Apostille for Spain: Why Your US Academic Documents Are Getting Rejected
Over the past several months, we have noticed a troubling pattern at The Sheridan Company. More and more clients are coming to us with apostilled diplomas and transcripts that Spain has rejected. The documents looked official. The apostille was real. The problem started earlier, with how the document was notarized before it ever reached the Secretary of State.
If you plan to attend school in Spain, accept a job there, and have your US education recognized, this post can save you weeks of delays and a lot of frustration. Listen up, because this may affect you.
Which Documents Does This Affect?
This issue applies to academic records issued anywhere in the United States, including:
High school diplomas and transcripts
College and university diplomas
College and university transcripts
Other official educational documents
If a Spanish university, employer, and government office has asked you for any of these with an apostille, the method used to notarize them matters just as much as the apostille itself.
What Is Copy Certification?
Copy certification is a process in which a notary reviews a photocopy of a document and certifies that it is a true copy of the original. Many people use this method to obtain an apostille on a diploma because it is quick and convenient.
Here is the problem: Spain does not accept copy certification for academic records. When an apostille is built on a copy certification, Spanish institutions reject the document, and you are left starting over.
Not sure how your documents were notarized? Send us a message. We will review them and tell you exactly where you stand.
How Academic Records Must Be Notarized for Spain
For Spain to accept your academic records, the notarization has to come directly from the source: your school. There are three ways to do this correctly.
1. The registrar's office notarizes the documents. Your school's registrar signs the official record before a notary at the school, then mails the original notarized document to you.
2. A notary visits the school in person. A commissioned notary travels to your school to notarize the registrar's signature on site.
3. The registrar completes a remote online notarization. Some states allow registrars to sign before a notary through a secure video appointment. If your records come from one of these states, we can schedule the session directly with the registrar's office.
These rules apply equally to high school, college, and university records. Once the notarization is done correctly, the document moves on to the state for the apostille.
Always Confirm Requirements With Spain First
Before you request a single document, contact the university, employer, and agency in Spain that will receive it. Ask for a written list of every document they need and the format they expect. Requirements vary between institutions, and a five-minute email today can prevent a costly rejection later.
Ask about translations too. Many Spanish institutions require a sworn translation (traducción jurada) prepared by a translator appointed by Spain's Ministry of Foreign Affairs. Confirm which translation your institution accepts before you order one.
Already Abroad? We Can Still Help
We always recommend completing your documents before you leave the United States. Life does not always work that way. Many of our clients discover a missing requirement only after they arrive in Spain.
The good news is that you do not need to fly home. Here is how The Sheridan Company handles it:
Mail your documents to our office. We coordinate directly with any state in the US.
We dispatch notaries nationwide. A commissioned notary can visit your school in person, in any state.
We ship your originals internationally. Your completed, apostilled documents arrive at your address anywhere in the world.
You stay focused on your studies and your new job. We handle the paperwork back home.
Were Your Documents Rejected? Here Is What to Do
A rejection feels discouraging, but it is fixable. Start with these steps:
Keep the rejected documents and any written notice you received.
Contact The Sheridan Company with the name of your school and the state that issued your records.
Let us review how your documents were notarized and map out the correct path.
We coordinate the new notarization, obtain the apostille, and ship the originals to you.
Frequently Asked Questions
Does Spain accept apostilles? Yes. Spain is a member of the Hague Apostille Convention, so US documents with a valid apostille are recognized there. The underlying notarization still has to meet Spain's requirements.
Can a notary certify a copy of my diploma for use in Spain? Spain does not accept copy certification for academic records. The registrar's signature must be notarized on the original record.
Do I need to be in the United States to fix my documents? No. The Sheridan Company coordinates the entire process on your behalf and ships your documents internationally.
Does this apply to high school records too? Yes. The same rules apply to high school, college, and university records.
Let Us Get It Right the First Time- US Diploma Apostille
A rejected document costs you time, money, and in some cases, your place in a program. The Sheridan Company works with students, professionals, and families across all 50 states and around the world to make sure academic documents are prepared correctly for Spain from the very first step.
Planning your move, and need help?
Call us at (405) 960-2717 and email admin@TheSheridanCo.com. We will review your documents and walk you through every step.