Introduction: The Importance of Complete Documentation
Submitting complete and correct documentation is the most determining factor for the success of your extraordinary regularization application. According to data from previous processes, more than 40% of rejected applications were due to incomplete, incorrect, or expired documentation.
This guide provides you with an exhaustive list of all necessary documents, with detailed information on how to obtain them, what alternatives exist, and what errors to avoid.
Important: This list is updated according to the Royal Decree published in the BOE on January 27, 2026. Always verify specific requirements in official sources or consult with a professional.
Complete Mandatory Documents Checklist
1. Official Application Form (EX-10 or EX-11)
Description: Official application form for temporary residence authorization due to exceptional circumstances.
Where to obtain it:
- Electronic headquarters of the State Secretariat for Migration
- Immigration Offices (in person)
- Direct download from ImmigraFlow (fillable forms with AI assistance)
How to fill it out:
- Complete ALL applicable sections
- Use capital letters or clear handwriting
- Do not leave blank fields (write "NOT APPLICABLE" if a field does not apply)
- Sign in the designated space
Common mistakes:
- Using the wrong form (verify whether you need EX-10 or EX-11 for your case)
- Leaving fields incomplete
- Forgetting to sign the form
- Including information that contradicts other documents
ImmigraFlow tip: Our AI system automatically verifies that the form is correctly filled in and detects inconsistencies with other documents before submission.
2. Complete Passport (copy and original)
Description: Identity and travel document from your country of origin.
Requirements:
- Minimum validity of 6 months from the application date
- All pages must be legible
- Submit copies of ALL pages (including blank ones)
- Bring original for verification on appointment day
What to do if your passport is expired?
- Contact the consulate or embassy of your country in Spain
- Request renewal (may take 2-8 weeks depending on the country)
- If renewal is not possible before the deadline, request a safe-conduct or consular document
Exceptional alternatives:
- Consular registration certificate: if the passport cannot be renewed
- Safe-conduct: in cases where renewal is impossible
- Certificate of nationality: together with an identity document
Special case - Venezuela: If you are Venezuelan and your passport is expired, Spain accepts passports expired up to 5 years along with a consular extension.
3. Passport-Size Photos (4 units)
Technical specifications:
- Quantity: 4 identical photographs
- Size: 32x26 mm
- Background: uniform white
- Color: in color, not black and white
- Recency: taken within the last 6 months
- Attire: no sunglasses, hats, or scarves (except for religious reasons)
- Expression: full face visible, mouth closed, looking straight ahead
Where to get them:
- Photo booths in train or metro stations
- Professional photography studios
- Some post offices (Correos)
Approximate cost: EUR 5-10 in a photo booth, EUR 10-15 in a professional studio.
4. Historical Municipal Registration Certificate
Description: Document certifying your address in Spain and dates of residence.
Specific requirements:
- Must be historical empadronamiento (not a simple one)
- Must reflect at least 5 months of residence before December 31, 2025
- Validity: issued within the last 3 months
Where to obtain it:
- Your local town hall: registration offices
- Online: some town halls allow download with digital certificate
- By post: the postal service can process it in some municipalities
Documents needed to request historical empadronamiento:
- Identity document (passport)
- In some cases, rental contract or property deed
What if you are not registered?
If you have not registered previously, it is urgent that you do so immediately. Although retroactive registration is not permitted, you can:
- Register now and prove residence with other documents (see additional evidence section)
- Look for other administrative records proving your presence (medical records, school records, etc.)
Cost: Free at all town halls.
5. Spanish Criminal Record Certificate
Description: Certificate proving you have no criminal record in Spain.
Where to obtain it:
- Online (recommended): Electronic headquarters of the Ministry of Justice (digital certificate or Cl@ve)
- In person: National Police offices with appointment
- By mail: written request to the Ministry of Justice
Requirements:
- NIE (Foreigner Identity Number) if you have one
- If you don't have a NIE, you can request it with passport and empadronamiento
Processing time:
- Online with digital certificate: immediate (instant download)
- Online without digital certificate: 1-3 days
- In person: 5-15 days
Validity: 3 months from issue.
