Complete Guide to Civil Wedding Documentation in Spain

Planning a wedding is exciting: choosing the venue, tasting the menu, finding the perfect dress... but there's a less glamorous part that's fundamental: the paperwork. Documentation for a civil wedding in Spain can seem like a maze, especially if one of you is a foreigner. But don't worry, we're here to guide you. With this guide, you'll have everything under control so that the only suspenseful "I do" is the one at the altar.

Getting your documents organized properly and on time is key to avoiding stress and unexpected delays. A missing paper or incorrect stamp can pause the entire process and, believe me, you don't want that to happen.

Think of this guide as a chat with a friend who's already been through this. I'll take you by the hand, step by step, so you know exactly what you need, how to get it, and what mistakes to avoid. That way, you can focus on what really matters: celebrating your love.

Required Documents for Spanish Citizens

If you're both Spanish, the process is fairly straightforward. Still, it's vital not to leave anything to chance. Here's the list of what you'll need to gather.

Birth Certificate (Literal Copy)

This is your starting point. It's a document that certifies your birth and must be a literal and updated copy, issued within the last 6 to 12 months, depending on the Civil Registry.

• How to get it? You can request it online through the Ministry of Justice's Electronic Office, by postal mail, or in person at the Civil Registry where you were registered. The online option is the most convenient and fastest.

Residence Certificate

This document proves where you've lived for the past two years. It's a requirement to determine which Civil Registry is competent to process your file.

• How to get it? Request it from the town hall of the locality where you're registered. In many cities, this process can be done online, by phone, or in person.

Valid DNI or Passport

You'll need a photocopy and the original of your National Identity Document (DNI) or passport. Make sure it's not expired, as an expired document won't be valid.

Marital Status Certificate

This certificate proves that you're single, widowed, or divorced, and therefore legally free to marry.

• How to get it? Request it from the Civil Registry of your place of birth or residence. It's a simple process that confirms your current marital status.
• If you're divorced: You'll need to present the literal certificate of your previous marriage with the divorce annotation.
• If you're widowed: You must provide the literal certificate of your previous marriage and the death certificate of your deceased spouse.

Required Documents for Foreign Nationals

If one or both of you are foreigners, the paperwork gets a bit more complicated due to legalization and translation requirements. But don't panic! Here we explain everything.

Valid Passport

It's essential to present the original passport and a photocopy of all its pages. Make sure it has sufficient validity to cover the entire process.

Birth Certificate

Just like for Spanish citizens, it's fundamental. However, this document must be legalized or apostilled (depending on the country of origin) and translated by a sworn translator into Spanish.

• What is the Hague Apostille? It's a seal that certifies the authenticity of a public document for use in another country. If your country is a signatory to the Hague Convention, you'll only need the apostille.
• What if my country isn't in the Convention? The document must be legalized through diplomatic channels, which involves stamps from your country's Ministry of Foreign Affairs and the Spanish consulate there.

Certificate of Capacity to Marry or Marital Status

This document proves that, according to your country's laws, you have the capacity to contract marriage. It must also be legalized or apostilled and translated.

• How to get it? Generally, it's requested from your country's consulate or embassy in Spain, or from the civil registry in your country of origin.

Residence Certificate (if residing in Spain)

If you've resided in Spain for the past two years, you'll need the historical residence certificate to prove it. For more information on managing your guest list once you have your documentation ready, check out our guest management guide.

Divorce or Death Certificates (if applicable)

If you were married before, you must present the corresponding divorce or death certificates, also legalized or apostilled with their sworn translation.

Certificate of Publication of Banns (if your country requires it)

Some countries require public announcement of the intention to marry (publication of banns) to ensure there are no impediments. Check with your consulate if this applies to you.

Step-by-Step Guide to Obtaining and Preparing Documents

Now that you know what you need, let's see how to get it without losing your cool.

1. Make a personalized list: Grab paper and pen (or open a note on your phone!) and write down exactly what documents you and your partner need according to your nationality and situation.
2. Start with foreign documents: Legalization and translation procedures are the most time-consuming. Start requesting certificates from your country of origin as soon as possible. Allow for several months.
3. Request Spanish documents online: For Spanish birth and marital status certificates, the online route is your best ally. You'll save time and trips.
4. Book an appointment at the Civil Registry: Once you have almost all the documents, book an appointment at the Civil Registry corresponding to your residence to initiate the marriage file. Waiting lists can be long, so don't leave it to the last minute.
5. Find a sworn translator: Any translation won't do. It must be done by a sworn translator appointed by Spain's Ministry of Foreign Affairs. You can find official lists online.

The Key: Legalization and Translation

This is, without a doubt, the step that generates the most questions. Let's clarify it.

Legalization or Apostille?

• Hague Apostille: If the country issuing the document is a member of the Hague Convention, the process is simpler. You only need the competent authorities of that country to place the apostille on your document.

• Diplomatic legalization: If the country isn't part of the convention, the path is longer. The document must go through:

  1. The Ministry of Foreign Affairs of the country of origin.
  2. The Spanish consulate or embassy in that country.

Sworn Translation

Once the document is legalized or apostilled, it must be translated into Spanish. A translation by a bilingual friend won't work. It must be a sworn translator, who certifies with their signature and seal that the translation is faithful to the original.

Differences Between Autonomous Communities

Although the law is national, each Civil Registry may have small particularities in how it operates. For example:

• Timelines: Waiting times for appointments or file resolution vary greatly from one city to another. Madrid and Barcelona usually have longer delays.
• Additional documentation: Some communities may request extra documents or have specific requirements. It's essential that, before anything else, you contact the Civil Registry where you'll initiate the process to confirm their exact list of requirements.
• Co-official languages: In communities like Catalonia, the Basque Country, or Galicia, documents can be presented in the co-official language without needing translation to Spanish.

Common Mistakes and How to Avoid Them

To make your journey as easy as possible, here are the most common pitfalls:

• Expired documents: Most certificates are valid for 3 to 6 months. Don't request them too far in advance.
• Unofficial translations: Saving money on the translator can be very expensive. Make sure they're a sworn translator recognized in Spain.
• Incorrect legalization: Confusing the apostille with diplomatic legalization is a common mistake. Research carefully what your country needs.
• Not checking names: Verify that all names and data in translated documents match exactly with the originals. A small typo can invalidate the document.
• Waiting until the last minute: The complete process can take between 3 and 12 months, especially if a foreign national is involved. Start now!

If you're also planning a Catholic wedding, check out our Catholic wedding documentation guide to learn about additional requirements.

Your Definitive Checklist

Before going to the Civil Registry, review this list to make sure you have everything.

For each party:

• DNI or Passport (original and photocopy).
• Literal and updated birth certificate (legalized/apostilled and translated if foreign).
• Residence certificate for the past 2 years.
• Marital status or capacity to marry certificate (legalized/apostilled and translated if foreign).
• If applicable, previous marriage certificate with divorce or annulment annotation (legalized/apostilled and translated).
• If applicable, previous marriage certificate and death certificate of spouse (legalized/apostilled and translated).

Once you submit everything, you'll have a separate interview with the judge or official to confirm that the marriage is of your own free will. After this, if everything is in order, the wedding will be authorized.

Paperwork is Just One More Step Toward "I Do"

We know that facing bureaucracy isn't the most romantic part of organizing a wedding. But remember that each document you obtain is one more step bringing you closer to your big day.

Be patient, get organized, and don't hesitate to ask for help. And once you've overcome the paperwork, all that's left is to enjoy celebrating your love. If you follow this guide, we promise the process will be much simpler than you imagine. Best of luck and congratulations on your engagement!