How to apostille US documents for the Spanish DNV

A self-service guide — 2026 edition

UGE-CE requires that all foreign documents submitted with your DNV application be apostilled (under the Hague Convention of 1961) and then sworn-translated into Spanish. The United States has been party to the Hague Convention since 1981, so the apostille process is well-established.

However, the process is not uniform — different US documents require different apostilling authorities. This guide shows you which authority handles each common DNV document.

Federal vs. State apostille — which one?

Step-by-step: FBI background check apostille

The FBI check is the standard criminal record document UGE-CE accepts.

1. Request your FBI Identity History Summary via:
   • edo.cjis.gov (FBI's direct portal) — fastest, ~5 business days for digital delivery, ~12 days for mailed paper
   • OR an FBI-approved channeler (faster turnaround, additional cost ~$50)
2. Get the FBI check apostilled by the US Department of State:
   • Authority: Office of Authentications, US Department of State
   • Address: 600 19th Street NW, Washington DC 20520
   • Submit the original FBI Identity History Summary with Form DS-4194 (apostille request)
   • Fee: $20 per document (current 2026 rate — verify before submitting)
   • Turnaround: 6-8 weeks by mail (much longer than expected — plan early!)
   • Acceleration: certain commercial apostille services (e.g., One Source, Monument Visa) can expedite to 3-5 business days at premium cost ($150-300)
3. Sworn translation: send the apostilled document to a Spanish traductor jurado registered with the Spanish Ministry of Foreign Affairs. Cost: ~€30-60 per page.

Step-by-step: CPA letter apostille

This process is more complex because CPA letters require state-level apostille.

1. CPA signs the letter in wet ink on firm letterhead.
2. Notarize the CPA signature:
   • The CPA goes to a notary public (state-commissioned) and signs the letter again in the notary's presence
   • The notary adds a notarial certificate (sello + acta) attesting that the CPA signed in their presence
3. Apostille the notarized CPA letter:
   • Authority: Secretary of State of the state where the notary is commissioned (NOT the state where the CPA is licensed, if different)
   • Each state's Secretary of State has different procedures, fees ($5-25 typically), and turnaround times (1-30 days)
   • Best source: Google "[State name] Secretary of State apostille" for current procedures
4. Sworn translation into Spanish.

Common pitfalls

• FBI check expiration: the FBI check has no expiration date in itself, but UGE-CE typically requires it to be issued within 90 days before your application. The apostille can be added later without resetting the clock.
• State vs. federal confusion: sending an FBI check to a Secretary of State (instead of US Dept of State) will result in rejection.
• Multiple apostilles needed: if you have multiple documents (CPA letter, FBI check, birth certificate, etc.), each needs its own apostille. They do not "stack."
• Translation timing: sworn translation MUST be done after apostille, not before. The translator translates both the original document AND the apostille.
• Online notarization: some states allow online notarization. UGE-CE has historically accepted online-notarized + apostilled documents, but in-person notarization is safer.

Cost summary (estimated 2026)

Timeline planning

Work backwards from your target Spain arrival date:

• T-12 weeks: Request FBI background check, ask CPA to prepare letter
• T-10 weeks: Receive FBI check, send to US State Dept for apostille
• T-9 weeks: CPA letter signed, notarized, sent to state Secretary of State for apostille
• T-3 weeks: Receive all apostilled documents
• T-2 weeks: Spanish sworn translation completed
• T-1 week: Submit DNV application

This guide reflects 2026 practice. Procedures and fees change — verify with the relevant authority before submitting. For specific cases (state-specific apostille questions, urgent timelines), email Oscar at support@spanishtaxai.com.