Cost:
- Online: free
- In person: EUR 3.77
6. Criminal Record Certificate from Country of Origin
Description: Certificate proving you have no criminal record in your country of origin.
Important requirements:
- Must be apostilled (Hague Apostille) or legalized through diplomatic channels
- Must be translated into Spanish by a sworn translator
- Validity: 3 months from issue
Complete process:
- Request in your country: through your country's consulate in Spain or directly in your country of origin
- Apostille: the document must be apostilled in your country of origin (competent office varies by country)
- Sworn translation: find an official sworn translator in Spain (listed by the Ministry of Foreign Affairs)
Estimated total time: 3-8 weeks (start as soon as possible!)
Estimated total cost:
- Certificate: EUR 20-80 (varies by country)
- Apostille: EUR 10-50 (varies by country)
- Sworn translation: EUR 30-60
- Total: EUR 60-190
Special cases by country:
| Country | Estimated Time | Notes |
|---|---|---|
| Venezuela | 8-12 weeks | Can be requested at the consulate in Spain |
| Colombia | 3-4 weeks | Relatively fast consular process |
| Ecuador | 4-6 weeks | Available online in some cases |
| Morocco | 4-8 weeks | Requires in-person processing or through a family member |
| Peru | 2-4 weeks | Can be requested online |
| Argentina | 2-3 weeks | Online process available |
7. Fee Payment Receipt (Model 790, Code 052)
Description: Proof of administrative fee payment for the residence authorization application.
How to obtain it:
- Download model 790 from the State Secretariat for Migration website
- Fill in your personal data and code 052
- Pay at a collaborating bank (most banks accept it)
- Keep the bank-stamped receipt
Fee amounts (2026):
- Application fee: EUR 10.70
- TIE issuance fee (if granted): EUR 15.76
Important: Keep the stamped original. Without this receipt, your application will not be accepted.
Documents Proving Continuous Residence
In addition to empadronamiento, it is highly recommended (and practically mandatory) to provide additional documents proving your physical presence in Spain during the required 5 months.
Categories of Accepted Documents
A. Housing Documents
| Document | Evidentiary Value | Notes |
|---|---|---|
| Rental contract | High | Must be signed by both parties, ideally registered |
| Rent receipts | High | Bank transfers or receipts signed by the landlord |
| Electricity bills | Very high | In your name, from different months |
| Water bills | Very high | In your name, from different months |
| Gas bills | High | In your name |
| Internet/phone bills | High | In your name, with address in Spain |
| Letter from landlord | Medium | Better if accompanied by official documents |
B. Banking and Financial Documents
| Document | Evidentiary Value | Notes |
|---|---|---|
| Bank statements | High | Must show transactions in Spain (purchases, ATMs) |
| Bank seniority certificate | High | Request from your bank |
| Loan contracts | Medium-High | If from Spanish entities |
| Credit/debit cards | Medium | Transaction history |
C. Medical and Health Documents
| Document | Evidentiary Value | Notes |
|---|---|---|
| Health card | High | Public or private health system |
| Medical records | Very high | Consultations at health centers with dates |
| Medical prescriptions | High | With center stamp and date |
| Medical reports | High | From any specialist |
| Pharmacy receipts | Medium-High | With date and stamp |
| Private health insurance | High | Policy and payment receipts |
D. Educational Documents (if applicable)
| Document | Evidentiary Value | Notes |
|---|---|---|
| School enrollment (children) | Very high | Demonstrates family ties |
| Attendance certificates | High | Signed by the educational center |
| Report cards | High | With dates and center stamp |
| Course enrollment | Medium-High | Language courses, vocational training, etc. |
E. Employment Documents (if applicable)
| Document | Evidentiary Value | Notes |
|---|---|---|
| Employment contracts | Very high | Even if obtained without work permit |
| Payslips | Very high | Even from informal work |
| Work history report | High | Request from Social Security |
| Self-employment registration | Very high | If you have been registered |
| Tax returns | Very high | If you have filed returns |
F. Other Useful Documents
| Document | Evidentiary Value | Notes |
|---|---|---|
| Public transport passes | Medium | With usage history |
| Gym memberships | Medium | Contracts and receipts |
| Association certificates | Medium | NGOs, cultural associations, etc. |
| Major purchase receipts | Low-Medium | Appliances, furniture with delivery address |
| Foreign citizen registry | High | If you have registered your address at your consulate |
Additional Documentation Depending on Personal Circumstances
If you have minor children in Spain
Mandatory documents:
- Children's birth certificates (apostilled and translated)
- Spanish family book (if born in Spain)
- Current school enrollment certificates
- Spanish vaccination card
- Children's health cards
Strategic value: Having children enrolled in Spanish schools significantly increases the chances of approval due to family ties.
