, and that copy apostilled to make it valid internationally.
Difference between certification and notarial testimony
Notarial testimony is broader: the notary can provide testimony for documents that he or she has authorized (second copy of a deed) or for external documents. Certification is technically a type of testimony by exhibition. The distinction is important because the fees and evidentiary value differ.
How to obtain notarial certification from abroad?
If you cannot personally go to a notary in Spain, you have two options:
- Through a representative: You send the original document (or copy, as applicable) to a representative in Spain who attends the notary on your behalf.
- By mail: Some notaries accept documents sent by certified mail for certification, returning the original and the certified copy by the same means.
Contact Notaría Online to organize the most convenient certification process for your situation.
How much does it cost and how long does it take?
A simple notarial certification has a reduced cost, usually between 20 and 60 euros per document, depending on the length and type. The procedure is quick: if the document is available, certification can be obtained on the same day. If you also need an apostille, add 2-5 business days for the processing with the Ministry of Justice.