If you are married to a Spanish citizen or legal resident
Required documents:
- Marriage certificate (apostilled and translated if from abroad)
- Spanish family book
- NIE/TIE of the resident spouse
- Joint registration certificate
- Documents proving cohabitation (bills in both names, joint rental contract, etc.)
If you have worked in Spain (even without a permit)
Documents you can provide:
- Any employment contract, even verbal (written testimony)
- Payslips received
- Bank transfers received as payment for work
- Work history reports (request from the General Treasury of Social Security)
- Tax returns (even if not required to file)
- Letters from former employers
Important: Having worked without a permit is NOT an obstacle for this regularization. In fact, it can help demonstrate your ties to Spain.
If you have difficulty obtaining your country's passport
Document alternatives:
- Consular registration certificate: document issued by the consulate proving nationality and identity
- Consular safe-conduct: temporary identity document
- Certificate of nationality: together with an identity document (national ID from country of origin, even if expired)
Process: Go to your country's consulate in Spain and explain the situation. Specifically request a document that can substitute for a passport for immigration procedures.
How to Organize and Submit Your Documentation
1. Physical Organization
Recommendations:
- Use a categorized folder with dividers
- Suggested order: forms, identification, empadronamiento, criminal records, residence documents, additional documents
- Include an index at the beginning listing all documents
- Each document should have a simple copy + original (for verification)
2. Digital Organization
Benefits of digitizing:
- Backup copies in case of loss
- Easy sharing with lawyer or advisor
- Possibility of online submission (depending on the office)
- Quick access from any device
Recommended tools:
- ImmigraFlow: document management system with GDPR-compliant encrypted storage, automatic document verification, and expiry alerts
- Google Drive / Dropbox (with encryption)
- Scanner apps: CamScanner, Adobe Scan (free)
3. Pre-Submission Verification
Final verification checklist:
| Item | Verified? |
|---|---|
| All documents are within their validity period | ☐ |
| Foreign certificates are apostilled | ☐ |
| Foreign-language documents are translated by sworn translator | ☐ |
| Copies are legible (not blurry or cut off) | ☐ |
| I have originals of ALL documents for appointment day | ☐ |
| The form is completely filled out and signed | ☐ |
| I have the bank-stamped fee payment receipt | ☐ |
| I have included at least 3-5 residence proofs in addition to empadronamiento | ☐ |
| All documents have consistent dates | ☐ |
| I have made digital backup copies of everything | ☐ |
Tools and Resources for Preparing Your Documentation
ImmigraFlow: Your Intelligent Documentation Assistant
ImmigraFlow is the leading platform for managing your regularization process. It includes:
Document management features:
- Personalized intelligent checklist: based on your specific profile, the AI generates the exact list of documents you need
- Document verifier: upload your documents and the system automatically checks if they are complete, valid, and meet requirements
- Expiry alerts: automatic notifications when a document is about to expire
- Translation manager: directory of official sworn translators with prices and delivery times
- 24/7 Immigrabot: AI assistant that answers documentation questions at any time
- Secure storage: end-to-end encryption compliant with GDPR
- Progress tracking: see which documents are ready and which are still needed
Available plans:
| Plan | Cost | Includes |
|---|---|---|
| Self-Service | FREE | Personalized checklist, automatic verifier, Immigrabot, guides in 6 languages |
| Review | β¬99 | Complete document review by a lawyer, error and gap detection |
| Assistance | β¬199 | Everything in Review + lawyer consultation, correction guidance, priority support |
| Full Service | β¬299 | Everything in Assistance + form preparation, application submission, tracking until resolution |
Frequently Asked Questions About Documentation
What if I don't have 5 months of historical empadronamiento?
You must provide a solid combination of other documents covering the entire period. Prioritize official documents: medical records, contracts, bank statements. The more documents from different sources, the better.
Must documents be in Spanish?
Yes. All documents issued in a foreign language must be translated by an official sworn translator registered with the Spanish Ministry of Foreign Affairs. Unofficial translations are NOT valid.
Where can I find sworn translators?
The official list is on the Ministry of Foreign Affairs website. ImmigraFlow includes a verified directory of sworn translators with price comparisons and delivery times.
How much does it cost to translate all my documents?
Sworn translators charge by page or by document. Approximate prices:
- Passport: EUR 30-40
- Birth certificate: EUR 25-35
- Criminal record certificate: EUR 30-40
- Marriage certificate: EUR 30-40
Estimated total for basic documents: EUR 80-150
Can I submit documents after the initial application?
Yes, but only if the administration requests them through a correction requirement. Do not rely on being able to submit later: present EVERYTHING from the start.
Do utility bills need to be in my name?
Ideally yes, but if you live with family or share an apartment, you can provide bills in someone else's name together with a letter from the account holder confirming you live there.
Are digital invoices valid or must they be on paper?
Digital invoices (PDFs sent by email from the utility company) are valid. Print digital invoices and submit them as part of your documentation.
How many additional residence proofs beyond empadronamiento should I provide?
There is no official minimum, but it is recommended to provide at least 3-5 different documents covering different months of the 5-month period. The more, the better.
What if my country does not issue criminal record certificates for residents abroad?
Submit a sworn declaration before a notary explaining the impossibility of obtaining the certificate, along with official documentation from the consulate or competent authority confirming that the certificate cannot be obtained.
Do I need criminal record certificates from ALL countries I have lived in?
Yes, from all countries where you have resided for more than 6 months during the last 5 years.
Critical Errors to Avoid
ERROR 1: Submitting expired documents
Consequence: Application rejected or correction requirement issued.
Solution: Check the issue dates and validity of ALL documents before your appointment. Criminal record certificates and historical empadronamiento are only valid for 3 months.
ERROR 2: Foreign documents without apostille
Consequence: Documents deemed invalid, application denied.
Solution: ALL official foreign documents (birth certificates, criminal records, marriage certificates) must have a Hague Apostille or diplomatic legalization.
ERROR 3: Unofficial translations
Consequence: Documents deemed invalid.
Solution: Only translations by official sworn translators are valid. Translations by friends, translation apps, or non-sworn translators are NOT acceptable.
ERROR 4: Insufficient residence documentation
Consequence: Inability to prove continuous residence, application denied.
Solution: Don't rely solely on empadronamiento. Provide multiple proofs from different sources (medical, banking, contractual, educational).
ERROR 5: Illegible or incomplete copies
Consequence: Correction requirement issued, process delayed.
Solution: Ensure all copies are legible, complete, and high quality. Copy ALL passport pages, including blank ones.
ERROR 6: Inconsistencies between documents
Consequence: Doubts about the truthfulness of information, possible denial.
Solution: Check that names, dates, and data are consistent across all documents. If there are variations (e.g., two surnames vs. one), include an explanatory note.
Conclusion: Complete Documentation Is Your Best Ally
Complete, correct, and well-organized documentation is the most important factor for the success of your extraordinary regularization application. Invest time in:
- Gathering all documents in advance (especially those that take longest, like foreign certificates)
- Verifying that everything is properly apostilled and translated
- Organizing them both physically and digitally
- Doing a final review before your appointment
Final recommendation: Use tools like ImmigraFlow to automate document verification and ensure nothing is forgotten. A personalized intelligent checklist can make the difference between an approved and a denied application.
Don't leave your future in Spain to chance! Prepare your documentation with time and professionalism.
